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SAP Real Estate

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Page 1: SAP Real Estate

Real Estate Management

HE

LP

.IS

RE

Re lease 4 .6C

Page 2: SAP Real Estate

Real Estate Management SAP AG

2 April 2001

Copyright

© Copyright 2001 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purposewithout the express permission of SAP AG. The information contained herein may be changedwithout prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary softwarecomponents of other software vendors.

Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registeredtrademarks ofMicrosoft Corporation.

IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®,AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.

ORACLE® is a registered trademark of ORACLE Corporation.

INFORMIX®-OnLine for SAP and Informix® Dynamic ServerTM

are registered trademarks ofInformix Software Incorporated.

UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.

HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World WideWeb Consortium,Massachusetts Institute of Technology.

JAVA® is a registered trademark of Sun Microsystems, Inc.

JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license fortechnology invented and implemented by Netscape.

SAP, SAP Logo, R/2, RIVA, R/3, ABAP, SAP ArchiveLink, SAP Business Workflow, WebFlow,SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.comare trademarks or registered trademarks of SAP AG in Germany and in several other countriesall over the world. All other products mentioned are trademarks or registered trademarks of theirrespective companies.

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SAP AG Real Estate Management

April 2001 3

Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Tip

Page 4: SAP Real Estate

Real Estate Management SAP AG

4 April 2001

Contents

Real Estate Management (RE) .........................................................................23 Using The Real Estate Object Browser..................................................................................... 25 Master Data (Basic Data) ........................................................................................................... 27 Business Entities ........................................................................................................................ 28

Editing Business Entities.......................................................................................................... 30 Editing Input Tax ................................................................................................................. 32 Assigning Owners ............................................................................................................... 33 Editing Business Entities: Business Partner ....................................................................... 35 Editing Objects: Additional Functions ................................................................................. 36

Property........................................................................................................................................ 37 Editing Property........................................................................................................................ 38

Assigning Owners ............................................................................................................... 40 Editing Property: Business Partners ................................................................................... 42 Editing Objects: Additional Functions ................................................................................. 43

Buildings/Parts of Buildings ...................................................................................................... 44 Editing Buildings/Parts of Buildings ......................................................................................... 46

Assigning Owners ............................................................................................................... 49 Editing the Building: Business Partner................................................................................ 51 Editing Buildings: Object Characteristics ............................................................................ 52 Editing Objects: Additional Functions ................................................................................. 53

Rental Units.................................................................................................................................. 54 Usage Type.............................................................................................................................. 56

Changing Usage Types ...................................................................................................... 57 Area Type as Reference Area ................................................................................................. 58 Editing Rental Units.................................................................................................................. 60

Updating Occupancy Type Display..................................................................................... 64 Additional Data for Swiss Rent Adjustment ........................................................................ 65 Editing Rental Units: Rent Adjustment NL.......................................................................... 66

Example of Point Calculation for Each Fixture and Fittings Characteristic ................... 67 Editing Rental Units: Rooms............................................................................................... 68 Conditions for Rent Adjustment Switzerland ...................................................................... 69 Assigning Owners ............................................................................................................... 70 Editing Rental Unit: Business Partner................................................................................. 72 Editing Rental Units: Cash Flow ......................................................................................... 73 Assigning Comparative Groups .......................................................................................... 74 Editing Objects: Additional Functions ................................................................................. 75

Editing Rental Units: Objects......................................................................................... 76 Rental Unit Mass Maintenance ................................................................................................ 77

Carrying Out Rental Unit Mass Changes............................................................................ 78 Rooms .......................................................................................................................................... 79

Maintaining Rooms: Basic Data............................................................................................... 80 Maintaining Rooms: Group Object Characteristics............................................................. 81 Maintaining Rooms: Areas.................................................................................................. 82

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April 2001 5

Maintaining Rooms: Rental Unit Assignment ..................................................................... 83 Land Register .............................................................................................................................. 84

Editing Land Register............................................................................................................... 85 Service Charge Settlement Infrastructure ................................................................................ 87

Settlement Units....................................................................................................................... 88 Example: Settlement Unit and Participation ID................................................................... 90 Editing Settlement Units...................................................................................................... 92

Editing Participation IDs................................................................................................. 94 Editing Cost Collectors .................................................................................................. 96 Editing Apportionment Units and Settlement Variants .................................................. 98 Editing Settlement Unit Option Rates ............................................................................ 99

Master Settlement Units......................................................................................................... 100 Editing Master Settlement Units ....................................................................................... 102 Example: Service Charge Predistribution Calculation ...................................................... 104

Heating Systems .................................................................................................................... 106 Editing Heating Systems................................................................................................... 107

Releasing RE Objects for Account Assignment .................................................................... 109 Example: Mass Release via Objects Class Only................................................................... 110 Example: Mass Release via Combination Object Class and Object Number ....................... 111

Business Partner....................................................................................................................... 112 Real Estate-Specific Partners .................................................................................................. 113

Partners for Lease-Out........................................................................................................... 114 Partners for the Application.................................................................................................... 115 Partners: Offer for the Lease-Out .......................................................................................... 116 Partners for Owner Management........................................................................................... 117 Partners for the Land Register ............................................................................................... 118 Partners for the Business Entity............................................................................................. 119 Partners for the Property........................................................................................................ 120 Partners for the Building......................................................................................................... 121 Partners for the Rental Unit.................................................................................................... 122 Partners: External Comparative Apartment ........................................................................... 123 Partners for Expert Opinion.................................................................................................... 124 Partners for the General Contract.......................................................................................... 125 Business Partners with Customer Account............................................................................ 126

Business Partner Processing .................................................................................................. 129 Editing Business Partner: Initial Screen Master Data ............................................................ 131

Editing Business Partner................................................................................................... 132 Editing Business Partners: Name and Address................................................................ 133

Editing Business Partners: Role Category .................................................................. 134 Editing Business Partner: Data on the Partner............................................................ 136

Standing Instructions.............................................................................................................. 138 Assigning Partners ................................................................................................................. 139

Rental.......................................................................................................................................... 140 Application and Offer Management......................................................................................... 141

Application and Offer Management ....................................................................................... 142 Applications....................................................................................................................... 144

Creating Commercial Applications .............................................................................. 145 Editing the Application: Business partner............................................................... 146

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6 April 2001

Editing Rental Requests......................................................................................... 147 Creating Private Applications ...................................................................................... 149 Displaying an Application: Creating an Offer............................................................... 150 Applications: Evaluating Rental Requests................................................................... 151

Assigning Applications to Rental Units................................................................... 152 Example Evaluating Selection Criteria for a Rental Request............................ 154

Assigning Rental Units to Applications................................................................... 155 Example Evaluating Selection Criteria for an Application................................. 156

Applications: Overview Display ................................................................................... 157 Editing Application List Display .............................................................................. 158

Offers ................................................................................................................................ 159 Creating Offers ............................................................................................................ 160 Changing Offers........................................................................................................... 161 Offers: Mass Processing.............................................................................................. 162

Lease-Out Management............................................................................................................ 163 Lease outs.............................................................................................................................. 164

Graduated Lease-Outs ..................................................................................................... 168 Sales-Based Lease-Outs.................................................................................................. 169

Sample Calculation Minimum/Maximum Rent............................................................. 170 Sample Calculation Minimum Rent / Sales Grading ................................................... 171 Sample Calculation Minimum Sales / Reporting Interval ............................................ 172 Sample Calculation Sales Gradings ............................................................................ 173

Lease-Out: Periods of Notice............................................................................................ 174 Example: Periods of Notice - Free Deadlines ............................................................. 175 Example Periods of Notice: Free Period Regulation ................................................... 177

Dealing with Payment Methods ........................................................................................ 179 Editing Lease outs ............................................................................................................ 183

Editing a Lease-Out: Business Partner ....................................................................... 186 Editing a Lease out: Displaying Customer Account ............................................... 188

Editing General Data ................................................................................................... 189 Editing Adjustment Data for Sales-Based Rent ..................................................... 191

Sample Calculation Minimum/Maximum Rent .................................................. 193 Sample Calculation Sales Gradings.................................................................. 194 Sample Calculation Minimum Rent / Sales Grading ......................................... 195 Sample Calculation Minimum Sales / Reporting Interval .................................. 196

Editing Adjustment Data for Index-Linked Rent ..................................................... 197 Index-Linked LO Value Guarantee Clause ....................................................... 199

Editing a Lease-Out: Austrian Rent Adjustment..................................................... 200 Editing Lease-Out Conditions...................................................................................... 201

Specifying Subsidies for Conditions ....................................................................... 203 Determining Settlement Participation for Lease-Outs ................................................. 204 Editing a Lease-Out: Cash Flow.................................................................................. 206 Editing Lease-Outs: Additional Functions.................................................................... 207

Editing Messages for Lease-Outs .......................................................................... 208 Editing a Lease-Out: Resubmission.................................................................. 209

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Editing a Lease-Out: Memo Book ..................................................................... 210 Creating Additional Texts for Lease-Outs .............................................................. 211

Activating Lease outs: Bulk Processing............................................................................ 212 Deactivating a Lease-Out ................................................................................................. 214 Changing Lease-Outs ....................................................................................................... 215

Changing a LO: Master Data....................................................................................... 216 Changing a LO: Conditions of an Active LO................................................................ 217

Changing Conditions of Active Contracts: Condition Items.................................... 219 Changing Conditions of an Active LO: Additional Functions.................................. 221

Changing a LO: Rent Reductions................................................................................ 222 Contract Renewal ............................................................................................................. 224

Renewing Contracts .................................................................................................... 225 Lease-Out: Overview Display ........................................................................................... 226

Editing Lease-Outs Using List Display ........................................................................ 227 Collective Lease-Out.............................................................................................................. 228

Editing Collective Lease-Outs........................................................................................... 230 Creating a LO: Creating a CLO ................................................................................... 231 Changing a LO: Creating a New LO and a CLO ......................................................... 232 Changing a LO: Assigning a LO and Creating a CLO................................................. 233 Changing a Lease-Out: Assigning A Collective Lease-Out......................................... 234 Renaming a Collective Lease-Out (CLO).................................................................... 235

Splitting Up Collective Lease-Outs ................................................................................... 236 Tenant Changeover (Notice).................................................................................................. 237

Giving Notice on Individual Contracts............................................................................... 239 Reversing Notices........................................................................................................ 241

Carrying Out Mass Notices............................................................................................... 242 Inspecting Rental Units ..................................................................................................... 243 Releasing Rental Collateral .............................................................................................. 244

Printing Release of Rental Collateral........................................................................... 246 Change of Master Tenant (Without Notice) ........................................................................... 247

Transfer Postings on Change of Master Tenant............................................................... 248 Accessing Tenant Information................................................................................................ 250

Rental Accounting..................................................................................................................... 251 Account Determination (Rental Accounting) .......................................................................... 253 Debit Position Lease-Out ....................................................................................................... 254

Simulating Debit Position Lease-Outs .............................................................................. 257 Carrying Out Debit Position Lease-Outs........................................................................... 258 Debit Position Lease-Outs Log ......................................................................................... 260 Reversal of Postings ......................................................................................................... 261

Reversing Postings...................................................................................................... 262 Lease-Out: Refreshing Cash Flow.................................................................................... 264

Vacancy Debit Position (Imputed Costs) ............................................................................... 265 Simulating Debit Position for Vacant Rental Units............................................................ 267 Carrying Out Debit Position for Vacant Rental Units ........................................................ 269 Debit Position for Vacant Rental Units Log....................................................................... 271 Reversal of Postings ......................................................................................................... 272

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Reversing Postings...................................................................................................... 273 One-Time Postings ................................................................................................................ 275

Posting/ Parking One-Time Postings................................................................................ 276 Rent Collection....................................................................................................................... 277

Incoming Payments .......................................................................................................... 278 Automatic Incoming Payments: Account Statement Entry .......................................... 280

Carrying out Automatic Account Statement Entry.................................................. 281 Automatic Incoming Payments: Bank Procedure (Germany Only) ............................. 282

Carrying Out Incoming Payments (German Bank Procedure) ............................... 283 Automatic Incoming Payments: Payment Program..................................................... 284 Automatic Incoming Payments: Post-Processing Rejected Incoming Payments........ 285

Post-Processing Rejected Incoming Payments ..................................................... 287 Payment Transactions: Manual Incoming Payments .................................................. 288

Carrying out Manual Incoming Payments .............................................................. 290 Carrying out Manual Incoming Payments: Manually Assigning Open Items .... 291

Rental Accounting: Determining Instalment Payments As Underpayment.. 293 Carrying out Manual Incoming Payments: Posting Irrecoverable Debt ....... 294 Carrying out Manual Incoming Payments: Automatically Assigning Customer Open Items................................................................................................... 296 Carrying out Manual Incoming Payments: Automatically Assigning Open Items to Lease-Outs..................................................................................... 297

Carrying Out Fast Entry Incoming Payments......................................................... 298 Residual Items / Editing Partial Payments ............................................................. 299

Incoming Payments POR Procedure (Switzerland) ................................................... 300 Carrying out Incoming Payments: POR (CH)......................................................... 302

Rental Accounting: Account Maintenance........................................................................ 304 Account Maintenance: Editing Open Items ................................................................. 305

Dunning Procedure for Lease-Outs .................................................................................. 307 Example: Dunning Grouping of Lease-out .................................................................. 309

Transfer Postings on Change of Master Tenant.................................................................... 311 Info System: Rental Accounting............................................................................................. 313

Info System: Calling Up Reports....................................................................................... 315 Service Charge Settlement....................................................................................................... 316

Service Charge Settlement .................................................................................................... 317 Overview: Control Parameters for Service Charge Settlement ........................................ 319 Service Charge Keys ........................................................................................................ 320

Example: Settlement of Individual Service Charge Keys ............................................ 321 Example: Settlement of Non-Apportionable SCK........................................................ 322

Apportionment Units/Factors ............................................................................................ 323 Example Service Charge Settlement: Apportionment by Percentage Shares (100% Check).......................................................................................................................... 325 Example: Equal Apportionment ................................................................................... 326

Consumption-Dependent Service Charges Calculation ................................................... 327 Editing Meters (Rental Unit) ........................................................................................ 329 Editing Meter Readings (Recording Measurement Documents) ................................. 330

Settlement Units................................................................................................................ 331

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Example: Settlement Unit and Participation ID ........................................................... 333 Editing Settlement Units .............................................................................................. 335

Editing Participation IDs ......................................................................................... 337 Editing Cost Collectors ........................................................................................... 339 Editing Apportionment Units and Settlement Variants ........................................... 341 Editing Settlement Unit Option Rates..................................................................... 342

Settlement Unit: Post-Generate Settlement Participation ........................................... 343 Master Settlement Units.................................................................................................... 344

Editing Master Settlement Units .................................................................................. 346 Example: Service Charge Predistribution Calculation................................................. 348

Full Settlement of Service Charges ....................................................................................... 350 Example: Service Charge Settlement Costs Surcharge................................................... 352 Example: Service Charge Settlement Maximum Costs.................................................... 354 Example: Opting/Non-Opting Settlements........................................................................ 356 Full Settlement Based On Tenant Service Charge Principle............................................ 358

Example AP Transfer Posting for Tenant Service Charge Settlement........................ 360 Full Settlement Based On Heating Value Days................................................................ 361

Maintaining Regional Location Keys for Heating Value Days ..................................... 362 Simulating Service Charge Settlements ........................................................................... 363 Making Service Charge Settlements ................................................................................ 365 Reversing Service Charge Settlements............................................................................ 368

Example: Reversing Full Settlement ........................................................................... 369 Printing Service Charge Settlement Correspondence...................................................... 370 Adjusting Advance Payment and Flat Rates .................................................................... 371

Adjusting Advance Payments and Flat Rates ............................................................. 373 Activating Advance Payment/Flat Rates Adjustment .................................................. 375

Advance Service Charge Settlement ..................................................................................... 377 External Heating Expenses Settlement ................................................................................. 378

Credit-Side Settlement Units ............................................................................................ 381 Heating Systems............................................................................................................... 382

Editing Heating Systems.............................................................................................. 383 Importing A-Tape .............................................................................................................. 385 Writing M/L-Tape .............................................................................................................. 386 Importing Settlement Result into the R/3 System............................................................. 387 Simulating Accruals and Deferrals.................................................................................... 388 Posting Settlement Results............................................................................................... 389 Reversing External Heating Expenses Settlement........................................................... 390 Adjusting Advance Payment and Flat Rates .................................................................... 391

Adjusting Advance Payments and Flat Rates ............................................................. 393 Activating Advance Payment/Flat Rates Adjustment .................................................. 395

Resetting D-Tape.............................................................................................................. 397 Disc DME: DME Disc Technical Specifications ................................................................ 398

Detailed specification of A-Tape (Disc) ....................................................................... 400 Detailed Specification of M-Tape Part 1, 2, 3 (Disc) ................................................... 402 Detailed specification of L-Tape (Disc)........................................................................ 405

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Detailed Specification of D-Tape (Disc)....................................................................... 406 DME Magnetic Tape Technical Specifications ................................................................. 408

Detailed specification of A-Tape (magnetic tape)........................................................ 410 Detailed specification of L-Tape (Magnetic tape) ........................................................ 412 Detailed Specification of M-Tape (Magnetic Tape) ..................................................... 414 Detailed Specification of D-Tape (Magnetic Tape)...................................................... 417

Displaying Apportionable Costs on the Balance Sheet ......................................................... 419 Selecting Apportionable Costs.......................................................................................... 420 Entering Business Transactions in General Ledger Accounting ...................................... 421 Reversing Documents....................................................................................................... 422

Sales-Based Rent Settlement................................................................................................... 423 Sales-Based Lease-Outs ....................................................................................................... 424

Sample Calculation Minimum/Maximum Rent .................................................................. 425 Sample Calculation Minimum Rent / Sales Grading......................................................... 426 Sample Calculation Minimum Sales / Reporting Interval.................................................. 427 Sample Calculation Sales Gradings ................................................................................. 428

Sales Settlement .................................................................................................................... 429 Maintaining Sales Reports................................................................................................ 431 Simulating Sales Settlement............................................................................................. 432 Executing Sales Settlements ............................................................................................ 433 Activating Advance Payment Adjustments ....................................................................... 434 Sales Settlement: History.................................................................................................. 436 Sales Settlement: Displaying Activated Adjustments ....................................................... 437

Rent Adjustments...................................................................................................................... 438 Processing Rent Adjustments................................................................................................ 440

Overview Table:: System Settings for Adjustment Methods............................................. 443 Rent Adjustment Percentage Rate Increase .................................................................... 445 Determining Reasons for Rent Adjustment ...................................................................... 446 Executing Functions in the Background ........................................................................... 447

Rent Adjustment: Procedure(mode) Cross-Method............................................................... 448 Activating Rent Adjustments: Cross-Method .................................................................... 449 Reversing Rent Adjustments: Cross-Method.................................................................... 451 Rent Adjustments: Printing Letter/Reminder .................................................................... 453 Evaluating Rent Adjustments: Cross-Method................................................................... 454

Adjustment Method: Free Adjustment.................................................................................... 455 Simulating Free Adjustments............................................................................................ 457 Calculating Free Adjustments........................................................................................... 459

Examples: Different Adjustment Objects ..................................................................... 460 Rent Adjustments: Printing Letter/Reminder .................................................................... 461 Activating Rent Adjustments............................................................................................. 462

Example LO: Selection Options for Activating............................................................. 464 Editing Details for the Adjustment ............................................................................... 465

Displaying Rent Adjustments............................................................................................ 466 Reversing Rent Adjustments ............................................................................................ 467

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 469 Reversing Active Rent Adjustments ............................................................................ 470

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Adjustment Method: Amount Transfer ................................................................................... 471 Simulating Amount Transfer ............................................................................................. 472 Calculating Amount Transfer ............................................................................................ 474 Activating Rent Adjustments............................................................................................. 475

Example LO: Selection Options for Activating............................................................. 477 Editing Details for the Adjustment ............................................................................... 478

Displaying Rent Adjustments............................................................................................ 479 Reversing Rent Adjustments ............................................................................................ 480

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 482 Reversing Active Rent Adjustments ............................................................................ 483

Adjustment Method: Representative List of Rents................................................................. 484 Maintaining Representative Lists of Rents ....................................................................... 488 Simulating Adjustments .................................................................................................... 489 Calculating Adjustments ................................................................................................... 491

Examples: Different Adjustment Objects ..................................................................... 492 Printing Correspondence and Reminders......................................................................... 493 Activating Rent Adjustments............................................................................................. 494

Example LO: Selection Options for Activating............................................................. 496 Editing Details for the Adjustment ............................................................................... 497

Displaying Rent Adjustments............................................................................................ 498 499Reversing Rent Adjustments................................................................................................. 499

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 501 Reversing Active Rent Adjustments ............................................................................ 502

Adjustment Method: Comparative Group of Apartments ....................................................... 503 Creating External Comparative Apartments ..................................................................... 507

Comparative Apartment: Business Partner ................................................................. 509 Maintaining/Displaying Comparative Group of Apartments.............................................. 510 Comparative Group: Assigning Internal Rental Units ....................................................... 511 Comparative Group: Simulating Adjustments................................................................... 512 Comparative Group: Calculating Adjustments.................................................................. 514

Examples: Different Adjustment Objects ..................................................................... 516 Rent Adjustments: Printing Letter/Reminder .................................................................... 517 Activating Rent Adjustments............................................................................................. 518

Example LO: Selection Options for Activating............................................................. 520 Editing Details for the Adjustment ............................................................................... 521

Displaying Rent Adjustments............................................................................................ 522 Reversing Rent Adjustments ............................................................................................ 523

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 525 Reversing Active Rent Adjustments ............................................................................ 526

Comparison: Rep. List of Rents <-> Comparative Group ...................................................... 527 Comparison: Simulating Rep. List of Rents/Comparative Apartment............................... 530 Comparison: Calculating Rep. List of Rents/Comparative Apartment.............................. 532

Examples: Different Adjustment Objects ..................................................................... 534 Adjustment Method: Expert Opinion ...................................................................................... 535

Expert Opinion .................................................................................................................. 537 Expert Opinion: Maintaining Reasons for Surcharges/Reductions ............................. 538

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Editing Expert Opinion................................................................................................. 539 Expert Opinion: Business Partner .......................................................................... 540

Expert Opinion: Simulating Adjustments .......................................................................... 541 Expert Opinion: Calculating Adjustments ......................................................................... 543

Examples: Different Adjustment Objects ..................................................................... 544 Rent Adjustments: Printing Letter/Reminder .................................................................... 545 Activating Rent Adjustments............................................................................................. 546

Example LO: Selection Options for Activating............................................................. 548 Editing Details for the Adjustment ............................................................................... 549

Displaying Rent Adjustments............................................................................................ 550 Reversing Rent Adjustments ............................................................................................ 551

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 553 Reversing Active Rent Adjustments ............................................................................ 554

Adjustment Method: Construction Measures/Modernizations ............................................... 555 Construction Measures ..................................................................................................... 558

Creating Construction Measures: Planning Data ........................................................ 559 Changing Construction Measures: Actual Costs......................................................... 560

Simulating Construction Measures ................................................................................... 561 Calculating Construction Measures: Planned/Actual Costs ............................................. 563

Examples: Different Adjustment Objects ..................................................................... 565 Construction Measures: Printing Notification/Adjustment................................................. 566 Activating Rent Adjustments............................................................................................. 567

Example LO: Selection Options for Activating............................................................. 569 Editing Details for the Adjustment ............................................................................... 570

Displaying Rent Adjustments............................................................................................ 571 Reversing Rent Adjustments ............................................................................................ 572

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 574Reversing Active Rent Adjustments ............................................................................ 575

Adjustment Method: Index-Linked Rent Adjustment.............................................................. 576 Maintaining Index Data ..................................................................................................... 578 Simulating Index-Linked Rent Adjustments ...................................................................... 579 Calculating Index-Linked Rent Adjustments..................................................................... 581

Examples: Different Adjustment Objects ..................................................................... 583 Rent Adjustments: Printing Letter/Reminder .................................................................... 584 Activating Rent Adjustments............................................................................................. 585

Example LO: Selection Options for Activating............................................................. 587 Editing Details for the Adjustment ............................................................................... 588

Displaying Rent Adjustments............................................................................................ 589 Reversing Rent Adjustments ............................................................................................ 590

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 592 Reversing Active Rent Adjustments ............................................................................ 593

Adjustment Method: Any Conditions...................................................................................... 594 Simulating an Adjustment Using Any Conditions ............................................................. 596 Calculating Adjustment Using Any Conditions ................................................................. 598

Examples: Different Adjustment Objects ..................................................................... 599

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Rent Adjustments: Printing Letter/Reminder .................................................................... 600 Activating Rent Adjustments............................................................................................. 601

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 603 Editing Details for the Adjustment ............................................................................... 604

Displaying Rent Adjustments............................................................................................ 605 Reversing Rent Adjustments ............................................................................................ 606

Example LO: Selection Options for Activating............................................................. 608 Reversing Active Rent Adjustments ............................................................................ 609

Adjustment Method: Cost Efficiency Analysis........................................................................ 610 Cost Efficiency Analysis.................................................................................................... 612

Editing Cost Efficiency Analysis .................................................................................. 614 Simulating Cost Efficiency Analysis.................................................................................. 616 Implementing Cost Efficiency Analysis ............................................................................. 618

Examples: Different Adjustment Objects ..................................................................... 619 Activating Rent Adjustments............................................................................................. 620

Example LO: Selection Options for Activating............................................................. 622 Editing Details for the Adjustment ............................................................................... 623

Displaying Rent Adjustments............................................................................................ 624 Reversing Rent Adjustments ............................................................................................ 625

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 627 Reversing Active Rent Adjustments ............................................................................ 628

Adjustment Method: Garage Rent ......................................................................................... 629 Simulating a Garage Rent Adjustment ............................................................................. 631 Calculating a Garage Rent Adjustment ............................................................................ 633

Examples: Different Adjustment Objects ..................................................................... 634 Rent Adjustments: Printing Letter/Reminder .................................................................... 635 Activating Rent Adjustments............................................................................................. 636

Example LO: Selection Options for Activating............................................................. 638 Editing Details for the Adjustment ............................................................................... 639

Displaying Rent Adjustments............................................................................................ 640 Reversing Rent Adjustments ............................................................................................ 641

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 643 Reversing Active Rent Adjustments ............................................................................ 644

Adjustment Method: Area Change......................................................................................... 645 Simulating Adjustment due to Area Change..................................................................... 647 Adjustment Calculation due to Area Change.................................................................... 649

Examples: Different Adjustment Objects ..................................................................... 650 Area Change Adjustment: Printing Letter ......................................................................... 651 Activating Rent Adjustments............................................................................................. 652

Example LO: Selection Options for Activating............................................................. 654 Editing Details for the Adjustment ............................................................................... 655

Displaying Rent Adjustments............................................................................................ 656 Reversing Rent Adjustments ............................................................................................ 657

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 659 Reversing Active Rent Adjustments ............................................................................ 660

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Rent Adjustment: Switzerland................................................................................................ 661 Swiss Specifications: Simulating/Calculating Rent Adjustments ...................................... 663

Determining Reference Interest Rates for Rent Adjustments ..................................... 665 Example Rent Reserve Adjustment............................................................................. 666 Example: Rent Reserve and Rent Reduction.............................................................. 667

Example 1............................................................................................................... 668 Example 2............................................................................................................... 669 Example 3............................................................................................................... 670 Example 4............................................................................................................... 671 Example 5............................................................................................................... 672

Example Validity Date Rent Adjustment (CH) ............................................................. 673 Swiss Specifications: Adjustment Based on Relative Factors..................................... 674 Examples: Different Adjustment Objects ..................................................................... 675

Swiss Specifications: Activating Rent Adjustments .......................................................... 676 Example LO: Selection Options for Activating............................................................. 678 Rent Adjustment Switzerland: Editing Detailed Adjustment Data ............................... 679

Swiss Specifications: Displaying Rent Reserves.............................................................. 680 Example List of Rent Reserves ................................................................................... 681

List of Rent Reserves: Increase of Consumer Prices ............................................ 682 List of Rent Reserves: Mortgage Loan Rate Change ............................................ 683 List of Rent Reserves: Increase in Cost of Living/Operating Costs ....................... 684 List of Rent Reserves: Standard Local................................................................... 685 List of Rent Reserves: Gross Yield Not Breaking Even ......................................... 686 List of Rent Reserves: Renovation/Improvement................................................... 687

Displaying Rent Adjustments............................................................................................ 688 Reversing Rent Adjustments ............................................................................................ 689

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 691 Reversing Active Rent Adjustments ............................................................................ 692

Rent Adjustment: The Netherlands - Representative Lists of Rents in Points ...................... 693 Maintaining Representative Lists of Rents ....................................................................... 695 Simulating Adjustments .................................................................................................... 696 Calculating Adjustments ................................................................................................... 698

Examples: Different Adjustment Objects ..................................................................... 699 Printing Correspondence and Reminders......................................................................... 700 Activating Rent Adjustments............................................................................................. 701

Editing Details for the Adjustment ............................................................................... 703 Example LO: Selection Options for Activating............................................................. 704

Displaying Rent Adjustments............................................................................................ 705 Reversing Rent Adjustments ............................................................................................ 706

Example: Rent Adjust. Select. Opt. During Reversal .................................................. 708 Reversing Active Rent Adjustments ............................................................................ 709

Rent Adjustment: Austria ....................................................................................................... 710 Example: Adjust Subs. Conditions for Index-Linked LO................................................... 711

Third-Party Management .......................................................................................................... 712 Third-Party Management .......................................................................................................... 713

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Management Contracts.......................................................................................................... 716 Editing Management Contract .......................................................................................... 718

Editing Management Contract: General Data ............................................................. 719 Editing Management Contract: Business Partner ....................................................... 720 Editing Management Contract: Assigning Objects ...................................................... 722

Examples: Updating Object Hierarchy Mgnt Contract............................................ 723 Editing Management Contract: Fees ........................................................................... 724

Editing Management Contract: Object-Related Fees............................................. 726 Example: Object-Related Fee Types ................................................................ 727

Editing Management Contract: Additional Functions .................................................. 728 Changing Management Contracts: Active Mgt Contracts................................................. 729

Editing Management Contract: Cash Flow.................................................................. 730 Fees Settlement Periodic Fees.............................................................................................. 731

Management Contract Simulating Debit Position ............................................................. 732 Management Contract: Carrying Out Debit Position ........................................................ 733 Reversal of Postings ......................................................................................................... 734

Reversing Postings...................................................................................................... 735 Settling Event-Driven Fees .................................................................................................... 737

Management Contract: Editing Events ............................................................................. 738 Example: Event for Management Contract.................................................................. 740

Management Contract: Simulating Event Settlement....................................................... 741 Mgnt Contract Carrying Out Settlement For Event........................................................... 742 Reversal of Postings ......................................................................................................... 743

Reversing Postings...................................................................................................... 744 General Contract Processing................................................................................................... 746 General Contract ....................................................................................................................... 747

- .............................................................................................................................................. 753 Periods of Notice.................................................................................................................... 755

Example: Notice (Deadline Regulations) .......................................................................... 756 Example: Notice (Period Regulations).............................................................................. 758

Processing General Contracts ............................................................................................... 760 Partners for the General Contract..................................................................................... 762

Checking Resubmission Dates .............................................................................................. 763 Periodic Postings ...................................................................................................................... 764

Simulating and Executing Postings........................................................................................ 767 Reversing Periodic Postings .................................................................................................. 769

Lease-In Process....................................................................................................................... 771 Object Availability of Real Estate Objects.............................................................................. 773

Accrual and Deferral ................................................................................................................. 774 Accrual and Deferral of Prepaid Rents and Rents Paid in Arrears ...................................... 777

Example: Accrual Calculation ................................................................................................ 779 Example: Deferral Calculation................................................................................................ 780

Sales Accrual and Deferral....................................................................................................... 781 Example: Sales Deferral Calculation ..................................................................................... 782

Simulating Accruals and Deferrals.......................................................................................... 786 Carrying Out Accruals and Deferrals ...................................................................................... 787 Reversal of Postings................................................................................................................. 788

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Reversing Postings ................................................................................................................ 789 Posting Log: Real Estate-Specific Documents ...................................................................... 791 Reference Document Number (Debit Position ID) ................................................................. 793 Selecting Real Estate-Specific Documents ............................................................................ 794 Correspondence........................................................................................................................ 797 Correspondence........................................................................................................................ 798

Processing One-Time Correspondence................................................................................. 799 Example Correspondence Control (+ Print) ........................................................................... 800 Letters .................................................................................................................................... 805 Text Modules.......................................................................................................................... 807 Maintaining Letters and Text Modules ................................................................................... 809

Example Including Data from the Application................................................................... 811 Real Estate Controlling............................................................................................................. 813 Costs Settlement (CO Settlement)........................................................................................... 814

CO Settlement: Assigning Settlement Rules ......................................................................... 816 Carrying Out CO Settlement .................................................................................................. 817

Internal Activity Allocation (RE)............................................................................................... 818 Cost and Revenue Planning of Real Estate Objects ............................................................. 819

Maintaining Planning Data (RE)............................................................................................. 821 Transfer Postings for Costs/Revenues/Line Items (RE) ....................................................... 822 Statistical Key Figures (RE) ..................................................................................................... 823 Profit Center Accounting (RE) ................................................................................................. 824 CO Orders for Real Estate Objects.......................................................................................... 825 Owner Settlement...................................................................................................................... 827 Owner Settlement...................................................................................................................... 829

Simulating/Executing Owner Settlements.............................................................................. 831 Reversing Owner Settlements ............................................................................................... 832 Printing Owner Settlements ................................................................................................... 833

Tax Calculation via Jurisdiction Code .................................................................................... 834 Input Tax Processing ................................................................................................................ 836 Scenario: Input Tax Processing .............................................................................................. 837

Option Rate (Composite Rate/Base Rate)............................................................................. 839 Option Rate Determination ............................................................................................... 840

Option Rate Calculation Types.................................................................................... 842 Input Tax Distribution ............................................................................................................. 843 Non-Fixed Asset Input Tax Deduction (non-apport.) ............................................................. 844

Determining Monthly Option Rates................................................................................... 845 Distributing Monthly Input Tax .......................................................................................... 846 Reversing Input Tax Distribution....................................................................................... 847

Non-Fixed Asset Input Tax Deduction (apport.) .................................................................... 848 Determining Monthly Option Rates................................................................................... 849 Distributing Monthly Input Tax .......................................................................................... 850 Reversing Input Tax Distribution....................................................................................... 851

Input Tax Treatment of the Fixed Assets ............................................................................... 852 Input Tax Treatment Phases ............................................................................................ 854 Creating Assets................................................................................................................. 861 Correction Items................................................................................................................ 862

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Creating Correction Items............................................................................................ 863 Posting Correction Items Acquisition........................................................................... 865 Changing or Displaying Correction Items.................................................................... 866 Deleting Correction Items ............................................................................................ 867

Determining Monthly Option Rates................................................................................... 868 Distributing Monthly Input Tax .......................................................................................... 869 Reversing Input Tax Distribution....................................................................................... 870 Input Tax Treatment.......................................................................................................... 871

Carrying Out Monthly Input Tax Treatment ................................................................. 872 Carrying Out Manual Input Tax Treatment .................................................................. 873 Reversing Input Tax Treatment ................................................................................... 874

Transfer Posting Asset with Correction Items................................................................... 875 Transfer Posting Assets with Correction Items............................................................ 876 Transferring Line Items: Asset with Corr. Items .......................................................... 877 Reversing Line Item Transfer Postings ....................................................................... 879

Asset Retirement with Correction Items ........................................................................... 880 Planning Asset Retirement .......................................................................................... 882 Posting Asset Retirement ............................................................................................ 883

Reversing: Asset with Correction Items............................................................................ 884 Posting Trivial Amounts to Prior Period....................................................................... 885 Resetting Input Tax Adjustments................................................................................. 886

Information System................................................................................................................... 887 Overview of Standard Reports for RE..................................................................................... 888 Real Estate Set Maintenance.................................................................................................... 891 Info System: Profit Center ........................................................................................................ 892 Info System: Master Data ......................................................................................................... 893

LIS Selection Versions ........................................................................................................... 895 Analyzing Real Estate Objects............................................................................................... 896

Selection According to Assigned Partners........................................................................ 897 Selection by Status Selection Profile ................................................................................ 898

Info System: Contracts ............................................................................................................. 899 Analyzing Lease-Outs ............................................................................................................ 901

Info System: Rental Accounting.............................................................................................. 902 Evaluating Open Items List .................................................................................................... 904

Example: Selection Options Account Balance.................................................................. 906 Displaying Balance Lists ........................................................................................................ 907

Info System: Conditions ........................................................................................................... 909 Information System: Areas....................................................................................................... 911 Information System: Apportionment Units............................................................................. 913 Information System: Deposits ................................................................................................. 914 Information System: Vacancies............................................................................................... 915Information System: Depreciations......................................................................................... 917 Information System: Controlling ............................................................................................. 918

Information System: Controlling RE Non-Cumulative Values................................................ 919 Information System: Controlling RE Flow Values .................................................................. 922 Information System: Controlling Third-Party Non-Cum. Values ............................................ 924

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Information System: Controlling Third-Party Mgt Cumulative Values.................................... 926 Information System: SC and Heating Expenses Settlement ................................................. 927

Displaying Settlement Results .......................................................................................... 930 Info System: Taxes.................................................................................................................... 931 Customizing Settings During Current Operation................................................................... 933 Integration of R/3 Components................................................................................................ 935 RE Master Data: Integration Overview .................................................................................... 936

Editing Master Data: Business Areas .................................................................................... 939 Editing Master Data: Profit Center ......................................................................................... 940 Editing Master Data: Asset Data............................................................................................ 941

Financial Accounting (RE)........................................................................................................ 942 Rental Accounting: Posting Functions ................................................................................... 943

Overview Graphic: Posting Debit Position for Lease-Out................................................. 945 Overview Graphic: Down Payments in Special General Ledger ...................................... 946 Overview Graphic: Posting Procedures of the Service Charge Settlement ..................... 947

Asset Accounting FI-AA (RE)................................................................................................... 948 Real Estate Controlling............................................................................................................. 949

CO Orders for Real Estate Objects........................................................................................ 950 Profit Center Accounting (RE) ................................................................................................. 952 Project System PS (RE) ............................................................................................................ 953 Plant Maintenance PM (RE) ...................................................................................................... 954

Maintenance Orders for Real Estate Objects ........................................................................ 955 Materials Management MM (RE) .............................................................................................. 957 Document Management (RE) ................................................................................................... 958 Status Management in R/3 Real Estate ................................................................................... 959 General Status Management in R/3 ......................................................................................... 961 Setting/Resetting the System Status ...................................................................................... 963

Overview Table: BE, PR, BU ................................................................................................. 964 Overview Table: System Status Rental Unit-Settable Directly in Master Data Dialog........... 965 Overview Table: System Status Lease-Out-Settable Directly in Master Data Dialog............ 966 Overview Table: System Status Management Contract-Settable Directly in Master Data Dialog ..................................................................................................................................... 967 Overview Table: System Status Cost Collector and SU ........................................................ 968 Overview Table of General Contract System Status ............................................................. 969 System Status: Released....................................................................................................... 970 System Status: Commercial Provisional Lease-out............................................................... 971 System Status: Deletion Flag Activated................................................................................. 972 Transaction: Setting Generic Master Data Block................................................................... 973 System Status: Master Data Locked...................................................................................... 974 Transaction: Setting Generic Acct Assignment Block............................................................ 975 System Status: Account Assignment Locked ........................................................................ 976 System Status: Planning Locked ........................................................................................... 977

Creating a User Status.............................................................................................................. 978 Setting/Resetting a User Status............................................................................................... 979 Displaying Statuses .................................................................................................................. 980

Displaying Business Transactions ......................................................................................... 981 Displaying General Overview of Status ................................................................................. 982 Displaying Overview of Individual System/User Status ......................................................... 983 Displaying/Changing Status................................................................................................... 984

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Displaying Change Documents for the Status ....................................................................... 985 Status Management: Change Documents for all Statuses............................................... 986

Status Management in R/3 Real Estate Overview Activities/Status.................................... 987 Conversion to the Euro............................................................................................................. 988 After Euro Conversion: Notes on Subsequent Processes ................................................... 990 RE Real Estate Management Archiving .................................................................................. 993 Authorizations for Archiving Objects (RE) ............................................................................. 995 Archiving Master Data (RE-BD) ............................................................................................... 996

Archiving Business Entities (RE-BD-BE) ............................................................................... 997 Checks (RE-BD-BE) ......................................................................................................... 999 Archiving Obj.-Spec. Cust. (RE-BD-BE) ......................................................................... 1001

Maintaining Archiving Obj.-Spec. Customizing (RE-BD-BE)..................................... 1003 Variant Setting for Prep. Program (RE-BD-BE).............................................................. 1004

Prep. Program - Maintaining Variants (RE-BD-BE)................................................... 1005 Archiving Variant Setting (RE-BD-BE)........................................................................... 1007

Archiving - Maintaining Master Data Variants ........................................................... 1009 Managing Archives (RE) ................................................................................................. 1011

Archiving Properties (RE-BD-PR) ........................................................................................ 1012 Checks (RE-BD-PR) ....................................................................................................... 1014 Object-Specific Customizing (RE-BD-PR) ...................................................................... 1016

Maintaining Archiving Object-Specific Customizing (RE-BD-PR) ............................. 1017 Variant Setting for Prep. Program (RE-BD-PR).............................................................. 1018

Prep. Program - Maintaining Variants (RE-BD-PR) .................................................. 1019 Archiving Variant Setting (RE-BD-PR)............................................................................ 1021

Archiving - Maintaining Variants (RE-BD-PR) ........................................................... 1022 Managing Archives (RE) ................................................................................................. 1025

Archiving Buildings (RE-BD-RU).......................................................................................... 1026 Checks (RE-BD-BU) ....................................................................................................... 1028 Archiving Obj.-Spec. Cust. (RE-BD-BU)......................................................................... 1031

Archiving Object-Specific Customizing (RE-BD-BU)................................................. 1033 Variant Setting for Prep. Program (RE-BD-BU).............................................................. 1034

Prep. Program - Maintaining Variants (RE-BD-BU) .................................................. 1035 Archiving Variant Setting (RE-BD-BU)........................................................................... 1037

Archiving - Maintaining Variants (RE-BD-BU) ........................................................... 1039 Managing Archives (RE) ................................................................................................. 1041

Archiving Rental Units (RE-BD-RU)..................................................................................... 1042 Checks (RE-BD-RU) ....................................................................................................... 1044 Archiving Obj.-Spec. Cust. (RE-BD-RU)......................................................................... 1046

Maintaining Archiving Obj.-Spec. Customizing (RE-BD-RU) .................................... 1047 Variant Setting for Prep. Program (RE-BD-RU).............................................................. 1048

Prep. Program - Maintaining Variants (RE-BD-BU) .................................................. 1049 Archiving Variant Setting (RE-BD-RU) .......................................................................... 1051

Archiving - Maintaining Variants (RE-BD-RU)........................................................... 1053 Managing Archives (RE) ................................................................................................. 1055

Archiving Rental (RE-RT) ....................................................................................................... 1056 Archiving Applications (RE-RT-AO) .................................................................................... 1057

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Checks (RE-RT-AO) ....................................................................................................... 1058 Archiving Variant Setting (RE-RT-AO)........................................................................... 1059

Archiving - Maintaining Variants (RE-RT-AO) ........................................................... 1060 Managing Archives (RE) ................................................................................................. 1062

Archiving Offers (RE-RT-AO).............................................................................................. 1063 Checks (RE-RT-AO) ....................................................................................................... 1065 Archiving Obj.-Spec. Cust. (RE-RT-AO)......................................................................... 1066

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-AO)..................................... 1067 Archiving Variant Setting (RE-RT-AO)........................................................................... 1068

Archiving - Maintaining Variants (RE-RT-AO) ........................................................... 1069 Managing Archives (RE) ................................................................................................. 1071

Archiving Flow Data for LO (RE-RT-LO).............................................................................. 1072 Checks (RE-RT-LO)........................................................................................................ 1073 Archiving Obj.-Spec. Cust. (RE-RT-LO) ......................................................................... 1074

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-LO) ..................................... 1075 Variant Setting for Prep. Program (RE-RT-LO) .............................................................. 1077

Prep. Program - Maintaining Variants (RE-RT-LO)................................................... 1078 Archiving Variant Setting (RE-RT-LO) ............................................................................ 1080

Archiving - Maintaining Variants (RE-RT-LO)............................................................ 1082 Managing Archives (RE) ................................................................................................. 1084

Archiving Lease-outs (RE-RT-RC)....................................................................................... 1085 Checks (RE-RT-RC) ....................................................................................................... 1087 Archiving Obj.-Spec. Cust. (RE-RT-RC)......................................................................... 1089

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-RC)..................................... 1091 Variant Setting for Prep. Program (RE-RT-RC).............................................................. 1092

Prep. Program - Maintaining Variants (RE-RT-RC) .................................................. 1094 Archiving Variant Setting (RE-RT-RC)........................................................................... 1096

Archiving - Maintaining Variants (RE-RT-RC) ........................................................... 1098 Managing Archives (RE) ................................................................................................. 1100 Removing Index: Maintaining Variants (RE-RT-RC) ...................................................... 1101 Creating Index: Maintaining Variants (RE-RT-RC)......................................................... 1102

Archiving Settlement Units (RE-RT-SC) .............................................................................. 1103 Checks (RE-RT-SC) ....................................................................................................... 1105 Archiving Obj.-Spec. Cust. (RE-RT-SC) ......................................................................... 1106

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-SC)..................................... 1107 Variant Setting for Prep. Program (RE-RT-SC).............................................................. 1108

Prep. Program - Maintaining Variants (RE-RT-SC)................................................... 1109 Archiving Variant Setting (RE-RT-SC)........................................................................... 1111

Archiving - Maintaining Variants (RE-RT-SC) ........................................................... 1113 Managing Archives (RE) ................................................................................................. 1115

Archiving Obj. Third-Party Management (RE-TP) ................................................................ 1116 Archiving Objects Management Contract (RE-TP) .............................................................. 1117

Checks (RE-TP).............................................................................................................. 1119 Archiving Object-Specific Customizing (RE-TP)............................................................. 1121

Maintaining Archiving Obj.-Spec. Customizing (RE-TP) ........................................... 1123 Variant Setting for Prep. Program (RE-TP) .................................................................... 1124

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Prep. Program - Maintaining Variants (RE-TP) ......................................................... 1125 Archiving Variant Setting (RE-TP) .................................................................................. 1127

Archiving - Maintaining Variants (RE-TP).................................................................. 1129 Managing Archives (RE) ................................................................................................. 1131

SAP ArchiveLink - RE Storage Scenarios ............................................................................ 1132 Storing Outgoing Documents (RE)........................................................................................ 1133

Storing Lease-Out Correspondence .................................................................................... 1134 Storing Rental Offer Correspondence.................................................................................. 1136 Storing Master Data Correspondence ................................................................................. 1138

RE Real Estate Management: Workflow Scenarios ............................................................. 1140 Link to PM (Plant Maintenance) (RE-BD-RU)........................................................................ 1141

Technical Realization (RE-BD-RU)...................................................................................... 1142 Preparation and Customizing (RE-BD-RU).......................................................................... 1143

Setting Up Organizational Structure ............................................................................... 1144 Implementing Task-Specific Customizing....................................................................... 1145 Activating Event Receivable Linkage.............................................................................. 1146

Operation and Link to Application Functions (RE-BD-RU) .................................................. 1147 Processes Before Rental End (RE-RT-RC) ........................................................................... 1148

Technical Realization (RE-RT-RC) ...................................................................................... 1150 Preparation and Customizing (RE-RT-RC).......................................................................... 1151

Setting Up Organizational Structure ............................................................................... 1152 Making Task-Specific Settings........................................................................................ 1153 Activating Event Receivable Linkage.............................................................................. 1154

Operation and Link to Application Functions (RE-RT-RC) .................................................. 1155 Real Estate: Data Transfer (RE) ............................................................................................. 1157 Batch Input Procedure: Notes................................................................................................ 1158 Lease-Out Master Data: Data Transfer Workbench (RE)..................................................... 1159

Lease-Out Transfer - Information Sheet .............................................................................. 1161 Data Transfer Process of RA Master Data .......................................................................... 1163

Notes on the Data Format (Rental Agreement) .............................................................. 1166 Master Data Transfer Structure (BVIMV00).................................................................... 1167 Collateral Securities Transfer Structure (BVIMV01) ....................................................... 1171 Adjustment Block Transfer Structure (BVIMV02) ........................................................... 1172 Subsidy Transfer Structure (BVIMV03) .......................................................................... 1173 Adjustment Type Transfer Structure (BVIMV04) ............................................................ 1174 Sales Header Transfer Structure (BVIMV05) ................................................................. 1175 Sales Item Transfer Structure (BVIMV06) ...................................................................... 1176 Condition Header Transfer Structure (BVIMV07) ........................................................... 1177 Condition Item Transfer Structure (BVIMV08)................................................................ 1179 Index Data Transfer Structure (BVIMV09)...................................................................... 1183 Partner Assignment Transfer Structure (BVIMV10) ....................................................... 1185 Cost Center Assign. Transfer Structure (BVIMV11) ....................................................... 1186

Lease-Out Master Data: Data Transfer Workbench (RE)..................................................... 1187 Rental Unit Transfer - Information Sheet ............................................................................. 1189 Data Transfer Process for RU Master Data ......................................................................... 1191

Notes on the Data Format (Rental Unit) ......................................................................... 1194 Master Record RU Transfer Structure (BVIME00) ......................................................... 1195

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Apportionment Unit Transfer Structure (BVIME02) ........................................................ 1199 Area Transfer Structure (BVIME03)................................................................................ 1200 Room Transfer Structure (BVIME05).............................................................................. 1201 Cost Center Transfer Structure (BVIME06) .................................................................... 1202 Condition Header Transfer Structure (BVIME07) ........................................................... 1203 Condition Item Transfer Structure (BVIME08)................................................................ 1204 Owner Transfer Structure (BVIME09)............................................................................. 1205 Partner Transfer Structure (BVIME10) ........................................................................... 1206 Address Transfer Structure (BVIME11) .......................................................................... 1207 User-Defined Field Transfer Structure (BVIME12) ......................................................... 1208 Relationships to PS Transfer Structure (BVIME13)........................................................ 1210 Relationships to PM Transfer Structure (BVIME14) ....................................................... 1211 Fixtures and Fittings Transfer Structure (BVIME15)....................................................... 1212

Business Entity Transfer - Information Sheet ...................................................................... 1213 General Contract Transfer - Information Sheet.................................................................... 1215 Building Transfer - Information Sheet................................................................................... 1217 Property Transfer - Information Sheet .................................................................................. 1219 Input Tax Processing: Old Data Transfer (RE) ..................................................................... 1221

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Real Estate Management (RE)

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Real Estate Management (RE)PurposeThis component maps the requirements of Real Estate Management in a general overview of therelevant business transactions:

� Management of real estateCreating and managing all objects required for the management of real estate (businessentity, property, building, rental unit, rooms).

� Lease outOngoing processes from creating the lease-out to the rent adjustment, rental accounting,rental settlement through to contract notice and the final rental unit inspection.

� Third-party managementSupporting third-party management of real estate through to the settlement of fees or thecosts and owner revenues.

� Lease inCredit view of the rental process for controlling the cashflows to the landlord andincoming expenses.

� Control of business processes relevant to real estateIntegration of important processes in the management of real estate:

� Assets management postings and evaluations

� Real estate controlling (cost planning/inter-company activity assignment/costsettlement/profit center invoicing)

� Planning and controlling new developments, maintenance tasks, modernization tasks

� Purchase order processing and commitments management for the operation andmaintenance of real estate

� Evaluation mechanismEvaluating and reporting real estate master data and postings to support managementdecisions and supply end users with the information they need.

IntegrationR/3 components requiredTo use this component, you need to install the following R/3 components:

� Financial Accounting

� Controlling

Supporting R/3 components

Function you require Required components or component parts

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Real Estate Management (RE)

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Planning and execution of planned orunplanned maintenance, modernizationmeasures or new development in the realestate area

Plant Maintenance (PM)

Ordering of materials for maintaining theenergy supply or the maintenance of realestate

Materials Management (MM)

Planning of complex maintenance andinvestment measures while observingcommonly experienced risk factors

Project System (PS)

Value-based management and treatment offixed assets.

Asset Accounting (FI-AA)

Internal control function using Profit CenterAccounting

Profit Center Accounting (EC-PCA)

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Using The Real Estate Object Browser

April 2001 25

Using The Real Estate Object BrowserUseUse the Real Estate Object browser to

� Create your own personalized sets of Real Estate objects (business entity, property, buildingand so on) in the worklist

� Navigate directly from your set in the worklist to the master data display or change mode ofthe object you are processing

Prerequisites

Procedure1. Choose Accounting -> Real Estate Management -> Master Data -> Real Estate Object

Browser

You branch to a screen that is divided in three areas. The right-hand side contains onlineinstructions on how to use the browser. The upper area on the left-hand side, RealEstate Hierarchy, contains your personalized sets of Real Estate Objects. The lowerarea on the left-hand side, Worklist, contains folders in which you create your sets ofReal Estate Objects

2. Right-click the folder in which you want to create your sets and select Maintain Set

You branch to the Sets of Real Estate Objects: Initial Screen

3. Enter your set name in Set and choose Maintain Set

You branch to the screen Create Object Sets

4. Choose Set -> Objects

5. Select the required objects, choose Execute then Save

6. Choose

You branch to Sets of Real Estate Objects: Initial Screen. If you want to create additionalsets, repeat steps 3-6

7. Choose

You branch to the Real Estate Object Browser

8. Right-click the folder for which you have just created a set and select Insert Set. Select theset you have created, or an existing one, to add it to the worklist

9. Double-click your set

Your personalized Real Estate object hierarchy appears on the upper left-hand side ofthe screen

ResultWhen you double-click an object in your personalized Real Estate object hierarchy, the object'smaster data is displayed in the right-hand area of the screen. Right-click anywhere on the master

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data display to select the change, display mode or any other functions you need for processingyour object.

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Master Data (Basic Data)

April 2001 27

Master Data (Basic Data)PurposeThis component forms the basis for all object-related information in order to present real estate:

� Business entity

� Property

� Buildings

� Rental units

� Room

� Land register

Implementation ConsiderationsThis component is the basis for using all other functions of the Real Estate component.

IntegrationMaster Data Real Estate Objects: Integration Overview [Seite 936]

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Business Entities

28 April 2001

Business EntitiesDefinitionA means of forming coherent groupings of individual real estate objects, depending on theirpurpose and/or geographical location.

The system automatically creates a business entity as an internal Controlling object; in otherwords the business entity is also an account assignment.

UseBusiness entities form part of the company code [Extern] and group buildings and/or propertiesinto coherent units.

Properties, buildings and the rental units derived from them are ideally grouped together to formbusiness entities if the following material requirements for creating a business entity are met:

� They should have a common owner or at least be managed together.

� They should be situated directly near each other and form an enclosed area.

� There should not be any fundamental differences in their residential or usage value (in otherwords, they should be built according to the same construction engineering standards withthe same construction method and have the same fixtures and fittings).

� They should be used for similar purposes.

However the user is free to group business entities as required; the system does not impose anytechnical restrictions.

StructureGeneral data / reference factors / valuesYou make assignments to administrative structures, location descriptions, profit center andbusiness area, the valid tenancy law and the units of measurement that apply.

If you intend to carry out rent adjustments on Real Estate objects on the basis of therepresentative list of rents, you have to assign a representative list of rent to the business entity.

The parameters for calculating deductible input tax (option rates) in the rental process are basedon German law.

Ownership structureYou assign owners to the business entities according to their ownership share. As an alternative,you can make detailed settings for each assigned building or property.

Business partnerIn the partner management screen, you assign relevant people to the business entity, such asthe responsible administrator, technician, or manager.)

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Business Entities

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AvailabilityUsing the Real Estate objects, you can represent rental processes (objects in your own portfolio)as well as lease out processes (externally owned objects). A time-dependent indicator controlswhich objects are available for which processes.

Plant Maintenance / Project System / ControllingYou can influence other factors and values that may be beneficial for managing your real estateby assigning functional locations (Plant Maintenance PM component), elements of a workbreakdown structure (Project System PS component) and internal orders (Controlling COcomponent) to Real Estate objects.

IntegrationRE Master Data: Integration Overview [Seite 936]

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Editing Business Entities

30 April 2001

Editing Business EntitiesYou can create, change and display master data for the business entities. You create

business entities as follows:

1. Starting from the general menu, choose Accounting � Real estate management �Master data.

2. Choose Objects � Business entity � Create.

You branch to the initial screen.

3. Enter the company code and the business entity.

Depending on the parameter setting in Customizing, the number of the businessentity can be assigned externally or internally.

To simplify the creation process, choose Copy from. This function creates a businessentity with the data from an existing business entity. You may adapt the data to the newbusiness entity.

4. Choose Business entity, press ENTER and maintain your data.

Main functions Where? Information

Create link to a profitcenter or business area,or assign a jurisdictioncode

Profit Center [Seite 940] / Business Area [Seite939] /

Jurisdiction Code [Seite 834]

Enter description ofregional location

This data is useful when you assign rentalrequests (applications) later on.

If you want to carry out a location-dependent rentadjustment according to the Swiss or Dutch law,make sure to specify the location of the businessentity in the Location field.

Change object status

Generaldata tab

Choose Edit � Functions to carry out activitiesthat change the status [Seite 964] of thebusiness entity.

For additional information on the status, seeStatus Management [Seite 961].

Edit address

Edit �Address

When creating a property and a building, theaddress of the business entity is automaticallycopied. However, you can enter an address herethat differs from that of the business entity.

The more details on the address you enter in thedialog box, the faster your system will work. Ifyour system has already stored severaladdresses for the clients, you receive a dialogbox with an overview of the already existingaddresses according to the selection criteria.

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Editing Business Entities

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Specify tenancy law /assign representative listof rents

Referencefactors tab

The tenancy law controls the rent adjustment andthe service charge settlement during furtherprocessing.

If you want to carry out a rent adjustment bymeans of a representative list of rents you haveto enter a representative list of rents defined inCustomizing for Real Estate.

Process input tax basedon German law Value tab Editing Input Tax [Seite 32]

Assign owners withowner shares Owner tab Assigning Owners [Seite 70]

Assign partners relatedto the business entity

Partnerfunction

Editing Business Entities: Business Partner[Seite 35]

Determine availability ofthe business entity forthe rental and lease outprocess [Seite 771]

Availabilitytab

Availability of Real Estate Objects [Seite 773]

Create malfunctionreports in the PlantMaintenance (PM)component (defectsreported by tenants)

Plantmaintenance tab

There is a setting in Customizing for Real Estateto determine that the system automaticallycreates and assigns a functional location in PlantMaintenance when you create a business entity.If this is not set, you have to manually create afunctional location and assign it here.

You can create maintenance orders [Seite 955]in Plant Maintenance based on the malfunctionreport.

Consider business entityin complex planningprojects

Projectmanagement tab

Project System PS (RE) [Seite 953]

Include business entity incost accounting Orders tab CO Orders on Real Estate Objects [Seite 950]

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Editing Input Tax

32 April 2001

Editing Input TaxUseYou only have to maintain this data if your company uses its preemptive right with regard to salestax, thus necessitating input tax processing [Seite 837].

You use the option rates [Extern] to determine the deductible share of costs that do not have tobe activated or apportioned for a particular object. For more information, refer to Non-Fixed AssetInput Tax Deduction (Non-Apportionable) [Seite 844].

Procedure1. Choose the Values tab.

2. Enter the option rate calculation types [Seite 842] in the Option rate calculation base field.

3. Depending on the calculation type, you have the following processing options:

Action Procedure

You have chosen a manual calculation type Enter the monthly option rates in the groupbox Option rates

You have chosen an automatic calculationtype

You do not need to maintain entries (thesystem automatically calculates the monthlyoption rates using a function that you have toactivate)

You want to display detailed values foroption rates that have been automaticallycalculated

Double-click an option rate

If you have chosen an automatic calculation type, the system calculates the optionrates, overwriting the values manually entered beforehand.

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Assigning Owners

April 2001 33

Assigning OwnersUseTo assign owners with their respective owner shares.

If you wish to carry out an owner settlement [Seite 827] based on a particular owner, you firsthave to create a vendor account for each owner in Financial Accounting (see also: Partners forOwner Management [Seite 117]).

Procedure1. Choose the Owner tab.

If you have already maintained owners on the business entity level, the owner factor ofthe business entity is already set and no further entry is required for the other masterdata objects.

2. There are several possibilities to assign or create an owner.

To carry out an owner settlement, you must have:

� Created a vendor account for each owner

� Assigned the vendor account (vendor) in the master data of the owner

You do so by editing the owner master data (refer to table below for further details): Goto� General data � Control: Assign the owner vendor account here.

Then choose Goto � Company code � Control: Flag the vendor indicator.

Action Choose

Assign partner with Owner role Assign partner [Seite 139]

Create partner with Owner role Create natural person or createorganization [Seite 132]

Edit data on owner Choose required owner and select Changeowner.

You can now edit [Seite 133] the masterdata for the business partner.

Copy the owners of the business entity withinthe master data of a building or property

Edit � Owner � Copy from BE.

This function is only active if no owners areassigned to the property or building.

You can change the owner factor set.

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Assigning Owners

34 April 2001

ResultAfter saving the owner master data, a partner with role owner 800 now exists:

� As customer (automatic creation of a customer account in Financial Accounting)

� With assignments of the corresponding vendor account

Further stepsAssign the owner customer account in the master data of the owner vendor account.

This enables you to carry out the owner settlement.

If no owner has been entered on the lowest level of the object hierarchy (for instancebuilding), the owner of the higher-level object (for instance higher-level building or businessentity) is used.

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Editing Business Entities: Business Partner

April 2001 35

Editing Business Entities: Business PartnerR/3 Real Estate provides by default business partners [Seite 119] for the Business entity

application.

1. To access partner management, choose Partner.

2. There are several ways to edit partners:

Action Choose

Create partner Create partner.

In the dialog box, position the cursor on the required roleand press ENTER.

You can now edit partners for the role category [Seite132].

Assign partner with role Assign partner.

In the dialog box, position the cursor on the required roleand press ENTERS.

You can now assign a partner with the chosen rolecategory [Seite 139].

Edit assigned partner Choose partner.

You can now edit [Seite 133] the master data for thebusiness partner.

Display or copy role types forpartner

Role type

You define role types for role categories inCustomizing for Real Estate.

Cancel assignment Delete partner

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Editing Objects: Additional Functions

36 April 2001

Editing Objects: Additional FunctionsTo find out if you can execute a specific function when editing the master data of businessentities (BE), properties (PR), buildings (BU), rental units (RU), or rooms (RO), refer to the tablebelow.

Additional functions Function description BE PR BU RU RO

User fields tab The additional fields set in Customizing forReal Estate are called via the function anddata can be entered. See the IMG for moreinformation.

X X X X

Extras � Status Display status [Seite 980]

Set/reset user status [Seite 979]X X X X

Extras � User data Displays which user created or changed theobject X X X X X

Extras � Documentmanagement

Document management [Seite 958] X X X X

Environment � Businessentity

Display of the business entity master data X X

Environment � Objects Display of the Real Estate objects for thebusiness entity or rental unit objects [Seite76]

X X

Environment � Changedocuments

Change documents for the object or for thefield selected X X X X X

Environment � Memo book Maintenance of additional object informationusing SAPscript word processing X X X X

System � Workflow � Sendobject with note

Send object to another user for display X X X X X

System � Links Display outgoing correspondence using theoptical archive (Storing OutgoingDocuments (RE) [Seite 1133])

X X X X

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Property

April 2001 37

PropertyDefinitionProperty, as used in the Real Estate component, refers to the land only; it does not include thebuildings on it.

Properties are parts of a business entity.

The system automatically creates property as an internal Controlling object; in other wordsproperty is also an account assignment object.

UseThis object forms the basis for renting properties or parts thereof, such as parking spaces orstorage spaces.

StructureGeneral data / building law and usage / areas / valuesYou specify area types and their sizes, assign the property to land register entries, and createdata relevant to building law and usage.

You can also make assignments to a profit center or a business area.

The parameters for calculating deductible input tax (option rates) in the rental process are basedon German law.

Ownership structureYou assign owners to the property according to their ownership share.

AvailabilityUsing the Real Estate objects, you can represent rental processes (objects in your own portfolio)as well as tenant rental processes (externally owned objects). A time-dependent indicatorcontrols which objects are available for which processes.

Plant Maintenance / Project System / Controlling / Asset AccountingYou can influence other factors and values that may be beneficial for managing your real estateby assigning functional locations (Plant Maintenance PM component), elements of a workbreakdown structure (Project System PS component), internal orders (Controlling COcomponent) and assets (Asset Accounting FI-AA component) to Real Estate objects.

IntegrationRE Master Data: Integration Overview [Seite 936]

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Editing Property

38 April 2001

Editing PropertyYou can create, change, and display master data for properties. You create property as

follows:

1. Starting from the initial screen, choose Accounting � Real estate management � Masterdata � Objects �� Property �� Create.

You branch to the initial screen.

2. Enter company code, business entity and property number.

Depending on the parameter setting in Customizing, the number of the property canbe assigned externally or internally.

To simplify the creation process, choose Copy from. This function creates a property withthe data from an existing property of your choice. You may adapt the data to the newproperty.

3. Choose the Property function or press ENTER to reach the next screen.

Main functions Where? Information

Create link to a profitcenter, business area orAsset Accounting, or assigna jurisdiction code

Profit Center [Seite 940]

Business Area [Seite 939]

Asset Accounting [Seite 941]

Jurisdiction Code [Seite 834]

Assign land register data toproperty

A link to the land register is only possible if youhave already maintained the land register data[Seite 85] for the property.

If you want to display the master data of one ofthe land registers assigned here, chooseEnvironment ��Land register.

Change object status

Generaldata tab

Choose Edit � Functions to carry out activitiesthat change the status [Seite 964] of theproperty.

For additional information, see StatusManagement [Seite 961].

Edit address

Edit �Address

When creating a property and a building, theaddress of the business entity is automaticallycopied. However, you can enter an address herethat differs from that of the business entity.

The more details on the address you enter in thedialog box, the faster your system will work. Ifyour system has already stored severaladdresses for the clients, you receive a dialogbox with an overview of the existing addressesthat match the selection criteria.

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Editing Property

April 2001 39

Enter data on building law,usage and relevant dates

Building lawand usagetab

Data is for information only

Specify time-dependentusage of building usingarea types

Overview of area typesassigned to rental units(total area)

Areas tab

If an area type is assigned to the property inCustomizing, this is automatically set on theproperty when you create it and cannot bedeleted.

Choose Superimpose to automatically import thearea types set in Customizing for the object.

Input tax processing basedon German law

Enter monetary value of theproperty

Values tab

Editing Input Tax [Seite 32]

Assign owners with ownershares Owner tab Assigning Owners [Seite 70]

Assign partners related tothe property

Partnerfunction

Editing Property: Business Partners [Seite 42]

Determine availability of theproperty in the rental andtenant rental process [Seite771]

Availabilitytab

Availability of Real Estate Objects [Seite 773]

Create malfunction reportsin the Plant Maintenance(PM) component (defectsreported by tenants) Plant

maintenance tab

There is a setting in Customizing for Real Estateto determine that the system automaticallycreates and assigns a functional location in PlantMaintenance when you create a business entity.If this is not set, you have to manually create afunctional location and assign it here.

You can create maintenance orders [Seite 955]in Plant Maintenance based on the malfunctionreport.

Consider property incomplex planning projects

Projectmanagement tab

Project System PS (RE) [Seite 953]

Include property in costaccounting Orders tab CO Orders for Real Estate Objects [Seite 950]

Overview of buildingareas belonging to theproperty

Extras �Buildingshares...

In the master data of the buildings, youdetermine which share of the building(s) belongsto the property.

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Assigning Owners

40 April 2001

Assigning OwnersUseTo assign owners with their respective owner shares.

If you wish to carry out an owner settlement [Seite 827] based on a particular owner, you firsthave to create a vendor account for each owner in Financial Accounting (see also: Partners forOwner Management [Seite 117]).

Procedure3. Choose the Owner tab.

If you have already maintained owners on the business entity level, the owner factor ofthe business entity is already set and no further entry is required for the other masterdata objects.

4. There are several possibilities to assign or create an owner.

To carry out an owner settlement, you must have:

� Created a vendor account for each owner

� Assigned the vendor account (vendor) in the master data of the owner

You do so by editing the owner master data (refer to table below for further details): Goto� General data � Control: Assign the owner vendor account here.

Then choose Goto � Company code � Control: Flag the vendor indicator.

Action Choose

Assign partner with Owner role Assign partner [Seite 139]

Create partner with Owner role Create natural person or createorganization [Seite 132]

Edit data on owner Choose required owner and select Changeowner.

You can now edit [Seite 133] the masterdata for the business partner.

Copy the owners of the business entity withinthe master data of a building or property

Edit � Owner � Copy from BE.

This function is only active if no owners areassigned to the property or building.

You can change the owner factor set.

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Assigning Owners

April 2001 41

ResultAfter saving the owner master data, a partner with role owner 800 now exists:

� As customer (automatic creation of a customer account in Financial Accounting)

� With assignments of the corresponding vendor account

Further stepsAssign the owner customer account in the master data of the owner vendor account.

This enables you to carry out the owner settlement.

If no owner has been entered on the lowest level of the object hierarchy (for instancebuilding), the owner of the higher-level object (for instance higher-level building or businessentity) is used.

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Editing Property: Business Partners

42 April 2001

Editing Property: Business Partners R/3 Real Estate provides you with Business partners [Seite 120] for the Propertyapplication.

1. Choose the Partner function.

2. There are several ways to edit partners:

Action Choose

Copy the partners of the businessentity

BE partners

Create partner Create partner

Position the cursor on the required role and pressENTER.

You can now edit partners for the role category[Seite 132]

assign partner with role Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosenrole category [Seite 139].

Display or copy role types forpartner

Role types

You define role types for rolecategories in Real Estate Customizing.

Edit assigned partner Choose partner

You can now edit [Seite 133] the master data forthe business partner.

Cancel assignment Delete partner

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Editing Objects: Additional Functions

April 2001 43

Editing Objects: Additional FunctionsTo find out if you can execute a specific function when editing the master data of businessentities (BE), properties (PR), buildings (BU), rental units (RU), or rooms (RO), refer to the tablebelow.

Additional functions Function description BE PR BU RU RO

User fields tab The additional fields set in Customizing forReal Estate are called via the function anddata can be entered. See the IMG for moreinformation.

X X X X

Extras � Status Display status [Seite 980]

Set/reset user status [Seite 979]X X X X

Extras � User data Displays which user created or changed theobject X X X X X

Extras � Documentmanagement

Document management [Seite 958] X X X X

Environment � Businessentity

Display of the business entity master data X X

Environment � Objects Display of the Real Estate objects for thebusiness entity or rental unit objects [Seite76]

X X

Environment � Changedocuments

Change documents for the object or for thefield selected X X X X X

Environment � Memo book Maintenance of additional object informationusing SAPscript word processing X X X X

System � Workflow � Sendobject with note

Send object to another user for display X X X X X

System � Links Display outgoing correspondence using theoptical archive (Storing OutgoingDocuments (RE) [Seite 1133])

X X X X

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Buildings/Parts of Buildings

44 April 2001

Buildings/Parts of BuildingsDefinitionObject or parts of an object on the basis of which rooms or areas (for instance apartments,warehouses, stores) are rented.

A building is part of a business entity.

The system automatically creates a building as an internal Controlling object; in other wordsbuildings are also account assignment objects.

UseBuildings or their parts are the basis for renting spatial units, such as apartments, warehousesand stores.

StructureGeneral data / additional data / dates / valuesYou categorize the building according to its type and condition, describe its fixtures and fittings,characteristics and area usage, and enter important dates (such as construction year, start andend of construction, date of modernization, etc.).

You can also make assignments to a profit center or a business area.

The parameters for calculating deductible input tax (option rates) in the rental process are basedon German law.

You can link buildings or parts of buildings together in a hierarchy. This means that you candefine as many lower-level buildings or parts of building as required for the higher-level building.

Ownership structureYou assign owners to the building according to their ownership share.

Business partnerIn the partner management screen, you assign relevant people to the building, such as theresponsible administrator, technician, or manager.

AvailabilityUsing the Real Estate objects, you can represent rental processes (objects in your own portfolio)as well as tenant rental processes (externally owned objects). A time-dependent indicatorcontrols which objects are available for which processes.

Plant Maintenance / Project System / ControllingYou can influence other factors and values that may be beneficial for managing your real estateby assigning functional locations (Plant Maintenance PM component), elements of a workbreakdown structure (Project System PS component) and internal orders (Controlling COcomponent) to Real Estate objects.

IntegrationRE Master Data: Integration Overview [Seite 936]

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Buildings/Parts of Buildings

April 2001 45

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Editing Buildings/Parts of Buildings

46 April 2001

Editing Buildings/Parts of BuildingsYou can create, change, and display master data on buildings. You create a building as

follows:

4. Starting from the initial screen, choose Accounting � Real estate management � Masterdata � Objects �� Buildings/parts of �� Create.

You branch to the initial screen.

5. Enter company code, business entity, and building number.

Depending on the parameter setting in Customizing, the number of the building canbe assigned externally or internally.

To simplify the creation process, choose Copy from. This function creates a building withthe data from an existing building. You may adapt the data to the new building.

6. Choose the Building or press ENTER to reach the next screen.

Main functions Where? Information

Create link to a profitcenter, business area orAsset Accounting, or assigna jurisdiction code

Profit Center [Seite 940]

Business Area [Seite 939]

Asset Accounting [Seite 941]

Jurisdiction Code [Seite 834]

Enter location classes forrepresentative list of rents

Only possible if a representative list of rents withlocation classes is assigned to the respectivebusiness entity

Change object status

Generaldata tab

By choosing Edit � Functions, you carry outactivities that change the status [Seite 964] of thebuilding.

For additional information on the status, see StatusManagement [Seite 961].

Edit address

Edit �Address

When creating a property and a building, theaddress of the business entity is automaticallycopied. However, you can enter an address herethat differs from that of the business entity.

The more details on the address you enter in thedialog box, the faster your system will work. If yoursystem has already stored several addresses forthe clients, you receive a dialog box with anoverview of the already existing addressesaccording to the selection criteria.

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Editing Buildings/Parts of Buildings

April 2001 47

Assign data on thefixtures and fittings ofthe building

Additionaldata tab

Depending on the representative list of rents, thefixture and fittings characteristics are relevant forthe rent adjustment.

An indicator in Customizing for Real Estatedetermines whether the fixture and fittingscharacteristics can be assigned to the buildingand/or the rental unit. If you create a rental unitbased on the building, the fixture and fittingscharacteristics of the building are copied.

Since changes to the fixture and fittingscharacteristics in the building master data are notautomatically inherited to the rental unit, you willhave to make these changes in the rental unit later.

Enter dates Dates tab Data is for information only, apart from ConstYr(see F1 documentation)

Specify time-dependentusage of building usingarea types /

overview of area typesassigned to rental units(total area)

Areas tab

If an area type is assigned to the building inCustomizing, this is automatically set on thebuilding when you create it and cannot be deleted.

Choose Superimpose to automatically import thearea types set in Customizing for the object.

Input tax processing basedon German law /

Enter monetary value of thebuilding

Vals tab

Editing input tax [Seite 32]

Assign owners with ownershares Owner tab Assigning Owners [Seite 70]

Assign partners related tothe building

Partnerfunction

Editing Buildings: Business Partner [Seite 51]

Assign technical andstructural characteristics

Objectchars. tab

Editing Buildings: Object Characteristics [Seite 52]

Determine availability of thebuilding in the rental andtenant rental process [Seite771]

Availabilitytab

Availability of Real Estate Objects [Seite 773]

Create malfunction reportsin the Plant Maintenance(PM) component (defectsreported by tenants)

Plantmaintenance tab

There is a setting in Customizing for Real Estate todetermine that the system automatically createsand assigns a functional location in PlantMaintenance. If this is not set, you have to manuallycreate a technical location and assign it here.

You can create maintenance orders [Seite 955] inPlant Maintenance based on the malfunction report.

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Editing Buildings/Parts of Buildings

48 April 2001

Consider building incomplex planning projects

Projectmanagement tab

Project System PS (RE) [Seite 953])

Include building in costaccounting Orders tab CO Orders on Real Estate Objects [Seite 950]

Display rooms assigned tothe building

Environment �Rooms

This is only possible if rooms [Seite 80] have beenentered for the building

Determine which share ofbuilding belongs to one ormore properties

Extras �Propertyshares...

The total property share has to amount to exactly100%. If you save the building without entering thecorrect data, this function is called up automatically.

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Assigning Owners

April 2001 49

Assigning OwnersUseTo assign owners with their respective owner shares.

If you wish to carry out an owner settlement [Seite 827] based on a particular owner, you firsthave to create a vendor account for each owner in Financial Accounting (see also: Partners forOwner Management [Seite 117]).

Procedure5. Choose the Owner tab.

If you have already maintained owners on the business entity level, the owner factor ofthe business entity is already set and no further entry is required for the other masterdata objects.

6. There are several possibilities to assign or create an owner.

To carry out an owner settlement, you must have:

� Created a vendor account for each owner

� Assigned the vendor account (vendor) in the master data of the owner

You do so by editing the owner master data (refer to table below for further details): Goto� General data � Control: Assign the owner vendor account here.

Then choose Goto � Company code � Control: Flag the vendor indicator.

Action Choose

Assign partner with Owner role Assign partner [Seite 139]

Create partner with Owner role Create natural person or createorganization [Seite 132]

Edit data on owner Choose required owner and select Changeowner.

You can now edit [Seite 133] the masterdata for the business partner.

Copy the owners of the business entity withinthe master data of a building or property

Edit � Owner � Copy from BE.

This function is only active if no owners areassigned to the property or building.

You can change the owner factor set.

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Assigning Owners

50 April 2001

ResultAfter saving the owner master data, a partner with role owner 800 now exists:

� As customer (automatic creation of a customer account in Financial Accounting)

� With assignments of the corresponding vendor account

Further stepsAssign the owner customer account in the master data of the owner vendor account.

This enables you to carry out the owner settlement.

If no owner has been entered on the lowest level of the object hierarchy (for instancebuilding), the owner of the higher-level object (for instance higher-level building or businessentity) is used.

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Editing the Building: Business Partner

April 2001 51

Editing the Building: Business Partner R/3 Real Estate delivers important business partners [Seite 121] for the applicationBuildings/Parts of building.

1. To access partner management, choose the Partner list function.

2. There are several ways to edit partners:

Action Choose

Copy the partners of the businessentity

BE partners

Create partner Create partner

Position the cursor on the required role andpress ENTER.

You can now edit partners for the rolecategory [Seite 132]

assign partner with role Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosenrole category [Seite 139].

Display or copy role types forpartner

Role types

You define role types for rolecategories in Real Estate Customizing.

Edit assigned partner Choose partner

You can now edit [Seite 133] the master datafor the business partner.

Cancel assignment Delete partner

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Editing Buildings: Object Characteristics

52 April 2001

Editing Buildings: Object CharacteristicsUseYou can assign various characteristics to the Real Estate objects buildings and rooms. Theseobject characteristics may be, for instance, construction engineering data. You maintain them asgroups, characteristics, and their attributes.

Object characteristics group Object characteristics Attribute of object characteristics

Ground Floor Stone of clay flooring

Ground Floor covering Parquet

Ground Baseboard PVC

Roof Roof frame Couple roof

Roof Roof covering Clay tiles

Roof Roof sealing Foil with gravel packing

Facade Facade type Thermal foil with mineral plaster

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Editing Objects: Additional Functions

April 2001 53

Editing Objects: Additional FunctionsTo find out if you can execute a specific function when editing the master data of businessentities (BE), properties (PR), buildings (BU), rental units (RU), or rooms (RO), refer to the tablebelow.

Additional functions Function description BE PR BU RU RO

User fields tab The additional fields set in Customizing forReal Estate are called via the function anddata can be entered. See the IMG for moreinformation.

X X X X

Extras � Status Display status [Seite 980]

Set/reset user status [Seite 979]X X X X

Extras � User data Displays which user created or changed theobject X X X X X

Extras � Documentmanagement

Document management [Seite 958] X X X X

Environment � Businessentity

Display of the business entity master data X X

Environment � Objects Display of the Real Estate objects for thebusiness entity or rental unit objects [Seite76]

X X

Environment � Changedocuments

Change documents for the object or for thefield selected X X X X X

Environment � Memo book Maintenance of additional object informationusing SAPscript word processing X X X X

System � Workflow � Sendobject with note

Send object to another user for display X X X X X

System � Links Display outgoing correspondence using theoptical archive (Storing OutgoingDocuments (RE) [Seite 1133])

X X X X

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Rental Units

54 April 2001

Rental UnitsDefinitionA rental unit is the spatial unit on the basis of which Real Estate objects are rented.

Each rental unit is uniquely assigned to a building or a property.

The system automatically creates a rental unit as an internal Controlling object; in other wordsthe rental unit is also an account assignment object.

UseIf you want to rent properties or buildings/parts of buildings (for instance apartments, parkingareas) you assign rental units to them.

On the basis of these grouped and managed rental units, you carry out the first or subsequentrental using the lease out management function.

StructureGeneral dataYou assign the apartment or the property to the rental unit.

ConditionsYou determine the rental conditions; default conditions are proposed when you create the leaseout but you can change these as required; it is possible to have different conditions for lease outand the related rental unit.

You can collect imputed vacancy costs incurred on the rental unit on the basis of the conditionson a cost center assigned to the rental unit.

Additional data / apportionment units / fixtures and fittingsHere you make settings relevant for the business processes: rent adjustment, service chargesettlement and account determination.

Ownership structureYou assign owners to the rental units according to their ownership share.

Business partnerIn the partner management screen, you assign relevant people to the rental unit, such as theresponsible administrator, technician, or manager.

AvailabilityUsing the Real Estate objects, you can represent rental processes (objects in your own portfolio)as well as tenant rental processes (externally owned objects). A time-dependent indicatorcontrols which objects are available for which processes.

RoomsIf you have already defined and assigned rooms to the rental unit, you can display a list of theserooms with an overview of their usage characteristics.

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Rental Units

April 2001 55

Plant Maintenance / Project System / ControllingYou can influence other factors and values that may be beneficial for managing your real estateby assigning functional locations (Plant Maintenance PM component), elements of a workbreakdown structure (Project System PS component) and internal orders (Controlling COcomponent) to Real Estate objects.

IntegrationRE Master Data: Integration Overview [Seite 936]

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Usage Type

56 April 2001

Usage TypeCentral control functionThe usage type has a central control function when the rental unit and the lease-out are edited.

Usage type and rental unitThe features of a rental unit are determined by means of the Usage type. The usage type isdefined in Real Estate Customizing. It controls

� Whether the rental unit can be used „commercially“, „non-commercially “ or „for both“

� Which fields are ready for input when the rental unit is edited (for example, allocation of therental unit to the building or property)

� Which screens you can maintain for the rental unit

� Which area types are allowed and which are mandatory

� Whether the assigned rental units generally participate in the service charge settlement ornot

By means of an indicator, you can determine for each usage type whether input tax deduction onincoming invoices is to be carried out in cases where the rental units are vacant.

Usage type and lease-outLease-outs are created via rental units. When lease-outs are edited, the usage type of the rentalunit controls:

� Whether the lease-out is an apartment lease-out (usage category: non-commercial) or acommercial lease-out (usage category: commercial)

� Which rent adjustment methods are allowed

Change usage typeYou can change the usage type of the rental unit as long as no active lease-out exists for a rentalunit.

You can only change the usage type of a rental unit with an active lease-out if the allocation of aninternal usage type to the external usage type in Real Estate Customizing is not changed.

If you change the usage type of the rental unit later, it can happen that the screens tobe maintained and/or the allowed area types change when you edit the rental unit.The system then deletes the data maintained for the previous usage type in theapplication menu after issuing a confirmation prompt.

Even if you cancel the change again, the deleted data no longer exists.

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Changing Usage Types

April 2001 57

Changing Usage TypesUseYou want to change the external usage type of a rental unit.

As long as a rental unit does not have an active lease-out, you can change the usage type ofthe rental unit as you like.

The usage type of a rental unit with an active lease-out can only be changed if this usage typebelongs to the same internal usage category [Extern] (setting in Real Estate Customizing).

Procedure1. In the rental unit processing screen, Choose Edit � Change usage type.

2. Change the usage type in the dialog box.

If you change the usage type of the rental unit later on, it can happen that thescreens to be maintained and/or the allowed area types change when you edit the rentalunit. The system then deletes the data entered under the previous usage type afterissuing a confirmation prompt.

Even if you cancel the change again, the deleted data no longer exists.

3. Press ENTER.

4. Save the rental unit.

You are requested to process the data required because of the change.

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Area Type as Reference Area

58 April 2001

Area Type as Reference AreaDefinitionArea types describe the different usages of property and buildings. If area types are used as thebasis to calculate condition amounts, they are referred to as reference areas [Extern].

StructureYou define a reference area (in Customizing for Real Estate) by:

a. Setting the reference area indicator for the area type; this depends on the external usagetype [Seite 56] or the usage category [Extern]

b. Assigning an area type to a condition type

c. Assigning an area type to an apportionment units [Extern]

IntegrationDepending on the three definitions above, the functions differ as follows:

Rental unit Lease-out Servicechargesettlement

Option rate

Defined by

a) Indicator Basis forcalculatingcond.amount per areaunit(referencearea iscopied fromrental unitand cannotbe changed)

/

Basis forautomaticdetermination of optionratesaccording tothe arearatio in inputtaxprocessing[Seite 837]

b) Conditiontype

Basis for

calculating cond.amount per areaunit

and

adjusting cond.amount acc. to areachanges [Seite 645]

Basis forcalculatingconditionamount perarea unit; inthis case thevalue can bechanged

/ /

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Area Type as Reference Area

April 2001 59

c)Apportionment unit

/ /

Basis forapportioning by area[Seite 323]in theservicechargesettlement

/

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Editing Rental Units

60 April 2001

Editing Rental Units1. Starting from the initial screen, choose Accounting � Real estate management � Master

data � Objects �� Rental unit �� Create.

You branch to the initial screen.

2. Enter the company code, business entity, rental unit and usage type.

Depending on the parameter setting in Customizing, the number of the rental unitcan be assigned externally or internally.

To facilitate the procedure of creating a rental unit, choose the Copy from... function. Thisfunction then creates a rental unit for you, using the data of an existing rental unit. Youcan adapt this data to the new rental unit.

3. Choose Master data or ENTER to reach the next screen.

Main functions Where? Information

Create link to a profit centeror business area, or assigna jurisdiction code

Profit Center [Seite 940]

Business Area [Seite 939]

Jurisdiction Code [Seite 834]

Assign a cost center foraccount assignment ofimputed vacancy costs

Vacancy Debit Position (Imputed Costs) [Seite 265]

Change object status

Generaldata tab

Choose Edit � Functions to carry out activities thatchange the status [Seite 965] of the rental unit.

Updating Occupancy Type Display [Seite 64]

For additional information on the status, see StatusManagement [Seite 961].

Edit address

Edit �Address

When creating a property and a building, theaddress of the business entity is automaticallycopied. However, you can enter an address herethat differs from that of the business entity.

The more details on the address you enter in thedialog box, the faster your system will work. If yoursystem has already stored several addresses forthe clients, you receive a dialog box with anoverview of the already existing addressesaccording to the selection criteria.

Enter functional data for therent adjustment, servicecharge settlement andaccount assignment

Additionaldata tab

Refer to the field documentation.

Account Determination [Seite 253]

Additional Data Rent Adjustment Switzerland [Seite65]

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Enter data on thefixtures/fittings and locationof the rental unit

Since changes to the fixture and fittingscharacteristics in the building master data are notautomatically inherited to the rental unit, you willhave to manually enter these changes in the rentalunit later

Edit data for a rentadjustment based on therepresentative list of rents

Fixtures/fittings tab

Only possible if a representative list of rents isassigned to the business entity.

If the representative list of rents has a fixtures andfittings category or location class assigned to it, youcan maintain these here. You can also enterpercentage surcharges or reductions for a rentadjustment based on a representative list of rents inpoints, such as the rent adjustment according toDutch law [Seite 66].

Enter rooms for the rentalunit

Room typestab

Editing Rental Units: Rooms [Seite 68]

Determine conditions The rental unit conditions are default values for alease out. You can change the data in the leaseout.

The rental unit conditions are used to determine theimputed vacancy costs. You can define inCustomizing for Real Estate which condition typesare taken into account.

If conditions have been created, the systemgenerates a cash flow that you can display [Seite73].

Additional Data Rent Adjustment Switzerland [Seite69]

Automatically adjustconditions

Conditionstab

If you choose Maximum rent, the system calculatesa new rent if a representative list of rents isassigned to the business entity or a comparativegroup [Seite 74] is assigned to the rental unit

Specify time-dependentusage of the area usingarea types

Areas tab

If an area type is assigned to the rental unit inCustomizing, this is automatically set on the rentalunit when you create it and cannot be deleted.

Choose Superimpose to automatically import thearea types set in Customizing for the object.

You can only edit area types that are linked withapportionment units in Customizing for Real Estateif their valid-from date is later than the date of thelast service charge settlement.

Whenever you change a reference area [Seite 58]you are asked whether the condition amount shouldalso be updated. You can also adjust the amountslater via bulk processing (see also: AdjustmentMethod: Area Change [Seite 645]).

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Editing Rental Units

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Apportion service chargestime-dependently to therespective rental unit orlease out

Apportionment unit tab

Settlement units [Seite 331] (with correspondingservice charge keys [Seite 320] and apportionmentunits [Seite 323]) have to correspond with thecondition types and apportionment units of therental units and lease outs for the service chargesettlement to run correctly.

If you have assigned an area type to anapportionment unit in Customizing for Real Estateand have maintained these areas in the rental unit(Areas tab), these areas are displayed here.

For consumption-dependent apportionmentfactors, you have to create corresponding meters inthe rental unit: Editing Meters (Rental Unit) [Seite329].

Input tax processing basedon German law /

specify monetary value ofthe building

Value tab

Editing Input Tax [Seite 32]

Assign owners with ownershares Owner tab Assigning Owners [Seite 70]

Assign partners related tothe rental unit

Partnerfunction

Editing Rental Units: Business Partner [Seite 72]

Determine availability of therental unit for the rental andtenant rental process [Seite771]

Availabilitytab

Availability of Real Estate Objects [Seite 773]

Create malfunction reportsin the Plant Maintenance(PM) component (defectsreported by tenants) Plant

maintenance tab

There is a setting in Customizing for Real Estate todetermine that the system automatically createsand assigns a functional location in PlantMaintenance when you create a rental unit. If this isnot set, you have to manually create a functionallocation and assign it here.

You can create maintenance orders [Seite 955] inPlant Maintenance based on the malfunction report.

Consider rental unit incomplex planning projects

Projectmanagement tab

Project System PS (RE) [Seite 953]

Include rental unit in costaccounting Orders tab CO Orders on Real Estate Objects [Seite 950]

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Page 64: SAP Real Estate

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Updating Occupancy Type Display

64 April 2001

Updating Occupancy Type DisplayUseSAP recommends planning the RFVIBL00 report daily (the optimal time being between 0.00 and6.00 a.m.).

Background

Certain changes to the lease-outs (such as notice, change of beginning / end of rental period,conclusion of a new lease-out etc.) have an effect on the occupancy type history of the rentalunit.

If such a change is applicable at the time when the change takes place (such as a new lease-outbeing concluded on the current date) then the corresponding status of the rental unit is updatedimmediately. If the change is to be made in the future, the system is programmed to note that theupdate has to take place at the corresponding point in time.

The update is carried out using report RFVIBL00.

Consequences if report is not run regularly:

The status displayed in the Occupancy type is different from the corresponding status in the listof the system status in the rental unit master data. This would be the case if, for example, theoccupancy type “THRD” is displayed when the first status of the system status is “UNOC”.

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Additional Data for Swiss Rent Adjustment

April 2001 65

Additional Data for Swiss Rent AdjustmentUseIf the Swiss tenancy law is set in the business entity, you can set specific parameters for the rentadjustment according to Swiss law under Additional data for the rental unit depending on the rentadjustment you require.

Here you set the parameters that are used for the rent adjustment.

You decide what type of adjustment you want to carry out at a later stage in the actual rentadjustment run.

Validity date of interest and index series

Field Description

StatusMort.RtLn Status (date) of the mortgage loan rate on which the current rent is based

Mnt/OprCstStat Status (date) of the maintenance and operating costs index on which thecurrent rent is based

StandLivStatus Status (date) of the cost-of-living index on which the current rent is based

Note the following prerequisites:

a. You have defined the corresponding index and interest series in Customizing for RealEstate depending on the regional location.

b. You have defined the regional location of the business entity in the business entitymaster data (Regional location field).

Gross yield

Field Description

Curr.gross yield Percentage rate of the currently realized gross yield of the object,which is used to calculate the new rent

Break-even gross yield The rent is calculated as follows:

Formula: Old rent Current gross yield x Break-even gross yield

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Editing Rental Units: Rent Adjustment NL

66 April 2001

Editing Rental Units: Rent Adjustment NLIf you have assigned a representative list of rents in points, the Obj.pnt and AddVal fields havethe following function when the rental unit master data is edited (Fixtures/fittings tab).

Field FunctionObj.pnt Here you determine the quantitative, qualitative values or the values determined

for each unit (points, characteristics frequency) for the fixture and fittingscharacteristic, which are multiplied by the score defined in Real Estate CustomizingThe result is then the base value for the rent adjustment calculation

AddVal If in the Obj.pnt field you have to specify a value for each unit of a fixture andfittings characteristic (for example, length of pantry), you can enter the unit valuehere as an explanation of the valueThe number entered here is also used for the calculationIn Real Estate Customizing, you determine whether the field is ready for input ornot

Example of Point Calculation for Each Fixture and Fittings Characteristic [Seite 67]

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Example of Point Calculation for Each Fixture and Fittings Characteristic

April 2001 67

Example of Point Calculation for Each Fixture andFittings Characteristic

Quantitative aspect:

� Specified number of points for the characteristic Per heatable room: 2 (Real EstateCustomizing)

� There are 4 heatable rooms within the rental unit, that is, you have to enter 4 in the Obj.pntfield for the fixture and fittings characteristic Per heatable room.

Result:4 x 2 = 8 points as calculation base.

Qualitative aspect:

� Specified number of points for characteristic Kitchen quality surcharge: 0, with 7 being themaximum number of points to be assigned (Real Estate Customizing).

� Within the rental unit, the person responsible weights the kitchen quality with the point value6 (in the Obj.pnt. field).

Result:6 points as calculation base (if the specified number of points in Customizing is 0, then the valueis copied to the 0bj.pnt. field).

Value specified for each unit

� Specified number of points for the characteristic Pantry more than 2 m in length: 0 with theminimum (7) and the maximum (12) number of points to be assigned (Real EstateCustomizing).

� Within the rental unit, the person responsible weights this fixture and fittings characteristicwith 16 as number of points for a pantry 4 m long.

Result:Since the maximum number of points to be assigned is set to 12, the value 16 in the 0bj.pnt. fieldis automatically overwritten by the value 12, that is, 12 points as calculation base.

In addition, you can enter the length of the pantry (4) as additional information on the calculation.

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Editing Rental Units: Rooms

68 April 2001

Editing Rental Units: Rooms1. Choose the Room types tab.

If you want to enter several room types in parallel, choose Room types.

Select the required room type and choose Back.

2. You have the following processing options:

Action Procedure

Assign rooms to rental unit

Prerequisite: Rooms are createdChoose Environment � Edit rooms ��Assign rooms

Enter the date in the dialog box from which the roomsare to be assigned to the rental unit and press ENTER.You receive a list of all common rooms of the buildingthat have not yet been assigned to the rental unit.

If you want to change the assignment date, position thecursor on the respective date and choose the Changedate function.

Select the required rooms and choose Back.

Display rooms of the rental unit

Prerequisite: Rooms are createdChoose Environment � Edit rooms � Display RUrooms

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Conditions for Rent Adjustment Switzerland

April 2001 69

Conditions for Rent Adjustment SwitzerlandSwiss tenancy lawIf you have activated the Swiss tenancy law in the business entity, you can maintain two furthercondition types (SAP standard system).

� Condition type Standard local rent

� You have to enter the standard local rent if you want to carry out a rent adjustment basedon this criterion.

� Condition type Reserve refur./appr.

You have to enter the reserve from renovation/improvements if you want it to betaken into account with the rent adjustment.

The other rent reserves common in Switzerland are calculated with the respectivesettings in Customizing for Real Estate during the actual rent adjustment run.

Lease-outThese condition types are not displayed in the lease-out since they are only the basis forcalculating the rent adjustment.

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Assigning Owners

70 April 2001

Assigning OwnersUseTo assign owners with their respective owner shares.

If you wish to carry out an owner settlement [Seite 827] based on a particular owner, you firsthave to create a vendor account for each owner in Financial Accounting (see also: Partners forOwner Management [Seite 117]).

Procedure7. Choose the Owner tab.

If you have already maintained owners on the business entity level, the owner factor ofthe business entity is already set and no further entry is required for the other masterdata objects.

8. There are several possibilities to assign or create an owner.

To carry out an owner settlement, you must have:

� Created a vendor account for each owner

� Assigned the vendor account (vendor) in the master data of the owner

You do so by editing the owner master data (refer to table below for further details): Goto� General data � Control: Assign the owner vendor account here.

Then choose Goto � Company code � Control: Flag the vendor indicator.

Action Choose

Assign partner with Owner role Assign partner [Seite 139]

Create partner with Owner role Create natural person or createorganization [Seite 132]

Edit data on owner Choose required owner and select Changeowner.

You can now edit [Seite 133] the masterdata for the business partner.

Copy the owners of the business entity withinthe master data of a building or property

Edit � Owner � Copy from BE.

This function is only active if no owners areassigned to the property or building.

You can change the owner factor set.

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Assigning Owners

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ResultAfter saving the owner master data, a partner with role owner 800 now exists:

� As customer (automatic creation of a customer account in Financial Accounting)

� With assignments of the corresponding vendor account

Further stepsAssign the owner customer account in the master data of the owner vendor account.

This enables you to carry out the owner settlement.

If no owner has been entered on the lowest level of the object hierarchy (for instancebuilding), the owner of the higher-level object (for instance higher-level building or businessentity) is used.

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Editing Rental Unit: Business Partner

72 April 2001

Editing Rental Unit: Business Partner

R/3 Real Estate provides you with business partners for the Rental unit application.

1. Choose the Partner function.

2. There are several ways to edit partners:

Action Choose

Create partner Create partner

Position the cursor on the required role and pressENTER.

You can now edit partners for the role category[Seite 132].

Assign partner (from client) withrole

Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosenrole category [Seite 139].

Display or copy role types forpartner

Role type

You define role types for rolecategories in Real Estate Customizing.

Edit assigned partner Choose partner

You can now edit [Seite 133] the master data forthe business partner.

Cancel assignment Delete partner

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Editing Rental Units: Cash Flow

April 2001 73

Editing Rental Units: Cash FlowUseThis function displays the cash flow [Seite 265] of a rental unit (RU).

The system creates vacancy flows for the period, during which the RU is vacant, from theconditions. The rental unit is regarded as "vacant" by the cash flow generation if it has theoccupancy type VAC (vacant) or RENT (intended for rental), i.e. if it is not yet assigned to anactive lease out.

The period from the due date of the condition type up to the end of the current month is takeninto account.

Procedure1. To display the cash flow, choose Extras � Cash flow.

You can display the following overview:

a. The calculated vacancy costs including sales tax and due date

If you use the Jurisdiction code [Seite 834] then the amounts for the sales tax canvary from those amounts that are to be posted.

Reason: The tax calculation based on jurisdiction code is dependent on the posting ordocument date; this cannot be seen when the cash flow is displayed.

Therefore, the due date for the calculation is used for the display.

b. The corresponding condition type

c. The corresponding flow type

d. The debit position ID [Seite 793]

2. You can edit the list using the menu function in several ways.

3. To return to editing the rental unit, choose Back.

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Assigning Comparative Groups

74 April 2001

Assigning Comparative GroupsUseIf you want to carry out the rent adjustment for a rental unit using a comparative group [Extern] ofapartments, you have to assign the rental unit to a comparative group.

You can also make the assignment in the master data of the comparative group.

PrerequisitesYou can only assign a comparative group of apartments if you have created it beforehand(Maintaining/Displaying Comparative Group of Apartments [Seite 510]).

Procedure1. To assign a rental unit to a comparative group of apartments, choose Edit � Assign

comparative group.

2. You receive a dialog box.

3. Choose a comparative group of apartments.

4. In the dialog box, you have the following processing options:

Action Choose

Display comparative group of apartments Comparative group

Cancel assigned comparative group of apartments Delete

Assign chosen comparative group of apartments Assign or press ENTER.

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Editing Objects: Additional Functions

April 2001 75

Editing Objects: Additional FunctionsTo find out if you can execute a specific function when editing the master data of businessentities (BE), properties (PR), buildings (BU), rental units (RU), or rooms (RO), refer to the tablebelow.

Additional functions Function description BE PR BU RU RO

User fields tab The additional fields set in Customizing forReal Estate are called via the function anddata can be entered. See the IMG for moreinformation.

X X X X

Extras � Status Display status [Seite 980]

Set/reset user status [Seite 979]X X X X

Extras � User data Displays which user created or changed theobject X X X X X

Extras � Documentmanagement

Document management [Seite 958] X X X X

Environment � Businessentity

Display of the business entity master data X X

Environment � Objects Display of the Real Estate objects for thebusiness entity or rental unit objects [Seite76]

X X

Environment � Changedocuments

Change documents for the object or for thefield selected X X X X X

Environment � Memo book Maintenance of additional object informationusing SAPscript word processing X X X X

System � Workflow � Sendobject with note

Send object to another user for display X X X X X

System � Links Display outgoing correspondence using theoptical archive (Storing OutgoingDocuments (RE) [Seite 1133])

X X X X

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Editing Rental Units: Objects

76 April 2001

Editing Rental Units: ObjectsUseYou use this function to display the current lease out for the rental unit, the history of the leaseout, the master data for the business entity and for possibly assigned buildings or properties.

ProcedureChoose the required function using Environment � Display objects.

Action Choose

Display lease out for rental unit for currentdate

Environment � Display objects � Displaycurrent LO

Display overview of all lease outs for the rentalunit

Environment � Display objects � Display LOhistory

Display Real Estate objects of rental unit Environment � Display objects � Display BE /Display building / Display property

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Rental Unit Mass Maintenance

April 2001 77

Rental Unit Mass MaintenanceUseMass changes of any fields related to rental units.

FeaturesYou select the fields to be changed, either:

� Grouped in rental unit tables, or

� Individually by entering the fields to be changed

For the rental units selected, you get a display of the current value in the fields to be changed.You can enter new values.

Error log

The system carries out a plausibility check on the rental unit before making any changes.

If any one field control leads to the error class result Error (E), then the entire rental unit isnot updated, even if all the other data records were error-free.

For further information, refer to the cross-application documentation (CA) Cross-ApplicationMass Maintenance [Extern].

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Carrying Out Rental Unit Mass Changes

78 April 2001

Carrying Out Rental Unit Mass ChangesPrerequisitesThe system status or user status allows changes to the rental unit.

ProcedureStarting from the general menu, choose Accounting � Real estate management � Tools � RUmass change.

Further procedures are described in the cross-application documentation applicable to masschange maintenance.

Action Procedure

Change field values manually Make mass changes [Extern]

Automatic change of numerical field values Calculate field values using formula[Extern]

Change field values using ABAP subroutine (FORMroutine)

Determine new field values with a FORMroutine [Extern]

Add new field values Create new records [Extern]

Result� The change records for the rental unit are posted.

If any one error message class Error (E) is generated for a rental unit, then the rental unitis not updated.

� System messages resulting from plausibility checks are displayed on the screen.

You can display the history of changes using the change documents of the individualrental units (Environment � Change documents).

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Rooms

April 2001 79

RoomsDefinitionStructure element for a building.

UseYou maintain rooms at building level. You can also assign rooms to individual rental units as longas they are privately used rooms.

� Privately used rooms

These are rooms you can assign to buildings and rental units.

� Common rooms

You assign common rooms (heating room, staircase, and so on) only to the building.These are rooms that are used jointly by the tenants and are not included in the servicecharge settlement.

The "room" master data object cannot be rented directly over the rental unit; room rental is onlypossible by a building assignment with a corresponding room assignment.

StructureThe following data is stored on the level of the room:

� Room type (describes the usage, for instance living room, bathroom)

� Measurement data (wall/ceiling area, cubic volume, room height, and so on)

� Material used (floor, ceiling, floor covering)

� Fixture and fittings characteristics

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Maintaining Rooms: Basic Data

80 April 2001

Maintaining Rooms: Basic Data1. Starting from the general menu, choose Accounting � Real estate management �

Master data.

2. Choose Objects � Rooms � Maintain. You branch to the initial screen.

3. Enter company code, business entity, and building.

In addition, you can specify the rental unit or the room as selection criterion. To be ableto do this, however, it is necessary that you have already maintained and assignedrooms when editing the rental unit.

4. To branch to the next screen, choose the Basic data function or press ENTER.

If you have already maintained rooms when you edited the building or the rental unit, thisbasic data is provided here for further processing.

5. Maintain your rooms and press ENTER.

From the Basic Data screen, maintain further data for each room.

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Maintaining Rooms: Group Object Characteristics

April 2001 81

Maintaining Rooms: Group Object CharacteristicsPrerequisitesThe groups of object characteristics, the object characteristics themselves, and the values of theobject characteristics are defined in Customizing.

Procedure1. To assign object characteristics to a room, position the cursor of the required room and

choose the Detail function or double-click on the room.

You can assign various characteristics to the rooms. These object characteristics can beconstruction engineering data, for instance. You maintain them as groups,characteristics, and their values.

Group of ObjectCharacteristics

Object Characteristics Values of ObjectCharacteristics

Ground Floor Stone of clay flooring

Ground Floor covering Parquet

Ground Baseboard PVC

2. In the GOC field, enter the group number of the object characteristics and choose ENTERto activate the identification of the group.

3. To define the corresponding values for each characteristic within an object characteristicgroup, double-click on the required object characteristic group.

You reach the Maintain Rooms <Characteristic> screen.

4. In the Obj. field, enter the required characteristics and press ENTER to activate thecharacteristics.

5. In the VAL field, enter the required value for each characteristic and press ENTER.

You can also enter information on the installation and dismantling date of an objectcharacteristic.

6. Choose Back to copy the data.

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Maintaining Rooms: Areas

82 April 2001

Maintaining Rooms: Areas On this screen you specify the area types and their total area for selected rooms.

1. Position the cursor on the required room and choose the Areas function.

If you want to enter several area types in parallel, choose the Area types function.

Select the required area types and choose Back.

2. Enter the area size in the Area field.

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Maintaining Rooms: Rental Unit Assignment

April 2001 83

Maintaining Rooms: Rental Unit Assignment On this screen, you assign the individual room types to a rental unit.

Only privately used rooms can be assigned to a rental unit.

1. Position the cursor on the required room type and choose the Assign rental unit function.If Then

you have maintained or assigned theselected room type already when editing therental units

the fields on the screen are already filled.You can change the allocation and thedate.

you have not yet assigned the selectedroom type to a rental unit

assign it now.

2. Enter the rental unit and the validity date, as of which the room is assigned to the rental unit,and press ENTER.

The rooms that have been newly assigned to a rental unit must be updated in themaster data of the rental unit. (Master data � Objects � Rental unit �� ChangeRoom type function followed by Edit � Refresh room types)

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Land Register

84 April 2001

Land RegisterDefinitionAn object used for creating data relevant to the land register.

UseLand register management includes the maintenance of land register data for a property.

In the R/3 Real Estate component, the maintained land register data is for information only. It isnot a prerequisite for processing further functions in R/3 Real Estate.

StructureThe land register structure in R/3 Real Estate corresponds to the structure of the land registers atthe land registries.

General data

Land register types/address of the land registry/land register volume/land register page

Real Estate register

Local subdistrict/parcel/plot/commercial type/location/size/appreciation or depreciation

Section I

Owners/conveyance/approval of conveyance/priority notice of conveyance/basis of entry

Section II

Charges and restrictions/amount decreased in value including currency

Section III

Encumbrances

IntegrationProperty

Land register data may be assigned to a property as a source of information.

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Editing Land Register

April 2001 85

Editing Land RegisterYou can create, change, and display master data on the land register. You create a land

register as follows:

1. Starting from the initial screen, choose Accounting � Real estate management � Masterdata � Objects �� Land register �� Create.

You reach the Create Land Register: General Data screen.

2. Maintain your data and choose ENTER.

If you have set an internal number assignment for the land register in Customizingfor Real Estate, then the land register number created by the system (internalidentification indicator) is not identical with the land register page or land register pagenumber assigned by the Land Registries.

3. To enter the address of the Land Registry, choose Land register address.

4. You receive a dialog box Choose Partner: Initial Screen for further processing [Seite 133].

5. After you have edited the Land Registry, you can edit the other data.

Main functions Activity Information

Enter data on parcels ofland and any relatedappreciations/depreciations

Real estateregister

To edit appreciations/depreciations on a plot ofland (parcel), doubleclick the parcel

Enter data on the propertyowner and the ownershipshare

Section 1Owner

When you assign the owner, the dialog boxChoose Partner: Initial Screen is displayed forfurther processing [Seite 132]

Create data onconveyance, priority noticeof conveyance etc.

Section 1.

Make changes to chargesand restrictions referring toa collateral object change

Document these changes by choosing Sect. IIchange

Describe the charges andrestrictions with text andvalues

Section II Document this by choosing Section II text/cap.

The type of charges and restrictions you edithere depend on the land register type chosen onthe initial screen.

Define encumbrances

Section III

Here you can also enter the rights of thirdparties.

In the Charges field, you can define the type ofcharge with the possible values (mortgage, landcharge, annuity charge).

If the encumbrances change, you can documentthis by choosing Section III change.

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Editing Land Register

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Service Charge Settlement Infrastructure

April 2001 87

Service Charge Settlement InfrastructureTo carry out the service charge settlement, you have to create the following master data:

� Settlement units

� Heating systems for the external heating expenses settlement

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Settlement Units

88 April 2001

Settlement UnitsDefinitionDetermines the type of settlement used for service charge settlements. The settlement unitdefines the following:

� Settlement period (settlement periods/settlement variants)

� Type of service charges (for instance, hot water supply)

� Apportionment unit (for instance, hot water consumption m3)

� Participating rental units

UseYou have to create a settlement unit (SU) before you carry out the service charge settlement.

For each type of service charge that is defined in the service charge key and that participates inthe settlement, you have to create a new settlement unit.

For each settlement period, so-called cost collectors exist for posting costs to a settlement unit.

The costs for each settlement period of a settlement unit are collected on a cost collector for thesettlement.

If you post to a settlement unit, the system determines the cost collector from the specifiedsettlement reference date.

StructureA settlement unit defines the following:

� Type of service charges

Using service charge keys [Seite 320] previously defined in Customizing for Real Estate

� Settlement period

Using settlement periods or settlement variants previously defined in Customizing forReal Estate

� Apportionment unit/factor

Using units of measurement (for example, water consumption in m³, number of persons,heating area in m2) previously defined in Customizing for Real Estate, divided intoconsumption-dependent and consumption-independent apportionment units [Seite 323]

� Participating rental units

Using participation IDs [Seite 333] to be defined in the application menu

IntegrationSettlement participationYou determine how the individual lease-outs participate in the settlement by means of theirsettlement participation. The service charge keys of the SUs to which the rental unit is assignedare assigned to the conditions of the lease-out.

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Settlement Units

April 2001 89

A distinction is made between:

� Advance payments

� Flat rates

� No participation

� Final settlement

You can also specify that the tenant pays only part of the costs.

If you created the SU before the lease-out, the settlement participation is generatedautomatically. If not, you can generate the settlement participation later.

Master settlement unitSee Master Settlement Units [Seite 344].

Input tax processingIf you have opted for input tax [Seite 837] and have made the required settings in Customizing forReal Estate, you can also maintain the relevant data for input tax processing.

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Example: Settlement Unit and Participation ID

90 April 2001

Example: Settlement Unit and Participation IDParticipation IDThe rental units that participate in the service charge settlement are assigned to a settlement unitby means of the Participation ID.

You can allocate this Participation ID per business entity (BE) or for all business entities (youcreate the settlement unit and participation ID without specifying the business entity number).

You can use a Participation ID in as many settlement units of the same business entity asrequired with the result that a change to the allocation of the rental units to this Participation ID isthen valid for all settlement units. A result of this is that a change to the allocation of the rentalunits to this Participation ID is then valid for all settlement units.

Time-dependent allocationBoth the Participation ID and the rental units assigned to it can be assigned time-dependently.

Participation ID Assigned rental units

Only if you do not want to use a participation IDbefore or after a certain point in time anymore,should you determine a validity

In other cases, do not enter any dates in thedate fields

Do not maintain a date for each rental unit.

Enter a validity date for a rental unit thatparticipates in the service charge settlementonly as of a certain point in time (forexample, extension, rebuilding).

Starting PointThe following service charges are to be settled within a business entity (BE1) with two buildings(BLD1/BLD2):

� Costs for garbage (GARB) and garden maintenance (GARD) to the buildings

� Costs for heating (HEAT) and chimney sweep (CHIM) to the entire BE1

RealizationYou can then use three participation IDs to create the settlement units and to assign the rentalunits:

BE BEH1

BEH1

BEH1

BEH1

BEH1

BEH1

SCK GARB GARB GARD

GARD

HEAT CHIM

SU 1 2 1 2 TOT TOT

Part. ID BLD1

= allRUsofBLD1

BLD2

= allRUsofBLD2

BLD1 BLD2 ALL

= allRUsof theBE1

ALL

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Example: Settlement Unit and Participation ID

April 2001 91

New SituationIf the attic in building 1 is converted for rent (new rental unit), assign this new rental unit to theparticipant IDs, BLD 1 and ALL.

This rental unit now automatically participates in the service charge settlement as of the set date.

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Editing Settlement Units

92 April 2001

Editing Settlement Units1. You can edit a settlement unit by using one of the following:

a. Accounting � Real estate management � Master data � SCS infrastructure �Settlement unit � Create/Change

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure � Settlement unit � Create/Change

2. Enter your data

3. Choose Participant IDs or ENTER

The Rental Units Allocation screen appears.

4. Maintain your data.

Main functions Where? Information

Specify settlement period, apportionment units; ifrequired regional location key for heating valuedays [Extern] , vacancy percentage rate [Extern]

Settlementvariant

Apportionment unit andediting settlementvariants [Seite 341]

Optional: Specify a business area / profit center Group boxAssignment

Editing master data:business areas [Seite939]

Editing master data:Profit Center [Seite940]

Specify rental units participating in the servicecharge settlement

Group boxAssignparticipatingrental units

Editing settlement unitparticipant IDs [Seite337]

Specify option rates for input tax processing GroupboxesOption ratedetermination and �Optionrates

Editing settlement unitoption rates [Seite 342]

Release settlement unit for account assignment � Costcollector

Editing cost collector[Seite 339]

Display evaluations

Display costs posted to a settlement unit Extras �Postingsoverview

You receive a basic listfor further processing

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Editing Settlement Units

April 2001 93

Display documents (line items) for the SU Extra �Detailedstatements

You can display thefollowing information:

Document overview,line item

Real estate objectmaster data, G/Laccount, customer,vendor

Real estate accountassignment

Place the cursor on therequired line andchoose the functionyou require

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Editing Participation IDs

94 April 2001

Editing Participation IDsUseUse this function to assign a participation-ID [Extern] to time-dependent rental units (for moreinformation, see example: settlement unit and participation ID [Seite 333])

You can also edit a participation ID by choosing:

i. Accounting � Real estate management � Master data � SCS infrastructure �Participation ID � Maintain

ii. Accounting � Real estate management � Service charge settlement � SCSinfrastructure ��Participation ID � Maintain

PrerequisitesYou can only change assignments for time periods, in which no settlement unit using theparticipation ID has yet been settled.

ProcedureCreate participation IDsPrior to assigning a unique name to the participation ID, note the following:

Condition Action

Participation ID is valid only for a limited period Maintain the period in theValid fields

Participation ID is valid for an unlimited period Leave the Valid fieldsempty

The Valid fields refer to the validity period of theparticipation ID, regardless of the settlement unitassignment.

When you create a new participation ID, the system issues a message telling you that the IDdoes not exist. Choose ENTER to assign rental units to the new participation ID.

In the group box Rental units/participation ID assignment, enter the required rental units.

Action Procedure

Assign several rental units to the participationID at the same time

Choose Select RUs.Enter your selection criteria for selecting therental units and choose Execute.Check the required rental units in the list andchoose Back.

Copy the assigned rental units from theexisting participation IDs

Choose Copy from and enter the requiredparticipation ID

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Editing Participation IDs

April 2001 95

Assign rental units to the participation ID for alimited period

Enter the period in the Valid from/Valid to fields

Assign rental units for an unlimited period, thatis, for the validity period of the participation ID

Leave the Valid from / Valid to fields empty

Cancel the assignment of a rental unit Position the cursor on the respective rental unitand choose Delete line

Editing participation IDs

When you change a participation ID, this change is applicable to all settlement units thathave been assigned this participation ID.

Action Procedure

Assign an existing participation ID Use F4 to select the participation ID

Edit an existing participation ID Position the cursor on the required ID and chooseChoose

Cancel the assignment of a participation ID Position the cursor on the required ID and chooseDelete assignment

Use Back to return to the Create Settlement Unit: Assignment of Rental Units

Evaluating participation ID

Action Choose

Display an overview of the settlement units towhich the current participation ID is assigned

Environment ��Use curr. ID in SUs

Display an overview of the participation IDsthat are assigned to current rental units

Environment � Use RU in IDs

Display an overview of the settlement unitsthat have participation IDs assigned to currentrental units

Environment � Use RU in SUs

Or, call the report from the Info System: Realestate management -> Info system -> Masterdata/lease outs -> Master data -> Settlement units-> Settlement unit for rental unit

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Editing Cost Collectors

96 April 2001

Editing Cost CollectorsUseApprove the cost collector [Extern] for account assignment so that service charges can beassigned to the settlement unit using the invoice receipt posting (Financial Accounting).

Use this function to edit the account assignment approval of settlement periods and influencetheir status [Seite 968].

You can also edit cost collectors by Accounting � Real estate management � Servicecharge settlement � SCS infrastructure � RU account assignment approval

Procedure1. Choose Cost collector

If you have not used Settlement variants to maintain the apportionment factors andthe settlement units, a dialog box appears asking you to maintain these parameters.

Activity Action

Assign the system status Released to alldisplayed cost collectors

Choose Select All � Generate

Assign the system status Released to onlycertain settlement units or cost collectors

Select the required SUs and Choose Generate

2. The system offers further edit options:

Activity Action

Assign the system status Blocked tocertain settlement units or cancel a block

Select the respective section and choose Blockor Cancel bloc

Note: you cannot post to blocked costcollectors

Display details on the settlement unit, theparticipation ID or an error message

Position the cursor on the respective sectionand choose Choose

Display additional information on thesystem status of a cost collector

Position the cursor on the respective costcollector and choose Choose

The status display [Seite 980] appears

Change the period of the cost collectorsdisplayed

Note: the cost collectors aredisplayed only up to the valid-to date ofthe SU

Choose Change period

Enter one of the printable notes from thecorrespondence for each cost collector

Choose the Notes icon attached to therespective cost collectors

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Editing Cost Collectors

April 2001 97

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Editing Apportionment Units and Settlement Variants

98 April 2001

Editing Apportionment Units and Settlement VariantsDefine the settlement variants [Extern].

If you want to make additional settings, double-click the settlement variant.

If you change previously created settlement units that have already generated costcollectors, you will not be able to change a settlement variant and apportionment unitafterwards.

If you change previously created settlement units that do not yet have generatedcost collectors - that is, cost collectors with status New -, you can still change asettlement variant and apportionment unit.

In this case, the system issues a message telling you that the cost collectors areregenerated.

Activity Action

Assign apportionmentunit(s)

Depending on the settings in Customizing, you can assign severalapportionment units and define the proportion of the service chargecosts to be apportioned to each apportionment unit

Regional location keyfor heating value days[Extern]

Refer to full settlement based on heating value days [Seite 361]

Define vacancypercentage rate[Extern] forapportionment unit

Enter the percentage rate of costs that the landlord pays forvacancies

Enter, for example, 80%

For the service charge settlement for a settlement variant, the system:

a) Posts 80% of the calculated costs of a vacancy of a rental unit (RU)

b) Distributes the remaining costs to the other participating tenants.Costs are distributed in proportion to the apportionment factors

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Editing Settlement Unit Option Rates

April 2001 99

Editing Settlement Unit Option RatesUseYou only need to enter this data if, due to the preemptive right for sales tax, your companycarries out an input tax deduction on apportionable costs collected on settlement units in the RealEstate system.

For more information, see input tax deduction for settlement unit [Seite 848]

ProcedureEnter the calculation type for option rate [Seite 842] in the Option type field.

Action Procedure

Choose the calculation type 3 Apport.unit relat.(automatic) and the apportionment unit assigned tothe settlement variant is consumption-dependent

Enter a new, consumption-independentapportionment unit, according to which theoption rate determination is to be carriedout, in the Appor.Unit field

Reason:Option rates [Extern] are calculated foreach month. Since consumption-dependent apportionment units are onlyentered as quantity at the end of thesettlement period by means of meters, youhave to determine a substituteapportionment unit as a bridge for thisinterval, by means of which the monthlyoption rate determination can be carriedout.

Choose a different calculation type than 3Apport.unit relat. (automatic)

Appor.Unit field is irrelevant for the optionrate determination

Choose a manual calculation type and enter theoption rates

Choose Option rate.Enter the option rates for each month of ayear.

If you have chosen an automatic calculationtype, the system calculates the option ratesautomatically and displays the data.

ResultYou have defined the calculation base for the input tax distribution in deductible and non-deductible tax shares.

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Master Settlement Units

100 April 2001

Master Settlement UnitsDefinitionMaster Settlement Unit [Extern]

UseA supplier may issue one joint invoice covering different service charges that affect differentsettlement units without displaying the costs individually, such as for hot water and heatingcharges.

You can collect (post) these costs on a master settlement unit (master SU) and specify thecalculation bases according to which the costs are predistributed to the respective settlementunits in the R/3 System.

According to the calculation bases, the service charge settlement posts the costs to theparticipating settlement units and allocates these proportionately.

This provides transparency of costs down to the level of the individual settlement units.

StructureThe master SU defines:

� The settlement units to which the costs are predistributed

� The calculation basis according to which the costs are distributed

Calculation basisThere are three methods of predistributing costs:

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Master Settlement Units

April 2001 101

Apportionment factor Equivalence number Formula for calculating waterconsumption

You can enter anapportionment unit[Extern] for distributing thecosts to the individualSUs.

To do so, you must haveassigned anapportionment factor[Extern] for the rental unitsor lease-outs to the SUs

For each settlement unit, youcan specify an equivalencenumber in a unit ofmeasurement of your choicefor distributing the costsproportionately to therespective SUs.

You can also specify that thetotal of the equivalencenumbers is greater than orequal to the total of the actualequivalence numbers. Theremaining share calculated inthis way is posted to an objectdetermined in the master SU(business entity, property,building, rental unit, lease-out,cost center, internal order).

Only used for calculating theshare of hot water consumptionaccording to German heatingexpenses regulations:

� Calculation of fuelconsumption:HW% = B / Wwhere W = TotCons / HV andB = (2,5 * C * (TW - 10)) / HV

� Calculation of heatconsumed:HW% = Q / TotConswhere Q = 2,0 * C * (TW -10)

� Fixed flat rate for hot waterconsumption

C = measured volume of consumed hotwater in m3

TW= measured or average temperatureof hot water

HV = heating value of the consumed fuelin kilowatt hours per liter or other unit

B = fuel consumption according to unit ofmeasurement used for HV

TotCons = total consumption of heatingunits as entry value

W = total heat consumption to bedetermined

Q = heat consumption for hot waterconsumption

You can enter thepercentage rate manually insteadof automatically calculating itusing the above formula.

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Editing Master Settlement Units

102 April 2001

Editing Master Settlement Units1. There are two ways of editing master settlement units (master SUs):

a. Accounting � Real estate management � Master data � SCS infrastructure � Mastersettlement unit � Create or Change.

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure ��Master settlement unit � Create or Change.

2. Edit the object.

Activity Choose Information

Determine settlement periodand settlement variants

� Settlementvariant

Settlement variant [Extern]

For each settlement period, you canspecify several apportionment units[Extern], or for each apportionmentunit you can specify vacancypercentage rates [Extern] or heatingvalue days (heating valuepercentage rates [Extern])

Optional: Specify a businessarea / profit center

For option ratedetermination, choose theOption rate tab

� General data tab Editing Master Data: BusinessAreas [Seite 939]

Editing Master Data: Profit Center[Seite 940]

Determine how topredistribute costs toparticular settlement units

� ParticipatingSUs tab

It is not possible to assign masterSUs to other master SUs. Theparticipation data is onlychangeable if there has been nosettlement in this settlement periodwith time-dependence. You canonly assign participating settlementunits at the start of a settlementperiod.

For more information, refer to F1help (data element documentation).

See also:Example: Service ChargePredistribution Calculation [Seite348]

Determine option rates forinput tax processing

� Option rate tab Editing Settlement Unit: OptionRates [Seite 342]

Release master SU foraccount assignment

� Cost collector Editing Settlement Unit: CostCollector [Seite 339]

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Editing Master Settlement Units

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Evaluations

Activity Choose Information

Display list of participatingsettlement units for thismaster SU

Extras � Overviewof partic.SUs

Display list of participatingsettlement units for eachsettlement period

Extras � Settlementperiod overview

List of settlement unitassignments to master SUs

Extras �Assignment inmaster SUs

You can sort, edit, send and exportdata in the output list

Display costs posted on themaster SU

Extras � Postingsoverview

You receive a basic list for furtherprocessing

Display documents (lineitems) for master SU

Extra � Detailedstatements

You can display the followinginformation:

Document overview, line item

Real Estate object master data, G/Laccount, customer, vendor

Real Estate account assignment

Place the cursor on the requiredline and choose the function yourequire

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Example: Service Charge Predistribution Calculation

104 April 2001

Example: Service Charge Predistribution CalculationStarting PointA master settlement unit exists in the system; you want to distribute the costs on settlement unitsSU 800 and SU 1000 to the area apportionment factor.The two participating SUs contain the following data:

Participating contracts Apportionment factor -No. of persons

Apportionment factor -area

RA1 2 persons 100 m2SU 800

RA2 1 person 50 m2

RA1 / 100 m2SU 1000

RA3 / 250 m2

A posting of 1000 euros plus 15% tax, totaling 1150 euros, has been made to the mastersettlement unit. The master settlement unit has an option rate [Extern] of 75 %; which means that112.50 euro are deductible and 37.50 euro are non-deductible input tax.

You want to distribute the costs from the master SU to the participating SUs according toapportionment factor area; this means that 30% of the costs are distributed to SU 800 (total area150 m2) and 70% of the costs are distributed to AE 1000 (total area 350 m2).

Service charge settlementPrerequisites for predistributionTo post the costs of the master SU to the participating SUs, you have to create a master SUclearing account and a receiving account from master SU for the originally posted cost element inCustomizing. The costs are passed on in the service charge settlement.

Any remaining costs that are not predistributed on the basis of the data that you enter are postedto a remaining share account with the cost element that has been specified in Customizing.

Posting procedureYou have to make two postings for the service charge settlement involving master SUs:

1. Post the costs of the master SU to the assigned settlement units according to the calculationbasis specified.

2. Then follow the "normal" posting procedures used in the full settlement (see Full Settlementof Service Charges [Seite 350]).

The following example explains the posting procedures. You post 1150 euro to the master SU asfollows:

Account Debit Credit Accountassignmenton object

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Example: Service Charge Predistribution Calculation

April 2001 105

470400 Apportionable operating costs 1000.00

/ Master SU

154000 Tax 150.00

/ /

The input tax distribution for this document is as follows:

154000 Tax / 37.50 /

470900 Expense for non-deductible input tax 37.50 / Master SU

To distribute the costs from the master SU to theparticipating SUs with percentage rates 30% and 70%, thefollowing postings are made:

470499 Credit apportionable operating costs / 1000.00

Master SU

470400 Apportionable operating costs 300.00

/ SU 800

470400 Apportionable operating costs 700.00

/ SU 1000

154000 Tax / 112.50

/

470900 Expense for non-deductible input tax 112.50

/ Master SU

470999 Credit non-deductible input tax / 150.00

Master SU

470900 Expense for non-deductible input tax 45.00 / SU 800

470900 Expense for non-deductible input tax 105.00

/ SU 1000

The participating settlement units SU 800 and SU 1000 are credited to the lease-outs aspreviously, so that the costs of settlement unit SU 800 can then be allocated to the lease-outsaccording to the number of persons.

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Heating Systems

106 April 2001

Heating SystemsDefinitionHeating System [Extern]

UseIt is needed to collect the heating expenses of the rental units assigned via the settlement unitsfor the purpose of the external heating expenses settlement.

You can also use the heating system for carrying out an internal heating expenses settlement;the service charge settlement [Seite 350] takes account of all settlement units assigned to theheating system.

IntegrationSettlement unitTo make a correct posting, you assign the following to the heating system:

� Settlement units participating in the heating expenses settlement

� Credit-side settlement unit [Seite 381] (external heating expenses settlement)

Plant Maintenance (PM)Heating systems can be represented in the system as functional locations [Extern].

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Editing Heating Systems

April 2001 107

Editing Heating SystemsPrerequisites� Credit-side settlement units are available

� Cost account for credit-side SU is available

Procedure1. You can edit a heating system using one of the following:

a. Accounting � Real estate management � Master data � SCS infrastructure �Heating system � Create/Change

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure � Heating system � Create/Change

The number of the business entity (BE) ensures that the central heating system isassigned to this BE only. If you do not enter a BE number when creating the master data,the central heating system is created for all BEs.

2. Edit the object

Activity Where? Information

Make an externalheating expensessettlement via asettlement company

Group box Heatingsystem

Do not set the indicator Internalsettlement

Assign a functionallocation to the heatingsystem

Extras � Plantmaintenance

The Plant Maintenance (PM) componenthas to be active in Customizing for RealEstate and the relevant functionallocations have to be available

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Editing Heating Systems

108 April 2001

External heating expenses settlementIn the Credit SU group box, specify thecredit-side SU for the external heatingexpenses settlement.

In the Settlement group box, enter SUs,to which the costs are to be posted.

These costs are apportioned dependingon the service charge keys and reportedto the external settlement company.

All settlement units should have thesame participation ID.No check is made as to whether thecorrect settlement units have beenentered according to the internal orexternal settlement.

Assign the heatingsystem to thesettlement unitsneeded for thesettlement

Assignmentsettlement units

Internal heating expenses settlementThe central heating system is specifiedfor information only. You do not have toassign settlement units.

3. Save your data

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Releasing RE Objects for Account Assignment

April 2001 109

Releasing RE Objects for Account AssignmentUseMass release (System Status: Released [Seite 970]) of all selected Real Estate objects; you canalso release objects in the master data screen.

Procedure1. Choose Accounting � Real estate management � Tools � Account assignment �

Account assignment approval.

2. Enter your selection criteria.

There are several options for releasing Real Estate objects that are not yet approved:

a) Simply by selecting an object class (Example [Seite 110])

b) By combining object class and object numbers (Example [Seite 111]).

3. Choose Execute.

You receive a list of all selected objects that do not yet have the system status Released.

Action Procedure

Release only certain objects in this list Flag the required objects

Release all objects Choose Select all

4. Choose Release.

5. To firmly assign the system status Released to the selected objects, choose Save.

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Example: Mass Release via Objects Class Only

110 April 2001

Example: Mass Release via Objects Class Only Selection

You choose:

– The object class Business entities in the group box Which object class

– And leave the following input fields empty

Result

This selection results in:

– All business entities of the specified company code that do not yet have the systemstatus Released being listed for release

The same applies to the other Object classes.

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Example: Mass Release via Combination Object Class and Object Number

April 2001 111

Example: Mass Release via Combination Object Classand Object Number

Selection

You choose:

– The object class Rental units in the group box Which object class

– And specify the number of the business entity in the Business entity field below

Result

This selection results in:

– All rental units of the specified business entity that do not yet have the system statusReleased being listed for release

The same applies for all possible selection combinations of object class and objectnumbers.

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Business Partner

112 April 2001

Business PartnerPurposeThis component represents business partners who participate in the business processes of RealEstate Management.

Implementation ConsiderationsThis component is an absolute requirement for the following RE components:

� Rental

� Third-party management

� Correspondence

FeaturesA business partner can be one of the following:

� a natural person

� an organization (legal person)

Role categories determine, in combination with the real estate-specific application, the exactfunction of the partner within the business transactions. Several role categories can be assignedto one business partner.

The role category can be given a further, detailed level of description by using freely definablerole types.

Business partner Application Role category Role type

John Doe Lease-out Tenant with customer account

Guarantor

Private tenantCommercialtenantRoomer

Building Caretakeretc.

Business partners with customer accountBusiness partners that occur as customers (for instance tenants) in business transactions aredisplayed by means of customer roles.

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Real Estate-Specific Partners

April 2001 113

Real Estate-Specific PartnersFor each application in R/3 Real Estate (for example, lease-out, application), there are rolecategories for business partners predefined by the system.

In Real Estate Customizing, you can assign additional role categories to the applications andadditional role types for the application to each role category.

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Partners for Lease-Out

114 April 2001

Partners for Lease-Out

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Roles Functions

0202 Payer withcustomer accnt

account holder if the total rent is not paid by the mastertenant but by a third person

The assignment is optional; if you want you canenter the account of the alternative payer withits name in the data in the master data of theTenant with customer account.

0600 Tenant withcustomer accnt

required at the latest when the lease-out is activated;the debit position posts the receivables from the tenantwith customer account;

0601 Tenant a tenant without a customer account in FI; additionallyreceives correspondence of the tenant with customeraccount;

0624 Subsidizer withcustomer accnt

required if the rent is not fully paid by the tenant butpartially by other partners (for example, social welfareoffice)

0636 Bank for deposit required, if another deposit type than a cash deposit(for example, savings book) is specified;

0200 Guarantor guarantor for rental deposit;

0655 Guarantor person you can specify as guarantor of collateralsecurity when specifying additional rental deposits.

Each business partner already assigned to thelease-out can also function as a guarantor.

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Partners for the Application

April 2001 115

Partners for the Application

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Roles Functions

0640 Applicant required for creating applications and offers for lease-outs; if youintegrate an application into an offer, then the applicant is copied tothe offer as partner;

0641 Co-applicant enables you to include additional persons as partners in thehousehold of an applicant (for example, spouses, children); if youintegrate an application into the offer, then the co-applicants arecopied to the offer - depending on the settings in Customizing;

Depending on the settings in Customizing, you can assign further partner roles to anapplication and copy these into an offer.

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Partners: Offer for the Lease-Out

116 April 2001

Partners: Offer for the Lease-Out

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Role Functions

0640 Applicant Required for creating offers for lease-outs (LO); if you integrate anapplication into an offer, then the applicant is copied into the offer aspartner;

If a lease-out is automatically created by means of the offer, then theapplicant is set as the master tenant.

If you have not yet saved the applicant as a customer, s/he is createdas a tenant with customer account (requirement for activating thelease-out);

0641 Co-applicant enables you to include additional persons into the household of anapplicant in the offer as a partner (for example spouses, children);

these partners are not copied when a lease-out is createdautomatically;

An offer can contain further partner roles that have been copied from an application.

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Partners for Owner Management

April 2001 117

Partners for Owner Management� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� Since you can define other role categories specific to your company in Customizing,additional role categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions remain the same.

RC Role Activity

0800 Owner

Applies to objects:

Business entity

Property

Building

Rental unit

This role has to beassigned to ownermanagement inCustomizing, and notto the Real Estateobjects!

Refers to the owner (with customer account) of a Real Estateobject and is required for the owner settlement;

Owner management has to be set to "active" in Customizing forReal Estate.

The owners assigned to the business entity can be automaticallycopied to the properties or buildings.

To carry out an owner settlement, you must have:

- Created a vendor account for each owner

- Assigned the vendor account (vendor) in the master data of theowner

See also:Assigning Owners [Seite 70]

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Partners for the Land Register

118 April 2001

Partners for the Land Register

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Role Functions

0810 Land register provides the name and address data of a Land Registry;

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Partners for the Business Entity

April 2001 119

Partners for the Business Entity� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� Since you can define other role categories specific to your company in Customizing,additional role categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions remain the same.

RC Role Activity

0630 Court Places of jurisdiction0635 State Central Bank

(Germany)Required by law to print letters regarding the approval of index-linked lease-outs

0801 Broker Broker for the business entity0997 SCS clerk Clerk for service charges settlement0998 Clerk General clerk

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Partners for the Property� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� Since you can define other role categories specific to your company in Customizing,additional role categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions remain the same.

RC Role Activity

0801 Broker Broker for property

0806 Administrator Contractual party for the owner

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Partners for the Building

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Partners for the Building� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� Since you can define other role categories specific to your company in Customizing,additional role categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions remain the same.

RC Role Activity

0801 Broker Broker for the building

0802 Notary Notary for the building

0803 Property developer Property developer for the building

0804 Primary contractor Primary contractor for the building

0805 Primary receiver Primary receiver for the building

0806 Administrator Contract party for the owner

0807 Technology Technician for the building

0808 Caretaker Caretaker of building

0809 Architect Architect for the building

0998 Clerk General clerk

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Partners for the Rental Unit

122 April 2001

Partners for the Rental Unit� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� Since you can define other role categories specific to your company in Customizing,additional role categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions remain the same.

RC Role Activity

0645 Authorized to determine tenant Special clerk

0646 Authorized to suggest tenant Special clerk

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Partners: External Comparative Apartment

April 2001 123

Partners: External Comparative Apartment

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Role Functions

0610 Tenant ext.comparat.apartment

Refers to an owner of an external comparative apartment;

0800 Owner Refers to an owner of an internal comparative apartment;

0998 Clerk General clerk

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Partners for Expert Opinion

124 April 2001

Partners for Expert Opinion

– Only the partners preset by SAP in the delivery are listed!

– Depending on the setting in Customizing, there may be fewer role categories set forselection.

– Since you can also define further role categories of your company in Customizing, itcan also be that additional role categories are available.

– If you have defined role types for the role categories, the name of the role typeappears instead of the name of the role category but the original functionality is thesame.

RC Role Functions

0815 Expert rent adjustment using expert opinions;

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Partners for the General Contract

April 2001 125

Partners for the General Contract� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� As you can define other role categories specific to your company in Customizing, additionalrole categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions stay the same.

RS Role Function602 Landlord with vendor

accountSpecific partner with customer account for the lease-in [Extern]

Credit View:In the credit view (condition type), the landlord with vendoraccount represents the landlord of the LI objects.The system creates the partner as a Customer. Postings to thevendor account can only be made if:- A vendor (account) has been created for this partner- The partner has been assigned to the master data of the

Landlord with vendor account

Credit View:We recommend making only one assignment - a Contractingpartner with a customer account if this is a lease-in with debit view(condition type).

603 Contracting partnerwith customeraccount

Contracting partner for contracts that have debit views(conditions).

604 Contracting partnerwith vendor account

Contracting partners for contracts that have credit views(conditions). Refer to Landlord with vendor account for informationon making postings to vendor accounts.

998 Clerk

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Business Partners with Customer Account

126 April 2001

Business Partners with Customer AccountBusiness partners who are managed as customers are assigned a customer account in themaster data of Financial Accounting.

Relevant customers in RE Real EstateThe following role categories exist in RE Real Estate as relevant customers:

RK Roles Application Activity

0600 Tenant (debitside)

Lease-out This role is required when you activate the lease-out;the debit position posts the receivables from the tenantwith customer account

0202 Alternativepayer/payee

Lease-out Required if the total rent is not paid by the mastertenant but by a third person

0624 Subsidizer (withcustomeraccount)

Lease-out Required if the rent is not fully paid by the tenant butpartially by other partners (for instance, social welfareoffice)

0800 Owner Businessentity/property/building/rental unit

Refers to the owner(s) of an object (with customeraccount) and is required for the owner settlement; inthis case, the indicator has to be set for ownermanagement in Customizing for Real Estate. To carryout an owner settlement, you must have:

– Created a vendor account for each owner

– This vendor account (vendor) must beassigned in the owner master data (to do so,the view 0160 General: Control - Generalhas to be assigned to the role category inCustomizing for Real Estate, see below)

Assigning customers to business partners or role categoriesYou can assign customer accounts to a role category as follows:

Situation Procedure

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Business Partners with Customer Account

April 2001 127

1. Automaticallycreate a customeraccount in the FIcomponent whencreating a businesspartner for a rolecategory

You have to make at least one assignment of a customer view to therole category in Customizing for Real Estate:

R/3 Real Estate -> Partner Data -> Controlling Business PartnerMaintenance -> Field Modification Business Partner -> Role Category- View Allocation

The following are defined as customer views:

– 0010 CoCd: Account management

– 0020 CoCd: Account interest

– 0030 CoCd: Automatic payment transaction

– 0040 CoCd: Payment data

– 0050 CoCd: Dunning data

– 0110 CoCd: Tax data

– 0150 CoCd: Control - payment

– 0170 CoCd: Control - account

If you call up only one customer view for the role category in themaster data of a business partner (even without entering any data!!), acustomer for the role category is created when you save the data. Ifyou do not explicitly call up the view, no customer account is createdfor the partner.

If you want to make it a requirement to create a customer account,you have to enter at least one field from a customer’s view as arequired field. This field has to be maintained either via theCustomizing default values or by manual entries.

If you want to fully prevent the creation of customers forparticular role categories, do not assign customer viewsto these role categories.

2. Business partnerwith role categoryand customer viewsexist (see above),but customer doesnot yet exist

In the lease-out master data, you can tell from the Customer columnof the Partner overview screen if the partner exists as a customer. Ifnot, there are three ways of creating a customer for the partner:

a) Call up and save a customer view in the master data of a partner

b) Select a partner with the cursor and choose Environment ->Create customer

c) Select a partner with the cursor and choose Environment ->Assign customer An existing customer in FI is assigned

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Business Partners with Customer Account

128 April 2001

3. Create a businesspartner withcorresponding roletype with referenceto an existingcustomer

Two possibilities exist here:

a) Choose Master data � Business partner � Special functions �Create business partner from customer.

b) Create a business partner from an application using a searchfunction. If the search is unsuccessful, the Assign customerfunction is displayed in the next dialog box.

4. Assign an existingbusiness partnerwithout a customeraccount and anexisting customer

Choose Master data � Business partner � Special functions �Change business partner with customer reference

Editing business partner with customer accountYou can also edit the customer master data with a role category (for example, tenant withcustomer account) in Financial Accounting since the data for the role category is updated, apartfrom the address data.

Never edit changes to the address data of a customer in partner management usingthe customer master data in Financial Accounting.

This data is not updated in partner management.

See also:Dealing with Payment Methods [Seite 179]

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Business Partner Processing

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Business Partner ProcessingPurposeWith partner management, you can represent all business relationships in the system that maybe required between business partners while managing the rental of real estate. The mainprocesses covered are:

� Postings and incoming payments using customer accounts (tenants)

� Correspondence with selected partners

Process Flow1. Determine the following in Customizing for Real Estate:

a) The required role categories or role types for the individual applications (see also:Business Partners with Customer Account [Seite 126]).

b) Correspondence for selected partners (see also: Correspondence [Seite 798])

2. Enter the master data. You can create business partners by using a central function ordirectly from the specific application (for example, lease-out, rental unit). There arevarious edit functions available for this:

Create partner Change partner Assign partner

You can call this functioneither from the master datamenu (Master data �Partner) or from theindividual applications.

FunctionThree functions are providedhere:

a) You can assign apartner already existingin the system to thechosen role category.

b) You can create a newpartner for the chosenrole category.

c) You can enter data forthe partner and the rolecategory.

You can call this functioneither from the master datamenu (Master data �Partner) or from theindividual applications.

FunctionYou can edit a partneralready existing in thesystem:

a) You can assign furtherrole categories to thepartner.

b) You can enter data forthe partner and the rolecategory.

You can only call thisfunction from the individualapplications.

FunctionYou assign existingpartners with rolecategories to the individualapplications.

Subareas of the partner master data have different functions in the applications, and thisdata should be maintained:

Application Role category Required data

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Business Partner Processing

130 April 2001

Lease-out 0202 Alternativepayer/payee

0600 Tenant (debit side)

0624 Subsidizer (withcustomer account)

Maintenance of collection authorization ifpayment method Bank collection was chosen

Business entity

Property

Building

Rental unit

0800 Owner

This role has to beassigned to ownermanagement inCustomizing, and not tothe Real Estate objects!

Assignment of vendor if owner settlement[Seite 827] is to be carried out

Application 0640 Applicant

0641 Co-applicant

Maintenance of the monthly net income of anatural person if required as a selectioncriterion for finding suitable applicants for arental unit

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Editing Business Partner: Initial Screen Master Data

April 2001 131

Editing Business Partner: Initial Screen Master Data

– By means of this function, you not only create new partners for specific rolecategories cross-client but you can also assign specific role categories to alreadyexisting partners within a client.

– The procedure for each role category is not explained separately because it isbasically the same for all role categories.

1. Starting from the general menu, choose Accounting � Real estate management �Master data.

2. Starting from this menu, the following edit options are available:

Action Choose

Create/change tenant, broker orowner

the respective function via the menu option Businesspartner.

Edit other role categories Business partner �� Other roles ��Create/change.

You then specify the required application, for which apartner is to be created and press ENTER.

Then choose the desired role category and pressENTER.

In both cases, you receive the dialog box Choose Partner: Initial Screen [Seite 132].

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Editing Business Partner

132 April 2001

Editing Business PartnerEnter your data in the dialog box Choose Partner: Initial Screen and choose the functionContinue.

If your previously defined data corresponds to one of the partners that exist in the client,you receive a list of these partners in the dialog box Name.

If you want to assign one of these partners to the chosen role category, copy the partnerby double-clicking on it and then save it.

Should you not want to copy any of the existing partners, choose Cancel. You return tothe dialog box Choose Partner: Initial Screen with further functions:

If Then

you again want to list all partners availablein the client for the specified selectioncriteria and assign the chosen role categoryto one of these partners

choose Continue or press ENTER.

You receive a list of all partners accordingto your selection criteria.

Position the cursor on the required partnerand choose the function Choose. Thenyou may edit name and address [Seite133].

you want to directly create a partner for thechosen role category,

choose the functions Create nat. person orCreate organization.

Then you may edit name and address[Seite 133].

you want to create a role category withdebit-side view (for example, tenant withcustomer account) and assign an existingcustomer from Financial Accounting,

choose the Assign customer function.

Requirement: customer inFinancial Accounting and debit-side role category haveidentical account group.

Save your data.

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Editing Business Partners: Name and Address

April 2001 133

Editing Business Partners: Name and AddressDepending on whether you want to create or change a business partner, the input fields may

or may not be filled.

1. Maintain your data in the group box Name and Address.

2. If you want to maintain several addresses as well as the address ID, choose the Addressoverview tab.

You go to the address maintenance overview.

Default addressHere you set the default address ID. This may be useful for the correspondence.

Addresses1. If you want to assign several of the existing addresses in the system or a new address to the

partner, then choose Assign address.

A dialog box is displayed (Choose Address: Initial Screen).2. Maintain your data and choose Execute.

A dialog box is displayed (Address) showing a list of existing addresses (for all clients).

Action Procedure

Assign an existing address Position the cursor on the address and choose the Choose.

In the next screen, you can edit the address data using theChange address and Telecommunications functions.

Create a new address Choose Cancel, and then in the dialog box Choose Address:Initial Screen the function Create address.

Maintain the data in the dialog box Create address and thenchoose the Copy address function.

In the next screen, you can edit the address data using theChange address and Telecommunications functions.

OtherYou have the following editing options in this screen:

� Editing Business Partners: Role Category [Seite 134]

� Editing Business Partners: Data on the Partner [Seite 136]

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Editing Business Partners: Role Category

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Editing Business Partners: Role Category1. Choose the Role overview tab.

An overview of the role categories assigned to the partner is displayed.

2. The following options for maintaining data on the role category are available.

a. If you want to assign further role categories to the partner, choose the function Add rolecategory.

� Choose the required role category in the dialog box for the partner and pressENTER.

� The chosen role category is assigned to the business partner. If you assigned arole category with a customer account, a customer is automatically created inFinancial Accounting when you save the data.

b. If you want to maintain data for a role category (for instance account determination, taxdata, payment transactions), select the required role category and press ENTER.

3. You may then edit data specific to roles:

Depending on the chosen role category for a partner, you can maintain only certaindata.

The following tables give an overview of all menu options provided for data maintenanceof the role category.

Activity Description

Goto � General data � Role data You maintain role types, address indicatorsand authorizations for the role category

Goto � General data � Credit standing Credit standing for loan contracts, creditinformation agencies, and so on

Goto � General data � Tax data Here you maintain fiscal data for the rolecategory

Goto � General data � Reporting data You maintain data on the German BankingAct

Goto � General data � Control You set the account and payment control aswell as cross-company code clearing

Goto � General data ��Bank You maintain data for a partner of type "bank"

Goto � Company code data ��Accountinformation

You make settings for the reconciliationaccount and cash management group

Goto � Company code data ��Accountinterest

You maintain data for the interest calculation

Goto � Company code data��Autom.payment transactions

You maintain the payment methods of therole category

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Editing Business Partners: Role Category

April 2001 135

Goto � Company code data ��Paymentdata

You maintain the payment data of the rolecategory

Goto � Company code data ��Dunningdata

You maintain the payment data of the rolecategory

Goto � Company code data ��Reportingdata

You maintain data on the German BankingAct

Goto � Company code data ��Control You specify as to whether a vendor exists forthe partner in the company code

Goto � Company control data��Relationships

You maintain the relationships of the partnersto each other

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Editing Business Partner: Data on the Partner

136 April 2001

Editing Business Partner: Data on the Partner

The following tables give an overview of all the menu options provided for datamaintenance of the partner.

Functions Description

Goto ��Central data � Bank details You maintain the bank details of thepartner.

See also the section Payer withcustomer account in Partners forlease-out [Seite 114]

If you agreed on collection authorizationas a payment method with a partner withcustomer account in R/3 Real Estate,then select the Collection authorizationfield for at least one set of bank detailsspecified here.

Also see:Treatment of Payment Methods (RE RealEstate) [Seite 179]

Goto � Central data � Personal data You maintain birth and family data as wellas data for the nationality of a naturalperson.

Goto � Central data � Employmentdata

Here you maintain data on the professionand employment of a legal person.

When you create an applicant in R/3 RealEstate, then the monthly net income thathas been maintained here (monthlyincome) is copied into the Householdincome field.

Goto � Central data � Legal data You maintain data on the legal form,balance sheet, trade register andoperation of an organization.

Goto � Central data � Fiscal year You maintain business data for a certainfiscal year of an organization.

Goto � Central data ��Relationships Here you maintain relationships of thepartners to one another (for example,married couple, commune).

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Extras ��Administrative data Here you maintain additional data on thepartner. This data functions as additionalselection criteria when searching for apartner.

Extras ��Additional data Here you can enter additional informationon the partner by means of the definedfields (in partner managementCustomizing).

Extras � Release history Displays information on the releasestatuses maintained in Customizing.

Extras ��Memos You reach the general memo bookfunction of the R/3 System.

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Standing Instructions

138 April 2001

Standing InstructionsUseStanding instructions are general agreements made with a business partner for processingtransactions of the same type.

Standing instructions include transaction authorizations, payment details for a business partnerfor incoming and outgoing payments, and any correspondence which may be necessary with thebusiness partner, as well as derived flows.

The standing instructions are used as default values when you enter a financial transaction.

Payments to a business partner are often processed using the same bank details.

In the standing instructions for correspondence, you can define for each businesspartner, for example, whether you want an external correspondence type to beprinted or faxed.

IntegrationThe standing instructions are part of the master data for a business partner. You go to them fromthe business partner master data by choosing the Standing instructions. You can also find themvia the menu by choosing Treasury �Treasury Management � Basic Functions � Master Data� Business Partner � Standing instructions.

See also:Transaction Authorizations [Extern]

Payment Details [Extern]

Correspondence [Extern]

Derived Flows [Extern]

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Assigning Partners

April 2001 139

Assigning Partners

– You cannot call this function via the master data menu (Master data � Partner) butonly from the respective applications by means of the function Assign partner.

1. The dialog box Choose <Role>:Initial Screen is displayed.

2. Enter your data in the dialog box and choose Execute. You receive the dialog boxChoose <Role>: Overview, in which all the already existing partners of a client are listedaccording to the previously chosen role category and entered data (selection criteria).

From the Lease-out application, you have chosen the Tenant with customeraccount role category via the Assign partner function. Enter a name, such as Doeand choose Execute.

As a result, you receive a list of all the existing partners

- who have the role tenant with customer account

- who have the surname Doe.

3. To assign a partner to the application, position the cursor on the required partner and choosethe function Choose.

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Rental

140 April 2001

RentalPurposeThis component incorporates all functions necessary for the rental process:

� Lease-out management (processing of applications, offers, lease-outs, notices to terminate)

� Rental accounting (processing of debit position, accruals/deferrals, postings, rent collection)

� Service charge settlement

� Rent adjustment

� Sales-based rent settlement

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Application and Offer Management

April 2001 141

Application and Offer ManagementPurposeThis component provides the functions with which you can find suitable applicants for vacantrental units or vice versa.

Implementation ConsiderationsInstall this component if you want to manage interested parties for rentals and to offer themsuitable vacant rental units well in advance.

IntegrationYou have to install the following RE components to be able to use this component:

� Lease-out, management

� Correspondence

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Application and Offer Management

142 April 2001

Application and Offer ManagementPurposeThis component provides the functions to find suitable applicants for vacant rental units or viceversa.

In the application, you collect the applicants' requirements with respect to the property they wishto rent as well as all data relevant to the applicants. In the rental request, you collect therequirements of interested parties regarding their rental, such as rent price, location, usage type,area factors, fixtures and fittings and rental start date. This data helps you in the subsequentrental process to assign rental requests [Extern] to suitable rental units.

When creating offers based on applicant data, you have the option of using further selectioncriteria, such as income, credit standing and family details, to find suitable applicants for a certainrental unit.

The system generates lists of proposals from which you select suitable applicants or rental unitsfor your offers. When you create an offer, the system automatically copies to the offer all datarelevant to the applicant or to the object to be rented, while monitoring approvals or rejectionsand the creation of the accompanying correspondence.

As a final step, you can automatically convert offers with the applicant's approval to rentalagreements.

Process FlowI. Creating an application1. You have to create an application for each applicant. You can assign as many rental

requests to an application as required.

2. In the applicant master data (partner management), you maintain applicant criteria forNatural persons (for example, nationality, household income, number of children, annual ormonthly net income). This is useful if you want to select applicants based on this criteriawhen assigning rental requests to a rental unit.

3. In the rental request, you determine the selection criteria, that is the applicant'srequirements of the rental unit. These requirements may relate to the building type, district,transport connections, rent, room types, area types and size or floor location. You can createseveral rental requests for an application.

II. Assigning rental requests and rental unitsThere are various ways of making the assignment:

� Assigning rental requests to a rental unit:

� By means of the selection criteria and applicant criteria, the system assigns variousrental requests or applications to a rental unit.

� With the help of the applicant criteria, you can exclude certain applicants using thecriteria (for example, monthly net income).In this case, you have to maintain this applicant criteria in partner management of themaster data (applicant/co-applicant).

� You can also determine which selection criteria are generally used for the assignment(Example [Seite 154]).

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Application and Offer Management

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� Assigning rental units to a rental request:

� By means of the selection criteria, the system assigns existing vacant rental units(system status Vacant) to a rental request.You can activate this directly in the master data of the rental request or by using aspecial report.

� Only the special report enables you to determine which selection criteria are used for theassignment (Example [Seite 156]).

The more detailed the data is in the master data of rental units and partners(applicant/co-applicant), then the more effectively and accurately the rental units andrental requests can be assigned.

II Creating offersYou can create offers in various ways:

1. Creation by means of applications

a. In the master data of the application (only in display mode), offers can be automaticallycreated from the list that was generated by the assignments (see II). In this case, thepartners of the application and the data from the rental unit (for example, conditions) areautomatically copied into the offer.

b. In the master data of an offer, you can assign an application directly. In this case, thepartners of the application are automatically copied into the offer.

However, the system does not check whether the proposed rental unit meets theselection criteria of the rental request.

2. In addition, you can also create an offer without reference to an application.

Using the correspondence function, you then print the letters and the offer to be sent.

IV Changing offers into rental agreementsOffers can be changed to rental agreements automatically.

In this case, the entire data of the offer (for example, conditions) is copied directly to the masterdata of the rental agreement and can be further edited.

The applicant and co-applicant can be automatically changed to tenants, depending on thesettings in Customizing for Real Estate.

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Applications

144 April 2001

ApplicationsDefinitionThis is an applicant's inquiry concerning a rental unit. An application consists of the following:

� Partner master data of the applicant

� The actual rental request

UseYou use applications to:

� Create data on applicants

� Display the applicants’ requirements for the rental unit(s) requested.

StructureThese requirements are defined in a rental request [Extern].

The applicant is defined as a business partner. Applicant criteria, that is criteria that are to betaken into account with a later assignment of a rental unit, are maintained within the partnermanagement master data.

If an applicant is looking for different rental units (for instance with regard to fixtures and fittings,usage), you can assign several rental requests to the application.

IntegrationEvaluation of the rental requestsDue to the selection criteria entered, the following can be assigned automatically:

� Suitable applicants or rental requests for a vacant rental unit;

You make the selection by means of the selection criteria and applicant criteria.

� Suitable vacant rental units for a rental request;

Here you can only select by means of the selection criteria.

Rental unit occupancy obligationYou can store accommodation entitlement certificates or other statements in the applicationmaster data.

You maintain the occupancy obligation in Customizing of Real Estate; however you maintain theassignments in the rental unit itself.

OfferYou can automatically create offers [Seite 159] for a rental unit on the basis of existingapplications.

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Creating Commercial Applications

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Creating Commercial Applications1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Tenant information �� Applications �� Commercial � Create.

2. Choose Create applicant or enter an existing applicant.

You receive a dialog box Choose Partner: Initial Screen of partner management, in whichthe applicants or co-applicants are maintained [Seite 132].

If you have chosen a natural person as partner, use Goto � Personal data or Goto� Employment data within the partner management master data to maintain applicantcriteria (for example, number of children, net income), which can then be used to selectapplicants when assigning rental requests to a rental unit.

After you have created the applicant or the co-applicant in partner management, youreturn to the applicant editing screen.

3. Choose the General data function and maintain the data for the application. The followinginformation is important:

Field Information

Option information as to whether the applicant opts for input tax [Seite 837] or not isnot used as a selection criterion

Credit standing Used as a selection criterion for the allocation to rental units

You can define credit standing levels in Customizing for Real Estate in asmuch detail as required

The credit standing entered here is not related to the credit standingspecified in the partner management

4. If you want to create additional partners for the application or change existing partners,choose the Partner overview [Seite 146] function.

5. To create a rental request, choose the New rental request [Seite 147] function.

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Editing the Application: Business partner

146 April 2001

Editing the Application: Business partner R/3 Real Estate provides you with Business partners [Seite 115] for the Applicationapplication.

1. To access partner management, choose the Partner overview function.

2. There are several ways to edit partners:

Action Choose

Create partner Create partner

Position the cursor on the required role andpress ENTER.

You can now edit partners for the role category[Seite 132]

Assign partner (from client) with role Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosenrole category [Seite 139].

Edit assigned partner Choose

You can now edit [Seite 133] the master datafor the business partner.

Cancel assignment Delete assignment

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Editing Rental Requests

April 2001 147

Editing Rental RequestsUseBy means of this function, you enter the requirements expressed by the applicant on the rentalunit s/he is searching for. These are used as selection criteria for the later allocation of vacantrental units or those that will be vacant in the future to the application.

Procedure1. To define the requirements profile for the rental units being searched for, choose the New

rental request function

2. In the dialog box, enter the required usage and choose Continue.

By means of the usage type, you select the usage which the applicant is planning for therental unit s/he is searching for.

You can define different selection criteria as required:

Choose Description

Object If the applicant is interested in a particular rental unit, enter this rentalunit in the Concrete object group box. However, this specification is notchecked against the rental unit, that is, as to whether the selection criteriaspecified here correspond to the characteristics of the rental unit.

You can maintain additional selection criteria in the Object descriptiongroup box; this depends on the usage type chosen beforehand (settingsin Customizing for Real Estate).

If you want to maintain a maximum rent as selection criterion (rent up tomax.), you maintain this in the Conditions group box.

Rooms By means of the List of room types function, select the required roomtypes and choose Copy

Areas By means of the List of area types function, select the required areatype(s) and choose Copy. Then enter the area sizes.

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Editing Rental Requests

148 April 2001

Characteristics You can choose between five different criteria for the characteristics of therental request:

Req: Requirement that must be fulfilled

Yes: Requirement should be fulfilled

NtImp: Requirement is irrelevant

No: Requirement should not be fulfilled

Nev: Requirement should never be fulfilled

For the automatic assignment of rental requests to rental units, only threeof the above levels are currently evaluated for the characteristics, that isReq and Yes are identical, as are No and Nev.

This function will be enhanced in future releases.

Location Select the required geographical location of the object and choose Copy

Floors Select the required floor(s) and choose Copy

3. You have these options for processing:

Action Choose

Delete rental request Edit � Delete rental request

Create another rental request for the sameapplicant

Back and then the New rental requestfunction

4. Save your entries.

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Creating Private Applications

April 2001 149

Creating Private Applications1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Application �� Private � Create.

2. Click on the arrow next to the Partner field.

You receive a dialog box Choose Partner: Initial Screen of partner management, in whichyou enter or maintain data for applicants or co-applicants [Seite 132].

If you have chosen a natural person as partner, use Goto � Personal data or Goto� Employment data within the partner management master data to maintain applicantcriteria (for example, number of children, net income), which can then be used to selectapplicants when assigning rental requests to a rental unit.

After you have created the applicant or the co-applicant in partner management, youreturn to the applicant editing screen.

3. Choose the General data function and maintain the data for the application. Note thefollowing:

Field Information

Household income Filled from the employment data specified in partner management(field for monthly income).

If you have entered Co-applicant data, the field displays the totalmonthly income of the applicant and co-applicant.

This is used as a selection criterion.

Credit standing Used as a selection criterion for the assignment to rental units.

You can define the credit standing levels in Customizing for RealEstate in as much detail as required and use this to set priorities.

The credit standing entered here is not related to the credit standingspecified in the partner management.

Entitlement certificate Here you determine which occupancy condition the applicant fulfills;

It is used as a selection criterion when assigning rental units, bymeans of the occupancy obligation maintained time-dependentlythere.

4. If you want to create additional partners for the application or change existing partners,choose Partner overview [Seite 146].

5. To create a rental request, choose New rental request [Seite 147].

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Displaying an Application: Creating an Offer

150 April 2001

Displaying an Application: Creating an Offer1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental..

You branch to lease-out management.

2. Choose Application � Commercial/Private � Display.

3. Enter the number of the application and choose the General data function.

4. There are two procedures available to display a rental request:

Last rental request Function Rental request list Function

By means of this function, you edit the lastrental request of the application youcreated.

From a list of all rental requests of theapplication, choose the rental request tobe changed.

If you have entered only one rental requestfor the applicant, you directly receive thedata of the rental request.

5. To create an offer by means of a rental request, choose the Find suitable RUs functionwithin a rental request.

You can now create an offer [Seite 160].

You can create a list of the rental requests also by means of Information system ��Master data/Contracts � Rental request.

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Applications: Evaluating Rental Requests

April 2001 151

Applications: Evaluating Rental RequestsUseYou assign applications of a rental unit or rental units to an application with this function.

You can then create offers for the applications.

PrerequisitesOnly the following rental units are considered:

� Vacant rental units

� Rental units that will have vacant status in the future (lease-outs for a limited period, notice)

ProcedureStarting from the general menu, choose Accounting � Real estate management � Rental �Application � Assign.

You have two options for assigning applications and vacant rental units:

Action Choose

Assign suitable rental requests to a rental unit To a rental unit [Seite 152]

Assign suitable rental units to a rental request To an application [Seite 155]

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Assigning Applications to Rental Units

152 April 2001

Assigning Applications to Rental Units1. Choose Application � Assign object � To a rental unit.

Here you specify which data maintained in the rental unit is to be compared with theselection criteria specified in existing applications (or rental requests) or used for theassignment (Example [Seite 154]).

2. Specify the rental unit to which applications are to be assigned.

If Then

You want to display already existing offers forthe rental unit

Choose the Offer overview function

You want to copy data of a reference offerinto offers you create during assignment

Specify the reference offer

You define a reference offer within the masterdata of an offer

3. Maintain your selection and applicant criteria.

If Then

You want to maintain selection criteria Select them in the group box Selection criteriafor rental requests

You want to use rent conditions as selectioncriterion

Maintain these in the group box Rent amount

You want to maintain additional selectioncriteria but also applicant criteria

Select the Additional criteria field

4. To receive a list of suitable applications, choose the Find applications function.

If you have flagged the Additional criteria field, you branch to another screen. Here,you can enter further selection criteria for the applications.

Then select Execute.

You receive a list of the selected applications with the rental requests.You sort the list using the respective functions.

If Then

You want to display master dataof a rental request

Select the corresponding rental request and choosethe Display application function

You want to create an offer Select the corresponding rental request and choosethe Create offer or Create + print offer function

If you have assigned a reference offer beforehand,these specifications are copied

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Assigning Applications to Rental Units

April 2001 153

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Example Evaluating Selection Criteria for a Rental Request

154 April 2001

Example Evaluating Selection Criteria for a RentalRequest

In a rental unit, you maintained data on the usage type, location, storey and numberof rooms.

If you now choose Usage type and Location as the only selection criteria, the otherselection criteria in the created applications (storey, number of rooms, if they havebeen maintained at all) are not taken into account for the allocation to the rental unit.

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Assigning Rental Units to Applications

April 2001 155

Assigning Rental Units to Applications1. Choose Application � Assign � To an application.

Here you specify which selection criteria maintained in a rental request are to becompared with the data specified in the rental units or are to be used for the assignment(Example [Seite 156]).

If Then choose

You want to display an overview of the existing offers to the applicant Offer overview

You want to display the applicant's application Display application

2. Maintain your selection criteria.

If Then

You want to maintain selection criteria Select them in the group box Selectioncriteria for rental units

You additionally want to allow certaintolerances for rent conditions and total areasize

Maintain them in the group box Tolerances

3. To receive a list of the rental units, choose the Find rental units function.

4. You get a list of the selected rental units.

Action Select

Display rental unit master data The respective rental unit and choose Display rental unit

Create an offer The respective rental unit and choose Create offer or Create+ print offer

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Example Evaluating Selection Criteria for an Application

156 April 2001

Example Evaluating Selection Criteria for an Application In a rental request, you have maintained data on the usage type, location, storey andnumber of rooms as criteria.

If you now choose Usage type and Location only, the other selection criteria in therental request (storey, number of the rooms) are not taken into account for theallocation to the rental unit.

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Applications: Overview Display

April 2001 157

Applications: Overview DisplayUseUse this function if you wish to generate a list of applications and corresponding rental requestsbased on your own selection criteria in order to edit the applications.

FeaturesFrom this list, you may:

� Display / change individual applications

� Assign selected rental requests to rental units

You can sort the list itself according to credit standing and date of receipt.

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Editing Application List Display

158 April 2001

Editing Application List Display1. Starting from the initial screen choose Accounting � Real estate management � Rental

� Application � Overview of applications.

2. Enter your selection criteria and choose Execute.

You receive a list of the selected applications.

Action Procedure

Edit / display application or rentalrequest

Position cursor and choose Display / changeapplication

Find matching rental unit for rentalrequest

Position cursor and assign rental unit [Seite155]

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Offers

April 2001 159

OffersDefinitionProposal for an applicant aimed at concluding a lease-out on a rental unit.

UseYou create offers to propose vacant rental units to one or several applicants.

You enter data in an offer relevant to the following:

� Applicant data

� Payment data

� Rental conditions

� Rental collateral

Reference offerYou use a reference offer to determine frequently used, invariable data and copy this to otheroffers when creating them.

You can only use reference offers when assigning rental requests or applications to a rental unit(Application � Assign � Search for application > rental units) as a basis for creating furtheroffers.

StructureAn offer is created from the master data of a lease-out.

IntegrationApplicationYou can create and edit offers on the basis of an application [Seite 144].

Creating lease-outsAn offer can be automatically converted to a lease-out when an applicant accepts the offer. Theapplicant is copied to the new lease-out as the main contractual partner or tenant, provided thatthe required settings have been made in Customizing for Real Estate.

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Creating Offers

160 April 2001

Creating OffersYou can create an offer also by means of the master data of an application.

1. Starting from the initial screen, choose Accounting � Real estate management � Rental �Offer �� Create.

Depending on the parameter setting in Customizing, you can assign the number ofthe lease-out either externally or internally.

2. Specify the rental unit for which an offer is to be created.You have two possibilities to create an offer:

with Application without Application

If you specify a previously createdapplication in the Application field, then thepartner from the application is automaticallyassigned to the offer

If you have not assigned a rental requestand/or another usage type (than that ofrental unit), you receive a warning message.You can ignore this by pressing ENTER

If you leave the Application field empty, youhave to create a new partner as applicant

3. To continue editing, press ENTER.You return to the offer editing screen.

How the offer is edited depends on the master data of a lease-out.

If Then

You have defined certainstatuses for the offers inCustomizing for RealEstate

You can specify a status in the Status field. The status islater used for evaluation (F4 help and information system)

You want to create areference offer

Enter your reference offer in the Status field

4. Save your offer.

You can change an offer into a lease-out: Changing Offers [Seite 161].

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Changing Offers

April 2001 161

Changing OffersUseTo edit offer data or to convert offers to lease-outs.

Procedure1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Offer �� Change, convert to LO.

2. Enter data as required.

3. You have two possibilities for editing:

If Then

You want to change the masterdata for the offer

Choose Master data and save your data

You want to transfer the offer to alease-out

Proceed as follows:

a) Choose Transfer to LO.If automatic creation of the customer is set inCustomizing for Real Estate, the applicant screen isdisplayed in the change mode. Save the partnerdata: The applicant is copied as Tenant withcustomer account.If the applicant is not saved as a customer in thesystem, you receive a message. If you want toassign a customer, choose Yes Edit [Seite 133] thecustomer and then save.

You can however also continue creating the lease-out by choosing No because the customer does nothave to exist until you activate the lease-out

b) If you have assigned settlement units to the rentalunit, the system branches to settlement participationof the lease-out. The service charge keys werecopied into the contract

c) Save again. You receive the message that thelease-out has been created

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Offers: Mass Processing

162 April 2001

Offers: Mass ProcessingUseWith this function, you process all existing offers for a rental unit (for instance: status change,mass print).

Procedure1. Starting from the initial screen choose Accounting � Real estate management � Rental.

You branch to rental management.

2. Choose Offer � Mass processing.

3. Enter your selection criteria and choose Execute.You receive a list of all the offers that were created for the specified rental unit.

If Then

You want to print an offer for an applicant Select the offer and choose the Print offerfunction

You want to print a rejection for anapplicant

Select the offer and choose the Printrejection function

You want to change the status of an offer Select the offer and choose the functionSet status function

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Lease-Out Management

April 2001 163

Lease-Out ManagementPurposeYou use this component to rent your own real estate portfolio or LI objects to third parties(external partners) or internally (own usage).

This component incorporates all functions necessary for lease-out management:

� Lease-out processing

� Notice processing

IntegrationWith other components of Real Estate Management (RE)Function you require Required components

Settling service charges Service charge settlement

Adjusting rents Rent adjustment

Calculating rent based on tenant sales (sales-based lease-out) Sales-based rent settlement

Debit position (periodic postings), processing of incoming andoutgoing payments, accruals/deferrals accounting

Rental accounting

Renting tenant-rent real estate Tenant rental

With other R/3 componentsSee RE Real Estate Management [Seite 1]

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Lease outs

164 April 2001

Lease outsDefinitionContract drawn up between tenant and landlord governing the rental of a rental unit.

UseYou need this object if you want to rent a rental unit.

A lease out can only be created on the basis of a vacant rental unit. Only one rental unit isassigned to each lease out time-dependently.

StructureYou determine the following factors in the lease out:

Rental typeResidential/commercial lease out

The system determines if the lease out is for residential or commercial purposes by means of theusage type of the assigned rental unit.

Provisional agreement

You can create provisional agreements for objects still under construction.

Internal/external rental

You also specify whether the rental is for own usage or third party usage (external).

Contract type

Lease outs are divided up according to company-specific criteria using freely defined contracttypes. You can specify lease outs to be garage agreements, residential or commercialagreements.

The contract type also determines which rent adjustment processes are permitted for the leaseout, according to the usage type.

TermThe contract term stipulating the beginning and end of the rental period prevents the system fromcreating overlapping rental periods for a rental unit.

Rental units that are not assigned to any lease out at a particular time are identified as beingvacant by the status control and only then become available for rent. The system takes accountof all rental units that are shortly to become vacant due to the lease out expiring or notice beingserved on it - up until the point that a renewal contract is concluded.

Periods of noticePeriods of notice are determined on the basis of periods or deadlines.

Rent receivables and payment arrangementsCondition amounts

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Lease outs

April 2001 165

The condition amounts agreed on the level of the lease out form the basis of the rent receivables.The conditions are freely definable (Customizing for Real Estate). This means that the basic rent,service charges, advance payments, flat rates and surcharges can be structured as required andassigned time-dependently to the lease outs.

When the lease out is created, the conditions in the rental unit are proposed and can be editedas required. Alternatively, you may choose to adopt the conditions from the last lease out for therental unit.

Rent reductions

You can also determine time-dependent rent reductions for each condition of a lease out.

Payment data

The following payment arrangements specified for each lease out influence the way in which therent receivables are passed on to the tenant, depending on the type of rental:

� Payment form: rent paid in advance, mid-term or in arrears

� Monthly payment pattern

� Payment methods (such as bank direct debit, incoming cash payment, check); see also:Dealing with Payment Methods (RE Real Estate) [Seite 179]

� Determining if the rent receivables should be charged pro rata or for the whole month, ifrental start or end does not coincide with the start or end of the month.

Business partner with customer accountRental accounting and rent collection are carried out using accounts receivable accounting of theFinancial Accounting (FI) component (open item accounting).

A business partner assigned to the lease out acts in the role of tenant with a customer account,while taking account of alternative payers.

Roles Activity

Tenant withcustomer account

The debit position posts the receivables to the tenant with customeraccount

Subsidizer withcustomer account

Alternative payer, if rent is not paid in full by tenant but partially by otherpartners (e.g. social welfare office)

Payer withcustomer account

Alternative payer, if whole rent is not paid by master tenant but by a thirdparty

Settlement participationThe participation of the lease out in the service charge settlement is defined by the followingparameters:

� You determine which service costs for which periods are to be settled by way of the dataassigned to the rental unit.

� You determine how the service charges are apportioned to the tenants by way of theapportionment units/factors.

� Whether particular service charges should be excluded from the settlement participation byway of the settlement type.

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Lease outs

166 April 2001

Rental collateralDepending on the organization, you can differentiate between rental collateral types using user-defined deposit types, such as bank guarantees, fixed-term accounts, security deposit accountsand cash deposits.

It is possible to assign several deposit types and amounts to one agreement. By assigningguarantors or warrantors for each deposit type you can uniquely identify the person involvedwhen the deposit is returned or retained at the end of the contract.

Interest on cash deposits

You can control the interest calculation on a cash deposit with the following parameters:

� Interest percentage rate

� Monthly frequency of interest calculation

� Interest calculation method

� Interest calculating on a particular date

Storing bank data

By assigning bank master data to a deposit type or agreed deadlines for exemption requests,declarations of assignment and deposit expiries, you always have access to relevant data onrental collateral.

Rent adjustmentWhen editing lease outs, also specify the required form of rent adjustment by directly assigningthe adjustment data for the sales-based rent, the index-linked rent and graduated rent.

The valid rent adjustment procedures for the lease out are controlled by means of the followingfactors:

� The usage type of the rental unit determines the permitted contract type.

� The contract type controls the permitted adjustment types.

� The adjustment types control which rent adjustment procedure you may carry out for thelease out.

ActivationYou have to activate lease outs before they can participate in the debit position and servicecharge settlement. As a result, they receive the system status Activated and Released.The system status Released allows you to make assignments on the lease out. You can set thestatus without activating the contract.

IntegrationThe following objects are required in order to edit and/or activate a lease out:

� Rental unit

� Settlement unit(s) or apportionment units/factor (if participating in the service chargesettlement)

� Business partner: tenant with customer account (main contractual partner)

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Lease outs

April 2001 167

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Graduated Lease-Outs

168 April 2001

Graduated Lease-OutsDefinitionGraduated lease-out [Extern]

The lease-out term and intervals of the individual gradings in the graduated lease-out inmonths are specified in Real Estate Customizing.

UseIn the graduated lease-out, you can generate future gradings for each condition type time-dependently, depending on

a) Validity period of the grading

b) Number of months in which the grading is valid

c) Specified condition increase (percentage or absolute)

Starting point:

– Store basic rent: USD 1000 valid on 01/01/1998

– Parameters for generating data

– Grading from: 01.01.1998

– Basic sum: USD 1000

– Validity period:60 months

– No. of months: 12

– Increase in %: 4

Data generated

Grading no. Validity of grading Calculated condition amounts to be consideredin debit position from validity date

1 01/01/1998 1,000.002 01/01/1999 1,040.003 01/01/2000 1,081.604 01/01/2001 1,124.865 01/01/2002 1,169.856 01/01/2003 1,216.64

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Sales-Based Lease-Outs

April 2001 169

Sales-Based Lease-OutsDefinitionSales-based lease-out [Extern]

StructureThe settlement rules defined for the sales-based lease-out control the calculation base:

� Sales grading determination

Each freely defined sales grading receives a percentage rate that forms the basis for thenew rent calculation.

The calculation can be based on currency units as well as on any quantity ormeasurement units defined in the system.

The calculation can be constant for the individual gradings or absolute for each grading(Example [Seite 428]).

� Reporting interval determination

The intervals in which the sales reports are used for determining the rent or in which thetenant submits his report can be set using freely definable monthly cycles.

� Guaranteed minimum rent

In cases where the tenant’s sales are low, a minimum rent would normally be agreedupon in the rent lease out to protect the landlord.

The system takes this situation into account by offering the following options:

� You can specify a minimum sales volume for each reporting interval that is used as acalculation base when the reported sales fall below the minimum sales (Example [Seite427]).

� You can vary the settings to guarantee the minimum rent throughout the definedsettlement period (Example [Seite 425]).

� You can define a minimum rent for each sale grading (Example [Seite 426]).

� Index-linked rent adjustment

An additional setting of the adjustment type for index-linked rent allows you to adjust thesettlement rules on the lease-out for a subsequent sales-based settlement on the basisof defined index series.

IntegrationThe rent is calculated [Seite 429] on the basis of the sales reports [Seite 431] of the sales-basedlease-out.

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Sample Calculation Minimum/Maximum Rent

170 April 2001

Sample Calculation Minimum/Maximum RentThe calculation basis is defined by means of the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Minimum rent: USD 5600

� Reporting interval: Per quarter

� Sales gradings (USD):

Sales from Sales up to % (or Amnt/UnitMeas.)

0 20000 10.0

0 30000 11.0

0 40000 12.0

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.12 = USD 5160Since this amount is smaller than the specified minimum rent, the minimum rent (USD 5600) isestablished as the sales-based rent.

If the maximum rent had been specified to be USD 5000, the system would not have takenthe amount of USD 5160 as the basis for the sales-based rent but the maximum amount of USD5000.

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Sample Calculation Minimum Rent / Sales Grading

April 2001 171

Sample Calculation Minimum Rent / Sales GradingThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Reporting interval: Per quarter

Sales from Sales upto % (or Amnt/UnitMeas.) Min. rent/grading

0 20000 10.0

0 30000 11.0

0 40000 12.0

0 0 13.0 7000.00

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.13 = USD 5590Since the sales-based rent calculated falls below the minimum rent for the sales grading, thesystem adopts a sales-based rent of USD 7000.

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Sample Calculation Minimum Sales / Reporting Interval

172 April 2001

Sample Calculation Minimum Sales / Reporting IntervalThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01.01.1997 - 30.06.1997

� Reporting interval: Per quarter

� Minimum sales per reporting interval: USD 15000

� Sales gradings:

Sales from Sales upto % (or Amnt/UnitMeas.)

0 20000 10,0

0 30000 11,0

0 40000 12,0

0 0 13,0

Sales reportsThe following sales reports are submitted:

� Reporting interval 01/01/97-03/31/1997: USD 12500

� Reporting interval 04/01/97-06/30/1997: USD 25000

Result of sales settlementSince sales are below the specified minimum sales for the first reporting interval, the followingsales-based rent was calculated for this condition type on the basis of the sales settlement:

15000 + 25000 = 40000 Sales report -> Sales-based rent calculated = 40000 * 0,12 = USD 4800

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Sample Calculation Sales Gradings

April 2001 173

Sample Calculation Sales GradingsThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type for the sales-based contract as follows:

Case 1:Constant

calculation

Case 2:Absolute

calculation

Sales from Sales upto % (orAmnt/UnitMea

s.)

Sales from Sales upto % (orAmnt/UnitMea

s.)

0 20000 10.0 0 20000 10.0

20000 30000 11.0 0 30000 11.0

30000 40000 12.0 0 40000 12.0

40000 0 13.0 0 0 13.0

Result of sales settlementBased on sales of USD 35,000 in the settlement period, the system calculates the followingsales-based rents:

Case 1: Constant calculation Case 2: Absolute calculation

The sales-based rent calculated is USD 3700:

20000 x 10.0% = USD 2000

10000 x 11.0% = USD 1100

5000 x 12.0% = USD 600

The sales-based rent calculated is USD 4200:

12.0% of USD 35000

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Lease-Out: Periods of Notice

174 April 2001

Lease-Out: Periods of NoticeUseThis function allows you to set different rules for periods of notice.

You can either define general keys for periods of notice or make lease-out-specific settings.

IntegrationNoticeWhen a valid notice of termination is served, the periods of notice set on the lease-out areautomatically checked against the date of receipt of the termination notice. The (calculated) dateof notice resulting from this is copied to the lease-out (see examples below).

FeaturesYou can set the periods of notice on the lease-out in the following ways:

� A notice key sets firm rules for periods of notice depending on:

� Tenancy law

� Contract type

� Contract validity period

Notice keys are defined in Real Estate Customizing.

� by entering user-defined data in the master data of a lease-out.

In the latter case, the system supports a period regulation and a deadline regulation.

Period regulationDepending on the contract validity period, you can determine:

� Exact periods of notice with frequencies of monthly, quarterly, or six monthly periods

� Whereby the date of notice is calculated exactly from the date of receipt of the notice

Example: Periods of Notice: Free Period Regulation [Seite 177]

Deadline regulationDepending on the contract validity period, you can determine:

� The exact date of notice

� Whereby the date of notice is calculated exactly from the date of receipt of the notice

Example Periods of Notice: Free Deadline Regulation [Seite 175]

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Example: Periods of Notice - Free Deadlines

April 2001 175

Example: Periods of Notice - Free Deadlines Starting pointYou want to define the following for an unlimited lease-out

for a contract term of less than 12 months:

� Notice can only become effective as of 15 March of the following year

� If the notice is received by the 3rd working day in the month of October of a year

and for a contract term longer than 12 months:

� Notice can only become effective on 30 June of a year

� If the notice is received by 4th March (calendar day) of a year

ProcedureEnter the following data for the deadline regulation of the lease-out to reflect the above situation.

Term in months No.days

Month

Year

CD/WD

CD

CM

CY

12 3 10 1 15 34 3 2 30 6

Term in months: Term of lease-out in monthsNo. days: Day of the month by which the noticemust be received for it to become effective on thedate stipulated.Month: Month of the dayYear: Year of day and monthCD/WD: No. of working or calendar days (1:working days/2: calendar days)CD: Notice valid per dayCM: Notice valid per monthCY: Notice valid per year

Notice process

You enter notices to quit using the notice function (Tenant changeover � Notice).

The system automatically calculates the notice date based on the date of receipt of the notice(Receipt of notice field).

Based on the above deadline regulation, the date of notice is calculated as follows:

Date of receipt Contract term = Date of notice

By 3rd working day of month in October 1997 < 12 months 03/15/1998After 3rd working day of month in October 1997 < 12 months 03/15/1999

03/04/1997 > 12 months 06/30/199803/05/1997 > 12 months 06/30/1999

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Example: Periods of Notice - Free Deadlines

176 April 2001

– You first have to activate the notice so that date of notice (Notice per field) is

updated in the lease-out.

– You can also change the calculated date of notice in the Notice per field(within notice processing) manually, overriding the date calculated by thedeadline regulation.

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Example Periods of Notice: Free Period Regulation

April 2001 177

Example Periods of Notice: Free Period Regulation Starting pointYou want to define the following for an unlimited lease-out

for a contract term shorter than 12 months:

� A period of notice of one month to the end of the quarter applies

� And the notice must be received by the third calendar day of the last possible month ofnotice, for the period of notice to be valid

and for a contract term greater than 12 months:

� A notice period of 14 calendar days to the half-year applies (i.e., receipt of notice must beby 06/17 or 12/18)

� And the notice must be received, at the latest, one calendar day after the last possibleperiod of notice (for instance, as a sign of goodwill, receipt of notice is honored up to either06/18 or 12/19)

ProcedureEnter the following data for the period regulation of the lease-out to reflect the above situation.

Term in months No.day

CD/WD

FreM

Not.per

NtPerDy

MC

Cal

12 3 1 3 1 01

1 2 6 14 01

Term in months: Term of lease-out inmonths

No.day: No. of days allowed after periodof notice for receipt of notice

CD/WD: No. of working or calendar days(1: working days/2: calendar days) FreM:Monthly frequency for which notice canbecome effective

Not.per: Period of notice in months

NtPerDy: Period of notice in days

MC: Notice effective per end of month?Only set indicator if there is no entry inFreM field.

Cal: Type of calendar to be considered, forinstance 01 = standard factory calendar forGermany.

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Example Periods of Notice: Free Period Regulation

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Notice process

You enter notices using the notice function (Tenant changeover � Notice).

The system automatically calculates the notice date based on the date of receipt of the notice(Receipt of notice field).

Based on the above period regulation, the date of notice is calculated as follows:

Date of receipt Contract term = Date of notice

On 3rd working day of month of April 1997 < 12 months 06/30/1997

On 3rd working day of month of April 1997 < 12 months 09/30/1997

06/18/1997 > 12 months 06/30/1997

06/19/1997 > 12 months 12/31/1997

– Only after you have activated the notice, is the date of notice (Notice per

field) updated in the lease-out concerned.

– You can also change the calculated date of notice in the Notice per field(within notice processing) manually, overriding the date calculated by theperiod regulation.

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Dealing with Payment Methods

April 2001 179

Dealing with Payment MethodsYou must take the following information into account when dealing with payment methods in theReal Estate component.

Payment method assignmentThe payment methods defined in Customizing of Financial Accounting can be assigned in themaster data of a lease-out as well as in the master data of a business partner withcustomer account (tenant, subsidizer, payer).

� If payment methods are assigned in lease-outs, the payment method is copied to thedocument during the debit position posting.

You do not have to the payment method in the customer master record of the businesspartner as well.

� If no payment methods are assigned in lease-outs, the payment method should bemaintained in the customer master record of the business partner.

Incoming payment methods for lease-out partners are only required for automaticincoming payments (bank collection).

Settling credit memos and receivablesIf you want to settle receivables with credit memos, the payment method for receivables (LOpayment method) and for credit memos (credit memo payment method) on the lease-out shouldbe:

� Both empty

� Or both filled with the same payment method

The payment method for the credit memo should only be changed if no more receivables exist forthe contract and the remaining credit memos are to be paid by means of another paymentmethod.

Special Features of Collection AuthorizationYou execute collection authorization (debit memo) using the payment program of FinancialAccounting.

You have to make the following settings to avoid incorrect postings:

� Customer master record of partner management

Maintain the following in the master record of the master tenant with customer accountor subsidizer with customer account:

� Bank details

� Indicator for Collection authorization

� Payment method for collection

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Dealing with Payment Methods

180 April 2001

If any additional lease-outs or business contacts exist for the business partner thatcannot be settled by means of collection authorization, it is advisable to maintain thepayment method for bank collection in the lease-outs involved, and not in the masterrecords of the business partner.

� FI Customizing payment program

The payment method for collection authorization (payment method “E” in the standarddelivery) is set so that the "Collection authorization" indicator is checked.

Setting variants and sources of errorWe recommend that you always make the above settings for collection authorization whencustomer incoming payments are settled using the collection payment method.

Different Financial Accounting Customizing settings and entries in RE may lead to posting errors.Check your settings based on this table.

Settings and effects on collection authorization:

LOpayment

method

Customermasterrecord

Payment

method

settings

for“collection”(FICustomizing)

Whathappens?

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Dealing with Payment Methods

April 2001 181

LOpmnt

mthd

(collect

.)

Credit

memo(ou

t-going)

“Collect”pmntmth

d

Bank

details

Collectionauthorizat.indicator

Bank detailsmust exist

Check oncollectionauthorizat.indicator

Nopmntmthdmaintd

Nopmntmthdmaintd

X X X X X Procedurerecommended by SAPwith clearing of credit.Correct treatment ofcollection authorization;credit memos arecleared with receivableson collection.

Nopmntmthdmaintd

Pmntmthdmaintd

X X X X X Procedurerecommended by SAPwithout clearing ofcredit.Correct treatment ofcollection authorization;credit memos are notcleared with receivableson collection.However credit can bepaid out via the outgoingpayment method.

“Collect.”pmntmthdmaintd

Pmntmthdmaintd

User-

definedsettings

X X X X Correct treatment ofcollection authorization;credit memos are notcleared with receivableson collection.However, credit can bepaid via the outgoingpayment method.

“Collect.”pmntmthdmaintd

User-definedsettings

User-

definedsettings

X X X Caution: Potentialsource of errorSystem cannot carry outbank collection.

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Dealing with Payment Methods

182 April 2001

Nopmntmthdmaintd

“Collect.”pmntmthdmaintd

X X Caution: Potentialsource of errorOpen items that have nopayment method oncustomer account (e.g.transfer postings) aredebited directly frombank account, evenalthough Collectionauthorization indicatoris not set in customermaster records and in FICustomizing.

Special features of payer with customer account (alternative payer)It is not possible at present to set the indicator “Collection authorization” for alternative payers(role of payer with customer account), since the bank details are indicated in the document.

A new payment method for bank collection is thus required in payment method Customizing (FI)that does not require checking on the indicator.In this case, this new payment method has to be assigned to all lease-outs with alternativepayers (for which bank collection applies), which is contrary to the table above.

If bank collection is carried out, the new payment method has to be indicated in the parametersfor the payment run, as well as the original payment method for bank collection.

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Editing Lease outs

April 2001 183

Editing Lease outs1. Starting from the initial screen, choose Accounting � Rental � Lease out �� Create.

If you wish to edit collective lease outs, refer to Collective Lease out [Seite 228].

2. Enter your data

Depending on the parameter setting in Customizing, you can assign the number ofthe lease out either externally or internally.

Use the Copy from... function to copy the data of an already created lease out into thenew lease out. You can change and adjust this data for the new contract.

If you choose the Conditions field, the adjustment data is also copied since this data istreated as conditions.

3. Confirm your entries by means of the Master data function or by pressing ENTER.

Main functions Where? Information

Assign partners related tothe lease out

Partnerfunction

Editing Lease outs: Business Partner [Seite 186]

Determine data for contractterm, notice, lease outrenewal, rent adustment,control of contract print

Generaldata tab

Editing General Data [Seite 189]

Create link to profit center,business area, controlaccount determination

Profit Center [Seite 940]

Business Area [Seite 939]

Account Determination Value [Seite 253]

Set payment methods Dealing with Payment Methods (RE Real Estate)[Seite 179]

Edit dunning data foroverdue rent

Process Flow: Dunning Procedure for Lease out[Seite 307]

Data for reminding tenantto submit approval of rentadjustment

Consider German law ininput tax processing oflease out

Paymentdata tab

Scenario: Input Tax Processing [Seite 837]

Determine, edit, evaluateconditions /

enter subsidies

Conditionstab

Editing Lease out Conditions [Seite 201]

If conditions have been created, the systemgenerates a cash flow that you can display [Seite206]

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Editing Lease outs

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Convert currency on a keyday

Choose Convert to call a dialog box whichdisplays the converted amounts in the currencyof your choice on a specified key date. When youset the currency once, the settings remain validfor subsequent processing. If conversion to theeuro has not been carried out, the first currencyto be displayed is the euro.

In systems that have converted to the euro, thecurrency used before the conversion isdisplayed.

Define rental collateraldetails

Rental tab

If you have chosen another rental collateral thancash deposit, the bank details for businesspartner 0636 Bank for deposit in group boxPlace of deposit is filled (choose Partners tocreate data).

To enter additional rental collateral, choose theicon beside the rental collateral field. If you havenot entered anything in the Guarantor field, themaster tenant is automatically the guarantor ofthis collateral too. You can also assign anotherbusiness partner as a guarantor using theGuarantor function. You can only use thepartners assigned to the lease out as guarantors.

Edit distribution keys forapportioning costs in theservice charge settlement /

activate tenant servicecharge (Austria)

Apportionment unitstab

A list of apportionment units and factors thatwere determined for the rental unit. You cancreate and delete additional apportionmentfactors.

Define the apportionment units and factors youneed for the settlement.

If you have defined a settlement unit withthe service charge key "Advance payment forstreet-cleaning and garbage removal", thecorresponding apportionment unit and factor ofthe settlement unit will have been entered here,such as number of people living in thehousehold.

For consumption-dependent apportionment factors,you have to create corresponding meters in therental unit: Editing Meters (Rental Unit) [Seite 329].

Tenant Service Charge [Seite 358]

Check or edit settings foreach service charge key(service charge settlement)

Settlementparticipation

Determining Settlement Participation for Lease outs[Seite 204]

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Editing Lease outs

April 2001 185

Environment �Tenantaccountsheet

The tenant account sheet displays the open andcleared line items to be paid as well as items of thetenant with customer account that are not to bepaid. You can print the tenant account sheet as aletter.

Display overview of tenantaccounts

Environment � Tenant:open items

Displays balance of open items for the maincontractual partner with customer account

Include rental unit in costaccounting

Extras �Assignments � Link toorders

CO Orders on Real Estate Objects [Seite 950]

5. Once you have made your settings, you now have the following options to save the lease out(LO):

Action Choose

Save LO Save

Activate LO and save

Only activated lease outs participate in thedebit position

Lease out � Activate and save

You can also activate lease outs with bulkprocessing:

Activating Lease outs: Bulk Processing[Seite 212]

Save and print LO Lease out � Save and print

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Editing a Lease-Out: Business Partner

186 April 2001

Editing a Lease-Out: Business Partner R/3 Real Estate by default provides Business partners [Seite 114] for the Lease-outapplication.

1. Choose the Partner overview function to access partner management.

2. There are several ways to edit partners:

If Then

you want to create a partner, choose the Create partner function.

In the dialog box, position the cursor onthe required role category and pressENTER.

You can now edit the partner for the rolecategory [Seite 132].

you want to edit a partner that is alreadyassigned,

position the cursor on the required partnerand choose the Select function.

You can now edit [Seite 133] the masterdata for the business partner.

you want to assign a partner - alreadyavailable with the required role category,

choose the Assign partner function.

In the dialog box, position the cursor onthe required role category and pressENTER.

You can now assign a partner with thechosen role category [Seite 139].

you want to remove an assignment, position the cursor on the required partnerand choose Edit � Delete partner.

You cannot cancel anassignment of businesspartners with customer accountwithin an active lease-out.

you want to display the customer accountof a tenant with customer account (forexample, open items/cleareditems/parked items),

choose Environment ® Display customeraccount [Seite 188].

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Editing a Lease-Out: Business Partner

April 2001 187

you want to create/assign a role categoryfrom the customer’s viewpoint (forexample, tenant with customer account)and there is no setting in Real EstateCustomizing for automatic customercreation; you can assign an existingcustomer in financial accounting,

choose Environment � Assign customer.

Requirement: customer infinancial accounting and debit-side role category haveidentical account group.

you want to delete the assignment of thecustomer account to the partner (onlypossible for inactive lease-outs),

choose Environment � Delete customerassignment.

Account is not deleted.

you want to assign partners to the rolecategories time-dependently

position the cursor on the required partnerand choose Edit � Date allocation.

You cannot assign the role categoryTenant w.cust.acct time-dependently.

you want to display the partner history, choose Extras � Partner history.

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Editing a Lease out: Displaying Customer Account

188 April 2001

Editing a Lease out: Displaying Customer Account By means of this function, you display line items for the customer account.

This is a function from Financial Accounting (FI).

1. Position the cursor on the assigned business partner with customer account and chooseEnvironment � Display cust. account.

You reach the initial screen for the customer line item display.

2. By means the group boxes Line item selection, Settings and List begins with, enter yourrequired information layout and press ENTER.

3. You can then add additional details to the display by means of further functions.

For detailed help on how to use these FI functions, choose Help � Application helpwhen editing the respective function.

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Editing General Data

April 2001 189

Editing General DataUnder the General data tab, maintain the following data and settings:

1. Edit group box StatusIn the group box Status, you can tell from the identification code RESI (residential lease-out) or the identification code COMM (commercial lease-out) System status, whether youare creating a residential lease-out or commercial lease-out. This setting wasautomatically defined by the usage type of the rental unit.By means of Edit � Functions, you carry out activities that change the status [Seite 966]of the lease-out.For more information on the status, see Status Management [Extern].

2. Edit group box Contract data.Depending on the Usage type and the Contract type, you enter the required Adjustmenttype for the rent adjustment.

If Then

You have chosen index-based rent orsales-based rent as the adjustment type

You have to specify the calculation base for theadjustment method in the lease-out:

Press ENTER to enter the data so far maintainedinto the system.

Choose Goto -> Adjustments -> Adjustment typesor double-click on the Adjustment type field. Yousee different windows for further processingdepending on which adjustment type you havechosen:

Editing Lease-Outs: Adjustment Data for Sales-Based Lease-Out [Seite 191]

Editing Lease-Outs: Setting Adjustment Data forIndex-Linked Lease-Out [Seite 197]

Austrian rent adjustment (combinationof graduated rent and index-linkedrent)

This shows you how you can setadjustment types for a lease-outsimultaneously or sequentially

Proceed as follows [Seite 200]

You have chosen graduated rent as theadjustment type

You have to set the gradings for each conditiontype when editing the conditions

If you want to exclude certain conditions of the lease-out from the chosen adjustmenttime-dependently, you can determine these using the Adjustment block function.

3. Edit group box Periods of notice

You can set the following notice types:

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Editing General Data

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Type of notice Notes/procedureFor further details, refer to Lease-Out: Periods of Notice [Seite174]

1 Period regulation Enter the corresponding notice key for tenancy law and contracttype as defined in Customizing for Real Estate

2 Deadline regulation Enter the corresponding notice key for tenancy law and contracttype as defined in Customizing for Real Estate

3 Free period regulation User-defined rules that may deviate from settings in Customizingfor Real Estate:

Press ENTER and choose the key behind the field Period ofnotice type

Enter your periods of notice (Example Periods of Notice: FreePeriod Regulation [Seite 177])

4 Free deadline regulation User-defined rules that may deviate from settings in Customizingfor Real Estate:

See (Example Periods of Notice: Free Deadline Regulation [Seite175] )

4. Editing group box Contract renewal

Enter the required renewal options.

This data forms the basis of the Lease-out renewal function with which you may easilyextend selected lease-outs according to the settings entered here.

For further details, refer to Contract Renewal [Seite 224]

5. Enter your data for the contract term.For information on the functionality of the correspondence groups, see ExampleCorrespondence Control (+ Print) [Seite 800].

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Editing Adjustment Data for Sales-Based Rent

April 2001 191

Editing Adjustment Data for Sales-Based RentPrerequisites� The contract has the adjustment type for sales-based rent (usually 3 sales-based rent).

For an overview of sales settlements, see Sales Settlement [Seite 429].

� At least one condition type for the sales settlement is maintained in Conditions.

Procedure1. To enter the adjustment data for the sales-based rent, press the pushbutton next to the

Adjustment type field and double-click the Sales-based rent adjustment type.

The conditions valid for the sales-based rent settlement are displayed for selection (ifonly one condition type exists, you branch directly to the dialog box).

2. Double-click the required condition type.

You receive a dialog box for editing.

3. You decide whether the calculation basis for the sales-based rent is to be currency units(money) or units of measurement.

4. Specify further details for the calculation:

Action Procedure

Determine sales-dependent minimumor maximum rent for the specifiedsettlement period

Enter the amount in the Minimum rent or Maximumrent field

Example [Seite 425]

Specify a grading for the sales data Maintain the grading in the fields Sales from, Salesupto and % (or Amnt/UnitMeas): Example [Seite 428]

Or you can set a minimum rent to be reached foreach grading: Example [Seite 426]

Specify the minimum sales forcalculating sales-based rent for eachsales report interval

Enter this minimum sales in the Min. sales/rep.interfield

Example [Seite 427]

Specify sales accrual/deferral [Extern] Enter this in the Acc/def procedure field

Example [Seite 783]

Create or edit sales report Choose Sales reports

Grade adjustment data with time-dependence

Choose Sales data

5. Choose Continue.

If you want to define sales data for further conditions, repeat the procedure from step 2.You can set different calculation bases for each condition type.

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Editing Adjustment Data for Sales-Based Rent

192 April 2001

ResultYou have determined the calculation bases of sales-based settlements for lease-outs or generalcontracts.

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Sample Calculation Minimum/Maximum Rent

April 2001 193

Sample Calculation Minimum/Maximum RentThe calculation basis is defined by means of the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Minimum rent: USD 5600

� Reporting interval: Per quarter

� Sales gradings (USD):

Sales from Sales up to % (or Amnt/UnitMeas.)

0 20000 10.0

0 30000 11.0

0 40000 12.0

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.12 = USD 5160Since this amount is smaller than the specified minimum rent, the minimum rent (USD 5600) isestablished as the sales-based rent.

If the maximum rent had been specified to be USD 5000, the system would not have takenthe amount of USD 5160 as the basis for the sales-based rent but the maximum amount of USD5000.

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Sample Calculation Sales Gradings

194 April 2001

Sample Calculation Sales GradingsThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type for the sales-based contract as follows:

Case 1:Constant

calculation

Case 2:Absolute

calculation

Sales from Sales upto % (orAmnt/UnitMea

s.)

Sales from Sales upto % (orAmnt/UnitMea

s.)

0 20000 10.0 0 20000 10.0

20000 30000 11.0 0 30000 11.0

30000 40000 12.0 0 40000 12.0

40000 0 13.0 0 0 13.0

Result of sales settlementBased on sales of USD 35,000 in the settlement period, the system calculates the followingsales-based rents:

Case 1: Constant calculation Case 2: Absolute calculation

The sales-based rent calculated is USD 3700:

20000 x 10.0% = USD 2000

10000 x 11.0% = USD 1100

5000 x 12.0% = USD 600

The sales-based rent calculated is USD 4200:

12.0% of USD 35000

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Sample Calculation Minimum Rent / Sales Grading

April 2001 195

Sample Calculation Minimum Rent / Sales GradingThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Reporting interval: Per quarter

Sales from Sales upto % (or Amnt/UnitMeas.) Min. rent/grading

0 20000 10.0

0 30000 11.0

0 40000 12.0

0 0 13.0 7000.00

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.13 = USD 5590Since the sales-based rent calculated falls below the minimum rent for the sales grading, thesystem adopts a sales-based rent of USD 7000.

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Sample Calculation Minimum Sales / Reporting Interval

196 April 2001

Sample Calculation Minimum Sales / Reporting IntervalThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01.01.1997 - 30.06.1997

� Reporting interval: Per quarter

� Minimum sales per reporting interval: USD 15000

� Sales gradings:

Sales from Sales upto % (or Amnt/UnitMeas.)

0 20000 10,0

0 30000 11,0

0 40000 12,0

0 0 13,0

Sales reportsThe following sales reports are submitted:

� Reporting interval 01/01/97-03/31/1997: USD 12500

� Reporting interval 04/01/97-06/30/1997: USD 25000

Result of sales settlementSince sales are below the specified minimum sales for the first reporting interval, the followingsales-based rent was calculated for this condition type on the basis of the sales settlement:

15000 + 25000 = 40000 Sales report -> Sales-based rent calculated = 40000 * 0,12 = USD 4800

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Editing Adjustment Data for Index-Linked Rent

April 2001 197

Editing Adjustment Data for Index-Linked RentPrerequisites� The lease-out has the adjustment type for the index-linked rent (usually 2 index-linked rent).

For an overview of the index-linked rent adjustment, see Adjustment Method: Index-Linked Rent Adjustment [Seite 576]

� You have to set the current parameters (index series, base years, index data) inCustomizing for Real Estate to be able to carry out an adjustment of the index-linked rents.

You can carry out index adjustments time-dependently for each condition type(rebasing). If no condition types have been set for the contract yet, you have to do itnow using the Conditions function.

Procedure1. To enter the adjustment data for the index-link rent, press the pushbutton next to the

Adjustment type field and double-click the index-linked rent adjustment type.

The conditions valid for the index-linked rent settlement are displayed for selection (ifonly one condition type exists, you branch directly to the dialog box).

2. Double-click the required condition type.

You receive a dialog box for editing.

3. Fill in the index series and the base year.

4. Specify the periods and the data for the increase.

5. Enter data for value guarantee and select the required clauses [Seite 199].

6. You have additional options for maintaining data on index-linked rent:

If Then

You want to include further conditions of thelease-out to index adjustment

Choose New condition type. Double-clickthe condition you want.

You want an overview of the condition types tobe adjusted

Choose Overview

In most cases, you have to submit index-linked lease-outs to the State Central Bank(SCB) for approval (German law). So that the address of the State Central Bankexists when printing out letters, you should maintain the State Central Bank as apartner at business entity level.

7. Choose the Copy function to copy the data.

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Editing Adjustment Data for Index-Linked Rent

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ResultYou have established the calculation bases for the index-linked rent adjustment of this contract.

You have to initiate the adjustment run separately.

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Index-Linked LO Value Guarantee Clause

April 2001 199

Index-Linked LO Value Guarantee ClauseDescription Effect on adjustment run for

the index-linked rentadjustment

Clause,index

Indicates that this is a genuineeconomic index (consumer priceindex)

None, for information only

Spreadclause

Indicates that this is a technicalindex, i.e. details of a user-specificindex

Typical exampleLinking a commercial rent to thegeneral development ofcommercial rents in the samelocality. The general developmentof commercial rents is deducedfrom self-generated index series

None, for information only

Paymentprovisions

Indicates that a new rent is to beset when the indexincreases/decreases by a certainnumber of points - reference factorcould be consumer costs. Youmust have Tenant approval

Adjustment run ensures thatthe rent changes in the sameratio as the reference factor -taking a pass-on percentagerate into account

You can process the rentcalculated manually after anadjustment run;correspondence for tenantapprove can be generated

Indexclause

Indicates that a new rent is to beset when the indexincreases/decreases by a certainnumber of points - reference factorcould be consumer costs. Youmust not have Tenant approval

Adjustment run ensures thatthe rent changes in the sameratio as the reference factor -taking a adjustments forincreases and decreases intoaccount

You cannot change thecalculated rent manually

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Editing a Lease-Out: Austrian Rent Adjustment

200 April 2001

Editing a Lease-Out: Austrian Rent Adjustment

You can combine adjustment types in the dialog box Maintain adjustment types:

If you want to Procedure

Define the adjustment typetime-dependently,

Enter the period in the fields Adj. from and Adj. to.

If you leave these fields empty, the adjustment typeapplies for the whole term of the lease-out.

Make the results again of anadditional adjustment (such asindex-linked adjustment) afterhaving got the results of anadjustment method (such asgraduated rent)

Enter the required additional adjustment type. Beaware of the following:

� The sales-based rent adjustment type only isdefined as a primary adjustment type (Pr field).

� The adjustment periods of both adjustments haveto be identical.

Allow the use of different time-dependent (chronological)adjustment types for thelease-out (adjustmentprocedure change).

Enter other adjustment types with different timeperiods.

To the adjustment of the lease-out according to the Austrian method, proceed as follows:

1. Enter the adjustment type for the graduated rent (usually 4 - Graduated Rent) in theAdjustment type field.

2. Choose Goto � Adjustment � Adjustment types....

You receive the dialog box Maintain adjustment type. The adjustment type for the index-linked rent is indicated there as a primary adjustment type.

3. Enter the adjustment type for the index-linked rent (usually 2 - index-linked rent)as a further adjustment type.

4. Maintain the data for the adjustment types by double-clicking on the correspondingadjustment type:

Editing a Lease-Out: Setting Adjustment Data for Index-Linked Lease-Out [Seite 197]

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Editing Lease-Out Conditions

April 2001 201

Editing Lease-Out Conditions1. Choose the Conditions tab to determine the basic rent and other conditions.

When you create a new lease-out, you receive a list of the conditions with amountsyou created when editing the rental unit or the last lease-out for this rental unit.You can set a jurisdiction code [Seite 834] for each condition type for the relevantCustomizing settings.

2. You now have several options for changing condition amounts or editing the conditionsthemselves:

Activity Action

You want to change the timedependence of conditions (for instancegraduated rent)

There are two ways:

a) Select the condition type and choose Graduate.

You can manually enter gradings in thedialog box or have the system automaticallycalculate these time-dependently for acertain period with a set adjustmentfrequency by choosing Generate grad.incr.(percentage or absolute adjustment data).

The default values for term andadjustment frequency (Interval months)are the Customizing settings for thegraduated rent adjustment.

b) Select the condition type, choose Copyconditions and enter your data.

You want to add new condition types Choose New condition type

You want to determine different valuesper condition for the set sales taxindicator, debit position frequency,payment form and method

Change the settings in the Tx, Freq, PF and PMfields

If you want to print the different values for eachcondition, you may have to change the text modules

You want to display the conditionamounts per year or per specifiedpayment frequency

Choose per year � per month

You want to display the total of allconditions on a certain key day

Choose Total conditions.

Regardless of the payment frequency set, theresult is calculated on a monthly basis or anannual basis (per year indicator).

If the payment frequencies are different for eachcondition type, the result is marked red.

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You want to display the history forconditions

Choose History.

If the cursor is positioned on a condition type, thehistory of this condition type is displayed.

If the cursor is not positioned on a condition type,the history of all condition types is displayed.

You want to determine subsidies forconditions

Choose Subsidies [Seite 203]

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Specifying Subsidies for Conditions

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Specifying Subsidies for ConditionsPrerequisitesYou have assigned a subsidizer with customer account and the master tenant to thecontract.

Procedure1. To specify or maintain subsidies, choose Subsidies when editing the Conditions.

2. Maintain your subsidy data.

The fields Customer, BnkT and PM are copied from the master data of the subsidizerwith customer account, the fields Due date and Frq from the payment data of the lease-out. You can change this data.

Activity Action

You want to set a predefined amount assubsidy for a condition

Enter this amount in the Subsidy amountfield

You want to define a fixed percentage rate of acondition as a subsidy amount

Enter this amount in the Percent field.

In the Maximum amount field, you canadditionally enter which amount is themaximum subsidy allowed.

You want to maintain various data for acondition time-dependently

Position the cursor on the correspondingcondition, choose the Duplicate function andmaintain your data for the condition

3. Choose Save to copy the subsidies to the conditions.

4. The Subsidies available field has been marked under the Conditions tab.

ResultWith the debit position, the subsidies are subtracted from the amount to be paid by the mastertenant and charged to the subsidizer.

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Determining Settlement Participation for Lease-Outs

204 April 2001

Determining Settlement Participation for Lease-OutsUseThe settlement participation, expressed by way of the assigned settlement units [Seite 331],describes how the lease-out participates in the service charge settlement.

A lease-out only participates in the service charge settlement if settlement units have beenassigned to it by way of the rental unit; you can regenerate settlement participation if required.

Procedure1. Choose the Settlement participation function.

If no settlement participation has been defined up to now but the rental unit for the lease-out is already assigned to settlement units, a list of all service charge keys is displayedwith a remark that the settlement participation has been postgenerated.

If a new settlement unit has been added, you can postgenerate the settlementparticipation by choosing Edit ��Postgenerate.

When the settlement participation is being generated, the conditions of the lease-out areassigned to the service charge keys of the settlement units for the lease-out.

If Then

You want to determine the share of theservice charges the tenant is to take onfor settlement types Final settlement[Extern] or Advance payment(Settlement type field)

Enter this share (percentage rate) in the Tenantfield. The owner takes on the remaining share.

You want to change the type of settlementparticipation for each service charge keystime-dependently

Position the cursor on the required service chargekey and choose Choose.

The Settlement Participation Preview dialog box isdisplayed.

If you assigned a service charge key to the rentalunit that belongs to none of the advance paymentconditions defined in the lease-out, no settlementis run for this service charge key. You can assignthe service charge key in question to a conditiontype by means of the Assign condition function.

This service charge key will be settled in thenewly assigned condition type in the nextsettlement.

Assign the service charge keys to the condition types in Customizing for Real Estateso that the settlement type can be determined.

A lease-out with all-inclusive rent does not participate in the service charge settlement.

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If the costs for the service charge key are paid in the final settlement and not as anadvance payment, you have to enter this data manually.

2. Choose Check settlement participation to verify the correctness of the settlementparticipation.

3. Eliminate any errors that occur because otherwise the lease-out cannot participate in thedebit position.

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Editing a Lease-Out: Cash Flow

206 April 2001

Editing a Lease-Out: Cash Flow

For more information on the cash flow, see Debit Position Lease-Out [Seite 254]

Procedure1. To display the cash flow, choose Extras � Cash flow.

You receive an overview of the plan/actual records of all conditions of the lease-out withdetails

If you use the jurisdiction code [Seite 834]: The amounts for the value-added tax maydiffer from the actual amounts to be posted.

Reason: The tax calculation made using the jurisdiction code is dependent on theposting/document date that cannot be seen when displaying the cash flow.

For this reason, the due by date for the calculation is used for display.

a) The relevant condition type

b) The relevant flow type

c) The debit position-ID [Seite 793]

2. You have several possibilities of editing the list using the menu functions.

3. To return to the processing of the lease-out, choose Back.

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Editing Lease-Outs: Additional Functions

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Editing Lease-Outs: Additional FunctionsDepending on which screen you are currently on, you can call up the following additionalfunctions using the menu paths described:

Menu Activity

Edit � Consumer no. Edit the consumer number for external heating expensessettlement

Goto � Status Display status [Seite 980]

Set/reset user status [Seite 979]

Extras � Additional text Edit additional texts [Seite 211] for lease-outs

Extras � Rent adjustments �Adjustments made/Adjustmenthistory

Display the rent adjustments that have been carried outand the history of the rent adjustments. You see thechanges to the basic rent as a consequence of rentadjustments.

Extras � Assignments �Document management

Document Management [Seite 958]

Extras � Resubmission orMemo

Send messages.

Editing Messages for Lease-Outs [Seite 208]

Environment � Changedocuments � For lease-out /For field

Display change documents for the lease-out or for aselected field

Environment � Display rentalunit

Displays master data of the rental unit

Environment � Accountmaintenance

Rental Accounting: Account Maintenance [Seite 304]

Environment � Instalment info Display the instalment payments determined for the lease-out in account maintenance

System � Workflow � Sendobject with note

Send lease-out for display purposes to another user

System � Links Display outgoing correspondence using the optical archive(see also Storing Outgoing Documents (RE) [Seite 1133])

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Editing Messages for Lease-Outs

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Editing Messages for Lease-OutsThere are various ways of sending messages to employees.

Activity Action

You want to submit the lease-out to yourself oranother employee for further processing at acertain time

Choose Extras� Resubmission [Seite 209]

You want to create a note on the contract andpossibly forward it to another employee

Choose Extras � Memo [Seite 210]

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Editing a Lease-Out: Resubmission

April 2001 209

Editing a Lease-Out: ResubmissionPrerequisitesThe part components SAPOffice and SAPscript are active within the BC-BASIS component.

Procedure1. Choose Extras � Resubmission.

2. Enter your data. The following information is important:

Field Information

Date received date when the receiver is to receive the message.

If you leave the preset system time, the message is sent directly.

Send express select this field if you want the receiver to get an automatic note on thespecified date received that a message exists.

Online this field has to be selected, otherwise the receiver cannot call up thelease-out dialog for editing.

By means of the functions Recipient or Distributor, you can determine which recipient orwhich distribution lists maintained in the SAPOffice Module are to receive the message.

3. To create a message for resubmission, choose Execute and then Yes.You branch to the SAPscript editor.

4. Enter your message and choose Back.Respond to the queries as required.Upon answering the last query, you automatically return to the lease-out and receive themessage that the message was sent.

For detailed information on the general dunning program, refer to Extended help(Help � R/3 library):

BC-Basis ->Basis Services/Communication Interfaces -> BC-SAPscript.

ResultYou have submitted a lease-out to yourself or another employee on the specified date forprocessing - with your own details/notes.

For detailed information on SAPOffice (resubmission), refer to Extended help (Help� R/3 library):

BC-Basis ->Basis Services/Communication Interfaces -> BC-SAPscript.

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Editing a Lease-Out: Memo Book

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Editing a Lease-Out: Memo Book By means of this function, you create memos for the lease-out and can forward theseto an employee or to yourself for (re)submission.

For more information on the general handling of the memo book, see the extendedhelp:

CA Cross-Application Functions: WF SapOffice

If Then

you want to create a memo for the lease-out,

choose Extras � Memo book � Editnotes.

Enter your note and save your entries.

you want to create and forward a memo, choose Extras � Memo book � Send.

Further processing is similar to that forResubmission [Seite 209].

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Creating Additional Texts for Lease-Outs

April 2001 211

Creating Additional Texts for Lease-OutsUseYou want to create individual texts for lease-outs on the following subjects (example):

� Tenant's obligations

� Additional lease-out conditions

PrerequisitesYou have created two categories of additional texts in Customizing. You may also haveformulated a default text for each category in Customizing.

If, when editing a lease-out, you want to define an additional text for one of the subjects, a dialogbox appears under the menu option Extras � Additional text. You enter the required categoryhere.

Apart from the categories defined in Customizing, you can select the category 000, whichcorresponds to the additional texts used in earlier releases.

If a default text exists for this category, this text is presented for editing and not a blank text whentext maintenance is called for the first time.

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Activating Lease outs: Bulk Processing

212 April 2001

Activating Lease outs: Bulk ProcessingPrerequisitesTo activate a lease out, you have to:

� Assign a master tenant as customer to the contract (if third-party usage is required)

� Assign a cost center and a partner with the role of "tenant with customer account" (if ownusage/corporate group usage is required)

� Make sure that there are no errors in the settlement participation

Procedure1. Starting from the initial screen, choose Accounting � Real estate management � Rental

�� Lease out �� Activate.

2. From this menu, choose the corresponding contract activation:

Residential or commerciallease out

Activate prov. agrmnt(for commercial

agreements)

LO provisional agreement

You can only includeactivated lease outs in thedebit position [Seite 254].

The system status is set toActivate (ACTV) andReleased (REL).

A commercial lease out isdefined as a provisionalagreement when it isactivated. Provisionalagreements are taken intoaccount in input taxprocessing [Seite 852].

The system status is set toComm. provisional agreement(COPA)

On activation, the status of aprovisional agreement iscanceled. The provisionalagreement receives thestatus of an active lease out.

The system status is set toActivate (ACTV) andReleased (REL).

3. Enter your selection criteria and choose Execute.

You receive a list of all contracts that have not yet been activated. Contracts that havethe indicator P cannot be activated because you have not assigned a main contractualpartner.

4. There are two ways of activating contracts:

Activity Action

Activate all the contracts Choose Edit � Activate all

Activate individual contracts Position the cursor on the required lease out andchoose Choose.

You branch to an overview for the contract.

Activate the contract by choosing Activate.

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ResultThe system confirms that the activation has been carried out successfully. Only activated leaseouts participate in the debit position.

Effect of activation on system statuses of the rental unit (RU):

� Activating a RU for third-party usage � the occupancy type is set to Used by third parties(THRD) in the RU

� Activating a RU for your own use � the occupancy type is set to Own use (PROP) in theRU

� Activating a RU used in a corporate group � the occupancy type is set to Used by groupwith LO (GRPR) in the RU

You can deactivate lease outs.

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Deactivating a Lease-Out

214 April 2001

Deactivating a Lease-OutPrerequisitesYou can only deactivate active lease-outs as long as no actual records in the cash flow exist, orany existing records have been reversed.

ProcedureWhen editing an active lease-out, choose Lease-out �� Deactivate and save.

ResultThe status of the lease-out changes from ACTV (active) to CRTE (created).

Now you can enter, say, a new master tenant which is not possible within active lease-outs.

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Changing Lease-Outs

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Changing Lease-Outs1. Starting from the general menu, choose Accounting � Real estate management �

Rental � Lease-out � Change.

2. There are three ways of changing data of an existing lease-out (LO):

You can deactivate activated lease-outs in all of the functions described below aslong as no actual records exist in the cash flow or all the actual records have beenreversed.

Lease-out masterdata

Active contractconditions

Rent reduction

Inactive LOsYou can change all thedata of the LO

Active LOsYou can no longer changethe payment-relevant data

Changing Lease-Outs:Master Data [Seite 216]

Here you can change thepayment-relevant data ofthe activated LO

Changing Lease-Outs:Conditions of ActiveLease-Outs [Seite 217]

You maintain rentreductions for conditionamounts

Changing Lease-Outs: RentReductions [Seite 222]

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Changing a LO: Master Data

216 April 2001

Changing a LO: Master Data1. Choose Lease-out ��Change � LO master data.

2. Enter the company code and lease-out number, then choose the Master data function orpress ENTER.

3. Maintain your changes.

If you want to change payment-related data of an active lease-out, choose Lease-Out ® Cond.active agrmnt [Seite 217]

The procedure is identical to the one described in Editing a Lease-Out [Seite 183].

4. Save your data.

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Changing a LO: Conditions of an Active LO

April 2001 217

Changing a LO: Conditions of an Active LO

– This function allows you to change payment-relevant data in the lease-out,whereby the cash flow is adjusted automatically.

– If you change data that has already been entered and posted in the cashflow, you receive a system warning message here that posted records areaffected and that follow-up postings result from this change.

– By means of the Change active lease-outs function, you change the datathat has already been promised to the tenant in writing.

1. Choose Lease-out � Change � Active cntrct cond.

2. Enter the company code and lease-out number and choose the Payment data function orpress ENTER.

The displayed payment data applies to the particular period displayed in the Cond. validfield.

You can only change the fields highlighted in color.To make a change, select the field to be changed by double-clicking on it.

3. Starting from this screen, you can continue editing:

If Then

you want to change the data for theconditions,

choose the Cond.itm [Seite 219] function.

you want to display the history for afield,

position the cursor on the required field andchoose the Field hist.. function.

you want to display condition itemsthat are valid for different date thanthe one in the Cond. valid field,

choose the Other date function.

Enter the date and press ENTER.

you want to edit the adjustmenttypes for the contract,

choose Goto � Adjustment types or double-clickon the field.

you want to change payment data ata certain date,

Choose the New cond.date function.

Enter the date and press ENTER.

If you want to set or cancel a masterdata block [Seite 974] or accountassignment block [Seite 976],

choose the required function via Edit � Set blockor Cancel block.

Changing Conditions of Active Lease-Outs: Additional Functions [Seite 221]

4. Save your entries.

If follow-up postings are created due to the changes, enter in the dialog box the date asof which the follow-up postings are to be made.

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Changing Conditions of Active Contracts: Condition Items

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Changing Conditions of Active Contracts: ConditionItems

– If you retrospectively change conditions that have already been entered and

posted in the cash flow, this change creates follow-up postings.

– You can only edit already settled advance payments or flat rates at theearliest after the last settlement.

– If you change conditions that have been created through an automatic rentadjustment, you receive a popup where you can decide whether to reverseadjustments that have been made or to cancel the activity.

1. Change your data:

If Then

you want to switch back and forth betweenthe tax and areas view,

choose the function > or <

you want to change the amounts and taxcodes for the conditions,

double-click on the respective fields andchange the data.

you want to delete a condition item, position the cursor on the requiredcondition and choose the Delete condit.item function.

you want to delete a condition item onlyfrom a certain date,

position the cursor on the requiredcondition and choose the Delete item fromdate function.

you want to change a condition time-dependently,

position the cursor on the requiredcondition and choose the Insert condit.itemfunction.

Then enter the new validity date and theamount.

you want to add a new condition type, choose the New condition type function.

You receive a list of the condition types thathave not yet been used. Select a conditionand choose Continue.

Then enter the validity date and theamount.

you want to change the validity dates of acondition,

position the cursor on the requiredcondition, choose the function Newcondit.date and enter the new validity dates

you want to display valid conditions on acertain key day,

enter the key day with the function Displayother date.

you want to check your entries, choose the function Check entries.

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Changing Conditions of Active Contracts: Condition Items

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2. Choose Back to copy the data.

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Changing Conditions of an Active LO: Additional Functions

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Changing Conditions of an Active LO: AdditionalFunctionsThe following additional functions are available via the menu:

Functions Description

Goto � Period of notice Function for maintaining the dates of notice

Goto � Settlement particptn Branches to the settlement participation.

See: Editing a Lease-Out: Settlement Participation [Seite204]

Goto � Index data... Function for maintaining the index data, if an index-linkedlease-out is involved.

Extras � Chnge time limit set �Always unlimited

Changes are made for an unlimited period. Data that onlybecomes effective later is also affected, in other words,changes are made to the current record and all therecords following in time.

Extras � Chnge time limit set �Always limited

Basically, only the currently selected record is affected bya change. Records created later are not changed.

Extras � Chnge time limit set �Inquire each time

A dialog box appears for all changes also affecting data,that becomes valid at a later date, inquiring whether thelater records should also be changed or not. This is thedefault setting when you access processing.

Extras � Cash flow (old) If you change the conditions in an active lease-out, theCash flow (old) function displays the flow records thatwere effective before your changes.

Extras � Cash flow (new) After you have entered changes in an active lease-out, theCash flow (new) function determines the flow records fromthe current, new conditions and displays them.

Extras � Check acc.sttl.part./Check conditions

Checks both parameters.

Extras � Status Display status [Seite 980]

Set/reset user status [Seite 979]

Extras � Rent adjustments You receive a list of all the rent adjustments that havebeen made for the lease-out.

Extras � User data You receive a dialog box. You can view data on who madethe entry as well as on the person who changed thecontract data.

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Changing a LO: Rent Reductions

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Changing a LO: Rent Reductions

– By means of this function, you maintain time-dependent rent reductions ofcondition amounts. A requirement is that the condition type is marked assuitable for rent reduction in Customizing.

– Rent reductions are normal (generally temporary) condition items with aspecial condition type. You change and display them like all the otherconditions.

– When you access the rent reduction, the conditions for the last validcondition header of the lease-out are always displayed.

1. Starting from the general menu, choose Accounting � Real estate management �Rental management � Rental..

You branch to lease-out management.

2. Choose Lease-out � Change ��Rent reduction.

3. Enter the company code and number of the lease-out and choose the Basic data field orpress ENTER.

The conditions suitable for a reduction in rent are indicated by the SRn field beingselected. You can define rent reductions only for these condition types.

4. To specify a rent reduction for the condition, position the cursor on the correspondingcondition and choose the Choose function.

Enter the amount in the dialog box by which the condition should be reduced.

- Enter the amount with a minus sign, for example 200.00-,

- The effective from date is only required if rent reduction is to be limited to acertain period. If you do not enter an effective from date, the end date of thelease-out is set automatically.

If the reduction falls into a period, in which you have already carried out a debitposition, the corresponding follow-up postings are created.

5. Choose Back to copy the rent reduction.

6. The following functions are also available:

If Then

you want to display an overview and the oldand new cash flow,

choose Extras � Cash flow (old) or Cashflow (new).

you want to change conditions for anothercondition header,

choose the Other date function.

7. Save your entries

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If follow-up postings are created due to the changes, enter in the dialog box the date asof which the follow-up postings are to be made.

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Contract Renewal

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Contract RenewalUseWith this function you can collectively edit lease-outs and general contracts to renew their validityaccording to the options set for them.

PrerequisitesYou can only renew contacts with this function if:

� They are active

� They have the corresponding data for contract renewal

� The renewal period is not after the date of notice defined for the contract

FeaturesYou can display contracts for renewal in a list with the following data:

� Contact number, rental unit and main contractual partner (role 600 - tenant with customeraccount)

� Details stored for the particular lease-out on rental end date and contract renewal

Using this list, you can renew all or particular contracts. The system calculates the new rentalend date based on the length of extension defined in the contract.

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Renewing Contracts

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Renewing ContractsPrerequisitesYou can only edit active lease-outs or general contracts containing renewal data (Contractrenewal group box).

Procedure1. Starting from the general menu, choose

a. For lease-outs: Accounting � Real estate management ��Rental � Lease-out �Change � LO renewal.

b. For general contracts: Accounting � Real estate management � Real estate generalcontract � Processes � Renewal.

2. Enter your data and choose Execute.

3. You receive a list of the selected contracts.

Using the corresponding functions you can display particular contracts or you can sortthe list according to rental start, rental end or tenant.

4. Select the contracts that you want to renew.

5. Choose Renewal.

Based on the renewal options, the system calculates the new rental end date anddisplays it as a control.

Update renewal Cancel process

Save your data to update the renewals in thecontracts

If you do not want to renew the contracts,choose Back

ResultThe selected contracts have been renewed.

For contracts with renewal option 2 One-time renewal or 4 Option for one-time renewal, therenewal option is automatically set at no renewal.

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Lease-Out: Overview Display

226 April 2001

Lease-Out: Overview DisplayUseThis function helps you to create and edit lease-outs based on user-defined selection criteria.

The advantages of the structural list display are:

� You have a better overview of all the lease-outs in your portfolio

� You can edit lease-outs more efficiently than by using the individual menu functions

FeaturesList displayThe list can be displayed as a tree structure or as an unstructured list.

Tree structure display Unstructured list display

Lease-outs are sorted in the following order:

Business entity -> Rental unit -> Lease-outs

Lease-outs are sorted by lease-out numberper business entity

For easy reference the tree can be expandedor collapsed into business entities or rentalunits

The list cannot be expanded or collapsed

List display:

– Business entity with address

– Rental unit with address

– Lease-out numbers with maincontractual partner (role 600 -tenant with customer account),rental start, rental end andassignment to collective lease-out

List display:

– Lease-out numbers with maincontractual partner (role 600 -tenant with customer account),rental start, rental end andassignment to collective lease-out

Editing optionsYou have the following options for editing lease-outs in the list display:

� Creating lease-outs

� Changing a Lease-out

� Changing conditions of active lease-outs

� Displaying lease-outs

� Editing rent reductions

� Splitting up collective lease-outs

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Editing Lease-Outs Using List Display

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Editing Lease-Outs Using List Display1. Starting from the initial screen, choose Accounting � Real estate management � Rental

�� Lease-out �� Overview lease-outs.

2. Enter your selection criteria.

You select the list display using the List display group box:

Standard hierarchy Lease-outs

List display:

� Business entity with address

� Rental unit with address

� Lease-out numbers with maincontractual partner (role 600 - tenantwith customer account), rental start,rental end and assignment to collectivelease-out

List display:

Lease-out numbers with main contractualpartner (role 600 - tenant with customeraccount), rental start, rental end andassignment to collective lease-out

4. Choose Execute.

You receive a list of the selected lease-outs.

a) Color legend: Red = Inactive lease-outs / Yellow = Collective lease-outs

b) Standard hierarchy list: By choosing List � Sub-trees you can expand or collapsethe tree structure into business entities or rental units.

c) Display functions: By double-clicking on an object (BE/RU/LO) you can display themaster data.

d) Editing options:

i) Position the cursor on the required lease-out and choose the correspondingfunction.

ii) To create a lease-out, choose the Create lease-out function.

For further procedures see

Editing Lease-Outs [Seite 183]

Changing Lease-Outs [Seite 215]

Splitting Up Collective lease-outs [Seite 236]

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Collective Lease-Out

228 April 2001

Collective Lease-OutDefinitionCollective Lease-Out [Extern]

UseYou can use this function if you want to combine individual, logically related lease-outs of a maincontractual partner (role 600 - tenant with customer account). You can assign commercial andresidential lease-outs to one collective lease-out (CLO). The assignment can also be made todifferent business entities (BU).

The tenant, John Smith has four lease-outs:

� Residential lease-out (business entity 1)

� Private garage lease-out (business entity 1)

� Commercial lease-out (business entity 25)

� 10 commercial garage lease-outs (business entity 25)

You can combine all the lease outs for each business entity in one collective lease-out(two collective lease-outs). Alternatively, all the lease outs can be combined in differentbusiness entities in one collective lease-out.

StructureYou can edit CLOs in the following ways:

� When creating a new LO, you can create a new CLO at the same time or assign the leaseout to an existing CLO.

� You can create a new CLO for an existing LO by:

� creating a new LO (for example, garage LO) when you are processing the LO (forexample, a residential LO)

� assigning an existing LO (for example, garage LO) when editing the LO (for example,residential LO)

� You can assign active lease-outs to a new CLO

� You can directly assign a CLO to an existing LO.

You can split up collective lease-outs as well as removing individual lease-outs from the CLO.

IntegrationMain contractual partner

All assigned lease-outs must have the same main contractual partner (role 600 - tenant withcustomer account).

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Collective Lease-Out

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- If a lease-out of a collective lease-out is activated, no more changes can be

made to the lease outs of the main contractual partner (role 600 - tenant withcustomer account) that are assigned to the collective lease-out.

- If the main contractual partner of a lease-out is changed, this change isupdated in all the lease-outs that are assigned to the collective lease-out.

Debit position (rental accounting)

When you carry out the Debit position (rental accounting) for a collective lease-out, the debitposition for all the lease-outs assigned to the collective lease-out is also carried out.

Payment method (rental accounting)

If incoming payments are assigned to a collective lease-out account, the clearing of the openitems can be determined by a priority list in Real Estate Customizing based on:

� Contract type

� Flow type (conditions)

� Rental start

� Posting date

Incoming payments can also be assigned to the lease outs in a collective lease-out.

Master data block/account assignment block (status management)

If these blocks are set on the collective lease-out, the lease-outs assigned do not have theseblocks.

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Editing Collective Lease-Outs

230 April 2001

Editing Collective Lease-OutsPrerequisitesLease-outs to be assigned to a collective lease-out must have the same main contractual partner(role 600 - tenant with customer account).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rental.

2. You can create or assign collective lease-outs (CLO) in the following ways:

Typical situation Procedure

A tenant rents several rental units.You want to combine these into aCLO. The lease-outs still have to becreated. At the same time the CLOhas to be created.

Choose Lease-out � Create [Seite 231]

A tenant already has a LO. He rentsanother rental unit. You still have tocreate the new LO. At the sametime you want to create a new CLOfor both LOs.

Choose the lease-out (LO) to which you want toassign a CLO using Lease-out � Change� LOmaster data [Seite 232]

A tenant has several LOs. Thesehave not yet been assigned to aCLO. During the assigning process,you want to create a new CLO.

Choose the lease-out (LO) to which you want toassign a CLO using Lease-out � Change� LOmaster data [Seite 233]

A CLO exists. You want to assign itto a LO.

Choose the lease-out (LO) to which you want toassign a CLO using Lease-out � Change � LOmaster data [Seite 234]

You want to assign more than onelease-out to a new CLO.

Choose Lease-out � Change � Changecollective lease-out

You want to remove the assignmentof individual lease-outs to a CLO.

Choose Lease-out � Change � Changecollective lease-out

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Creating a LO: Creating a CLO

April 2001 231

Creating a LO: Creating a CLOPrerequisitesLease outs to be assigned to a collective lease out must have the same main contractual partner(role 600 - tenant with customer account).

Procedure1. Choose Lease out � Create.

You branch to the initial screen.

2. Enter your data.

Enter in the Collective lease out field the required contract key.

3. Choose the Master data function.

You branch to the lease out editing function. You can recognize that the lease out youare creating is assigned to the CLO that has already been created via the Collectiveagreement display field.

If you want to assign more RAs to the collective lease out, you can create them viaLease out � Collective LO � Create new LO.

4. For further information on editing see Editing a Lease out [Seite 183].

ResultYou have created a new collective lease out to which the newly created lease outs are assigned.

You can rename [Seite 235] collective lease outs.

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Changing a LO: Creating a New LO and a CLO

232 April 2001

Changing a LO: Creating a New LO and a CLOPrerequisitesLease-outs to be assigned to a collective lease-out must have the same main contractual partner(role 600 - tenant with customer account).

Procedure1. Choose Lease-out � Change � LO Master data

You branch in to the initial screen.

2. Enter the lease-out (= initial lease-out) for which you want to create a related lease-out and anew CLO.

3. Choose the Master data function.

4. To create a new LO choose Lease-out � Collective LO � Create new LO.

5. Enter in the dialog box the rental unit for which you want to create a new LO and choose theContinue function.

6. Choose Yes in the next dialog box.

7. A new CLO has been created with the key of the initial lease-out; you immediately branch tothe editing function of the particular rental unit. For further information on editing see Editinga Lease-Out [Seite 183].

8. When you have saved the new LO you return to the initial screen for editing lease-outs.

ResultYou have created a new CLO to which the initial lease-out and the newly created lease-out areassigned.

The CLO has the same key as the initial lease-out.

You can rename [Seite 235] the CLO.

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Changing a LO: Assigning a LO and Creating a CLO

April 2001 233

Changing a LO: Assigning a LO and Creating a CLOPrerequisitesLease-outs to be assigned to a collective lease-out must have the same main contractual partner(role 600 - tenant with customer account).

Procedure1. Choose Accounting -> Real Estate Management -> Rental -> Lease-out � Change � LO

Master data

You branch to the initial screen.

2. Enter the lease-out (= initial lease-out) for which you want to assign a related lease-out andcreate a new CLO.

3. Choose the Master data function.

4. To assign an existing LO choose Lease-out � Collective LO � Change. Assign RU

5. Enter in the dialog box the lease-out that you want to assign and choose the Continuefunction.

ResultYou have created a new CLO that includes the initial lease-out and the lease-out assigned to it.

The CLO has the same key as the initial lease-out.

You can rename [Seite 235] the CLO.

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Changing a Lease-Out: Assigning A Collective Lease-Out

234 April 2001

Changing a Lease-Out: Assigning A Collective Lease-OutPrerequisitesLease-outs to be assigned to a collective lease-out must have the same main contractual partner(role 600 - tenant with customer account).

Procedure1. Choose Lease-out � Change � LO Master data

You branch in to the initial screen.

2. Enter the lease-out to which you want to assign an existing CLO.

3. Choose the Master data function.

4. To assign an existing CLO choose Edit � Assign � Assign collective lease-out.

5. Double-click in the dialog box on the CLO that you want to assign.

6. Save your entries.

ResultYou have assigned the lease-out to a CLO.

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Renaming a Collective Lease-Out (CLO)

April 2001 235

Renaming a Collective Lease-Out (CLO)Procedure

1. Choose Accounting -> Real Estate Management -> Rental -> Lease-out � Change �Change Collective LO

You branch to the Change Collective LO Number for Active and Inactive Contractsscreen.

2. Enter the lease-out with its assigned CLO that you want to rename.

3. Choose Execute.

4. Select the contract you want to rename and Choose Delete collective LO no.

5. Select the contract and choose Assign Collective LO.

6. Choose Save.

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Splitting Up Collective Lease-Outs

236 April 2001

Splitting Up Collective Lease-OutsProcedure1. Starting from the initial screen, choose Accounting � Real estate management � Rental ��

Lease-out �� Overview of lease-outs.

2. Enter your selection criteria and choose Execute.

A list of collective lease-outs with their assigned lease-outs is displayed.

3. Select a collective lease-out and choose Edit � Split up collective lease-out.

ResultThe collective lease-out is deleted (number); the assigned lease-outs exist as separate entitiesagain.

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Tenant Changeover (Notice)

April 2001 237

Tenant Changeover (Notice)PurposeYou use this process to edit all aspects related to giving notice on lease outs:

� Notice processing

� Rental unit inspection

� Release of rental collateral

The tenant changeover process monitors the entire chain of activities from notice announcementthrough inspection of the rental unit to releasing the rental collateral.

PrerequisitesAll notice-related data (periods of notice/rental collateral) are defined in the master data of thelease out.

See also:Example Periods of Notice: Free Period Regulation [Seite 177]

Example Periods of Notice: Free Deadline Regulation [Seite 175]

Process Flow1. Notice processing

Notices have to be given on each lease out; you have to activate the notice.

The activation causes:

a. The entered date of notice to be updated in the lease out and rental unit

b. The system status of the affected lease out to be set to Cancelled (CANC)

c. The cash flow to be adjusted to the data of notice

d. The rental unit to be available for rental again

The system checks the incoming payments up to the valid notice date. Any morereceivables or credit notes resulting from a valid notice are copied in real time, thusallowing you to check them during notice processing.

2. Rental unit inspection

Maintain the status of the rental unit inspection (for example, without defects) andactivate it. Activation causes the system status Inspection made (INMD) to be set. (Youcan only delete a lease out which has been terminated if the inspection has beenactivated.)

During the actual changeover, you can record who is responsible for correcting anydefects using the memo book function.

You can maintain several inspection dates and provide each with a status (deadlinearrangement, rental unit has some defects, rental unit has major defects, and so on).

3. Release of rental collateral

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Tenant Changeover (Notice)

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Once the rental collateral is released, the notice procedure is complete:

The activation causes the system status Security deposit paid out (SECD) to be set onthe lease out.

If a cash deposit is released, a credit note is posted on a fixed value date to the amountof the cash deposit with accrued interest - in accordance with the parameters on interestcalculation determined in the lease out.

The credit note takes into account any amounts that have been entered for deductionfrom the deposit, such as maintenance costs.

The tenant is informed about the rent deposit refund and any deductions via a printout ofa standard rent deposit settlement.

If you have to edit several valid rental collateral releases, you can execute the bulkprinting process while editing them.

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Giving Notice on Individual Contracts

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Giving Notice on Individual Contracts1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Tenant changeover � Notice on lease-out.

Enter the contract to be processed.

2. To create a new notice for an active lease-out, choose the New notice function or pressENTER.

Contract category and Periods are automatically filled from the lease-out.

3. Enter the required data in the group box Notice data.

a. The system automatically enters the current date in the Receipt of notice field. The dateof notice is calculated on the basis of this date, in accordance with the regulations onperiods of notice set on the lease-out. This date is then entered in the Calculated noticeand Notice per fields.

b. You can change the date of receipt of notice. Press ENTER to calculate a new date ofnotice (Calculated notice field).

The date of notice on the lease-out is determined by the entry in the Notice per field.

You can also enter a notice date in this field that differs from the calculated date and thusoverrule the regulations on periods of notice set on the lease-out.

4. You have the following additional processing options:

Action Procedure

Display account information of maincontractual partner with customeraccount

Choose Environment � Disp. cust.accnt.

For details on the functions of this FinancialAccounting component, choose Help � Applicationhelp in the particular function you are processing.

Display balance of open items Choose Tenant: open items

Display open items to be paid,cleared items as well as items of thetenant with customer account thatare not to be paid

Choose Environment � Tenant account sheet

Display lease-out master data Choose Environment � Lease-out

Edit business partner data Choose Partner overview.Changes you make here are updated in the lease-out.

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Give notice Choose Activate notice.

The date in the Notice per field is then stored in thelease-out and the rental unit. The system status of thelease-out is set to Canceled (CANC).

No further changes can be made to the input fields ofnotice processing.

The cash flow is adapted to the notice data.

Reverse notice See Reversing Notices [Seite 241]

Print active notice for contract Either choose Notice � Print confirm/notice whenediting the notice

Or choose Lease-out � More correspondence... whenediting the lease-out (see also ExampleCorrespondence Control (+ Print) [Seite 800])

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Reversing Notices

April 2001 241

Reversing NoticesUseTo reverse notices that have been issued.

Prerequisites� You can no longer reverse a notice if a renewal contract already exists for the rental unit.

� For reversed notices, you can no longer change the date of notice in the Notice per field.

� If you have reversed a notice, you can then change certain notice data and activate thenotice again later.

This function is only available for activated notices.

Procedure1. Choose Reverse notice.

This deactivates the notice. The system status Cancelled (CANC) in the lease-out isdeactivated when you save the data.

2. You have these options for processing:

If Then

You want to display the history of notices for the lease-out Choose Goto � Notice history

You want to re-activate the reversed notice Choose Activate notice

You want to create a new notice for another date Choose New notice

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Carrying Out Mass Notices

242 April 2001

Carrying Out Mass NoticesUseMass notices on active lease-outs.

Procedure5. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Termination of several lease-outs.

6. Enter your selection criteria and choose Execute.

ResultYou select the contracts to be terminated according to the normal selection criteria. They arethen displayed in the selection list. Contracts marked green indicate that the notice datedetermined for that particular contract match your selection criteria. Contracts marked red do notmatch your selection criteria.

If you press 'Give notice', all selected contracts are terminated according to the notice dataspecified.

The results are written to a log.

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Inspecting Rental Units

April 2001 243

Inspecting Rental Units1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Tenant changeover � Rental unit inspection � Edit.

2. Enter the required lease out / collective lease out and press ENTER.

3. Maintain your data.

4. You can maintain several inspection dates and provide each with a status (agreement ondates, rental unit has minor faults, rental unit has serious faults, and so on).

Activity Action

Display master data of lease out Choose Lease out

Store notes on the inspection Choose Memo book

Confirm that inspection has beensuccessfully carried out

Position the cursor on an inspection date and chooseActivate.

The system enters the activation date.

By activating a status, the system status Inspectionmade (INMD) is set on the lease out. You can onlydelete a lease out on which notice has been givenonce the inspection has been activated.

Reverse an activated inspection Choose Reverse

Prerequisite:The rental collateral has not yet been released.

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Releasing Rental Collateral

244 April 2001

Releasing Rental CollateralUseThe notice activity is only complete when any rental deposits paid by the tenant are refunded.

You use this function to release rental collateral; in other words you arrange for the automaticrefund of the rental collateral to the tenant; you may also decide to withhold a certain amount ascosts charged to the tenant.

PrerequisitesNotice has been given on the contract and the inspection of the rental unit is activated.

Procedure1. Starting from the initial screen, choose Accounting � Real estate management � Rental �

Tenant changeover � Rental collateral � Process release.

2. Enter the number of the corresponding lease out and press ENTER.

3. Enter the release date in the Release rnt dep. field.

4. You have several options for withholding costs when clearing a receivable from the tenant ontenant changeover.

Activity Action

You do not want to release a particulardeposit amount

Enter the corresponding amount in theWithh. sec. dep. field

You want to post the tenant's refund orreceivable

Choose Activate.

You cannot reverse the activation.

The activation does not yet generate thepostings of the refund for a cash deposit.You have to make these postings manuallyfor the time being.

The activation date is displayed in therespective field.

Activating the release sets the systemstatus to Security deposit paid out (SECD)on the lease out.

You can now no longer reverse an activatedinspection of the rental unit.

Print a deposit settlement You can also execute [Seite 246] bulkprinting of the letters for the depositsettlement

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You want to display the main contractualpartner with customer account

Choose Environment � Disp. cust.acct

For details on the functions of this FinancialAccounting component, choose Help �Application help in the particular function youare processing.

6. Save your data

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Printing Release of Rental Collateral

246 April 2001

Printing Release of Rental CollateralUseMass print to tenants to confirm the release of rental collateral.

Prerequisites� Release has been activated.

� You have defined the standard letter and correspondence activity.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Tenant

changeover � Rental collateral � Print letter.

2. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the recipients of your choice.

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Change of Master Tenant (Without Notice)

April 2001 247

Change of Master Tenant (Without Notice)PurposeYou can change the tenant with customer account of an active lease-out without having toterminate the contract and create a new contract for the same rental object.

Process Flow1. In partner management of an active lease-out, change the old customer with tenant account

to the new customer with tenant account (Edit � Change tenant with customer account).

For lease-outs that are assigned to a collective lease-out, proceed as follows:

a. Split up collective lease-out

b. Change the tenants in the lease-outs affected

c. Reassign these lease-outs to the collective lease-out.

2. If any open items of the original tenant exist (check this in the contract by choosingEnvironment � Display cust.account), you can make a manual transfer posting for theseitems (see below).

Result� The change is always made on the current date; it is not possible to make changes that are

valid retrospectively or in the future.

� The new tenant becomes valid on the current date; the old tenant remains valid in the partnerhistory up until the date of the previous day.

� If the tenant changes several times in one day, the data of the tenant assigned laterally issaved (in other words, the system will not save several tenants for a particular key date;multiple changes on the same day are only possible if no open items exist for the previoustenant (if they do exist, you have to delete them first).

� There is no automatic transfer posting of open items; if you want to transfer the open items ofthe old tenant to the new one, you have to carry out a manual transfer posting.

Possible Scenario Suggested Procedure

New tenant with customer account does notwant to take over any open items ofprevious tenant

Post open items as irrecoverable debt(Account Maintenance: Editing Open Items[Seite 305])

New tenant with customer account takes onthe open items and/or unqualified downpayments of previous tenant

Transfer Postings on Change of MasterTenant [Seite 311]

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Transfer Postings on Change of Master Tenant

248 April 2001

Transfer Postings on Change of Master TenantUseTransfer postings of open items or unqualified down payments when the master tenant withcustomer account changes in an active lease-out.

PrerequisitesThere has been a change of master tenant with customer account in an active lease-out (Changeof Master Tenant (Without Notice) [Seite 247] ).

FeaturesThe system makes a transfer posting on a key date of all outstanding open items (particularlythose that cannot be settled, such as advance payments for operating costs) to the new mastertenant with customer account of the respective lease-out.

You can enter the following data in the transfer posting:

� Required lease-out

� Required posting date

� Transfer posting of all unqualified down payments of the previous tenant (without lease-outaccount assignment) (optional)

� Document date and type, reference document number and document header for the newposting; otherwise the system copies the old posting text 1:1 (optional)

Information from the original document may be lost in certain circumstances:For technical reasons, the system does not copy all data from the old documents.

The following data is copied or from the old documents or newly created:

� Document header:

Document type, document date, reference, document header text: data is copied or maybe preassigned

� Posting date: specified by system

� Clearing text: old document number/old customer

� Currency key, exchange rate and exchange date: data is copied

� Document items:

Posting key, special G/L indicator, sales tax indicator, amount (in document currency),tax amount (in document currency), item text, due date, payment block, house bank key,partner bank category, dunning data, flow type, contract category, contract number,payment method, assignment number: data is copied

Activities1. Starting from the general menu, choose Accounting � Real estate management � Rental

accounting.

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2. Choose Postings � Transfer posting tenant changeover.

3. Enter your selection criteria and choose Execute.

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Accessing Tenant Information

250 April 2001

Accessing Tenant InformationUseYou want to access all relevant data on the contract (such as an overview of conditions, paymentdata, dunning and complaint data etc.) of a master tenant with customer account. This enablesyou to quickly check tenant details or to answer questions on the contract, for instance, in thecourse of a telephone conversation with the tenant.

You can search for the data using the following criteria:

� Lease-out number

� Name

� Date of birth

� Zip code

� City

� Street

� Cost center (for own use)

Apart from displaying the data, you can also carry out the following rental processes in the resultscreen:

Change lease-out

Print lease-out

Process notice

Create tenant account sheet

Simulate a rent adjustment (representative list of rents / comparative group / index-linked rent)

ProcedureStarting from the initial screen, choose Accounting � Real estate management � Rental �Tenant information.

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Rental Accounting

April 2001 251

Rental AccountingPurposeRental accounting represents an integrated accounts receivable/accounts payable accounting inthe form of open items accounting. It deals with all postings and cash transactions with thecontracting parties. Postings are managed at the lowest level for each rental unit and lease out.

Implementation ConsiderationsThis component is required if you rent real estate objects and intend to carry out rentalaccounting and rent collection on them.

IntegrationYou need to install the R/3 Financial Accounting (FI) and Controlling (CO) components to use therental accounting component.

FeaturesRental accounting is divided into the following functions:

Debit positionThe debit position for the lease out posts or reverses receivables from the tenant for each leaseout.

The debit position for vacant rental units takes account of accrued vacancy costs.

One-time postingsThe "one-time postings" contain all functions you require for creating and uniquely assigning aposting to a lease out. By means of one-time postings you pass on your receivables directly tothe customer (master tenant).

Accrual/deferralHere you can separate periodic assignments of expenses and revenues of the payable inadvance/payable in arrears payment forms of rent receivables for the profit and loss statement.

Payment transactionsPayment transactions include functions for manual and automatic incoming payments (FIpayment program/account statement entry/follow-up postings for rejections of automaticincoming payments).

In this case, the open items of the customer are cleared or advance payments are posted asunqualified down payments.

Account maintenanceMaintenance of open items including determination of instalment payments and charging offirrecoverable debt.

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Rental Accounting

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Selecting documents specific to Real EstateBy means of this function, you select documents that were created within the debit position,accrual/deferral, input tax processing, service charge settlement, sales settlement, ownersettlement and adjustment of flat rates.

ReportingYou can use reporting to obtain information at any time on posting transactions, tenant accounts,open items or incoming payments.

Dunning noticeWith the dunning program you have access to all the functions of dunning. The dunning programis identical to accounts receivable accounting dunning in Financial Accounting.

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Account Determination (Rental Accounting)

April 2001 253

Account Determination (Rental Accounting)Different parameters can be set for the account determination in the Real Estate Customizing:

� Flow typeis deduced from the conditions in a lease-out

� Main usage typeis deduced from the master data of a building or property

� Corporate group identifieris deduced from the partner master data

� Account determination key 4must be maintained directly in the master data of the rental units and lease-outsconcerned

Advantage: A different account determination control is possible for each lease-out orfor each rental unit.

The account determination is used for the following processes:

� Lease-out debit position

� Rental unit (vacancy) debit position

� Service charge settlement

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Debit Position Lease-Out

254 April 2001

Debit Position Lease-OutUseThe debit position of the lease-out posts those accounting flows resulting from the conditionswhile taking account of the type of tenancy (third-party/own usage).

You use this function to manually or automatically post periodically recurring receivables resultingfrom the tenancy.

IntegrationLease-out

� Business partnerPartners with customer account relevant for the debit position (master tenant, payer,subsidizer) are assigned in the lease-out.

Lease-out customers can be:

Roles Functions

Tenant with customer accnt Main contractual partner of lease-out

Subsidizer with

customer accnt

Alternative payer, if rent is not paid in full by tenant but partiallyby other partners (e.g. social welfare office)

Payer with customer accnt Alternative payer, if whole rent is not paid by master tenant butby a third party

� TenancyThe indicator for own or third-party usage is defined on the lease-out.

� Cash flow for the lease-outIf conditions are maintained on the lease-out, the system creates a cash flow thatupdates monthly planning records of all debit position postings for each condition type fora number of years, depending on the setting in Real Estate Customizing. These planningrecords are assigned the indicator P.

Credit memos and rent reductions are displayed in the cash flow as negative values, butthe positive amount is posted in accordance with the setting of the accountdetermination.

Account determinationAccount determination is carried out in accordance with the settings in Real Estate Customizing(account determination (rental accounting) [Seite 253]

� (account determination (Rental accounting))

Rent collectionOpen items are cleared or processed using the incoming payments processing and accountmaintenance functions.

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Debit Position Lease-Out

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PrerequisitesOnly the following lease-outs are considered:

� With status Active (ACTV) so that flow records exist for the cash flow (for example, basicrent, advance payments on service charges and heating expenses)

� No deletion flag (status DLFL) and no account assignment block (status AALK)

FeaturesYou carry out a debit position per company code. Debit position runs can be simulated orreversed. A posting or error log gives information at any time on the status quo of the debitposition.

You use the debit position to:

� Select all not yet booked but due flow records (planned records in cash flow).

� Carry out an account determination for each flow record, and create a debit and creditposting in Financial Accounting

Debit Position Third-Party UsageThe periodic debit position runs post the rent receivables due from the customer for each lease-out and updates open items to the customer account according to the flow records.

� Rent reductionRent reductions that may be determined in the lease-out for each condition type areposted as credit memos.

� Advance paymentThe system displays advance payments for operating costs, heating expenses andsales-based rent as special G/L transactions (setting in Financial AccountingCustomizing). They are posted as advance payment requests and afterwards balancedwith the incoming payments for advance payments. This balance results in the totaladvance payments actually received from the tenant.

� Payer/subsidizer with customer accountThe debit position postings are normally made on the customer account of the mastertenant with customer account.

If he/she is an alternative payer (= role of payer with customer account), all customer-side line items of the document contain additional details of the payer (name, address,bank details).

The open items are managed on the account of the master tenant exclusively and not onthe account of the alternative payer. You can use the alternative payer, for instance,when the account holder for bank collection is different from the master tenant.

The subsidizer with customer account is treated differently; he/she pays the rent inpart. Any subsidies are agreed on in the lease-out for each condition. The agreedamount is posted to the customer account of the subsidizer and the remainder to thecustomer account of the master tenant.

Overview graphic: Lease-out debit position posting [Seite 945]

Overview graphic: Down payments in special general ledger [Seite 946]

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Debit Position Lease-Out

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Debit position own useIn the case of own use, costs are not posted to a master tenant assigned to the lease-out but to acost center of the organization specified in the lease-out, in which case the auxiliary accountassignment of the revenues from own use to the lease-out is carried out.

This posting is also possible cross-company, i.e. to the cost center of another company code inthe same controlling area of another company code.

Background jobThe periodically occurring debit position runs may be automated as required by the user; thesystem itself initiates the processing on the requested dates.

This takes place by means of a background job.

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Simulating Debit Position Lease-Outs

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Simulating Debit Position Lease-OutsPrerequisitesThe lease-out is active and has neither a deletion flag nor an account assignment lock.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings � LO

debit position � Simulate.

2. Maintain your selection criteria.

The default value for the debit position period is always the following month after thecurrent period. If you overwrite the default value and then press ENTER, the date inthe Items due by field is automatically adjusted.

Action Procedure

Print the result of the simulationdirectly without print preview

Fill in the fields (depending on the number of required lists)in the Output parameters group box (for print of: Result ofthe simulation)

Choose Program � Execute in bckgrnd, specify your printparameters in the dialog box (for printing: Error andposting log), and proceed with the Save function.

This prints the result of the simulation as an overview.Keep the result of thesimulation directly on thescreen

Choose Execute.

In this case, the fields in the Output parameters group boxhave no significance.

If you want to display the posting and error log, choose thecorresponding functions.

ResultYou receive a simulation of the debit position for all flow records (memo records in cash flow) thatare not yet posted but due by the month indicated.

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Carrying Out Debit Position Lease-Outs

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Carrying Out Debit Position Lease-OutsPrerequisitesThe lease-out is active and has neither a deletion flag nor an account assignment lock.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings � LO

debit position � Execute.

2. Maintain your selection criteria.

The default value for the debit position period is always the following month after thecurrent period. If you overwrite the default value and then press ENTER, the data in theItems due by field and Posting parameters group selection box are automaticallyadjusted.

Action Procedure

Print the result without screenoutput

Fill in the fields (depending on the number of required lists)in the Output parameters group box (for print of: ChooseProgram � Execute in bckgrnd, specify your printparameters in the dialog box (for print of: Error and postinglog), and proceed with the Save function.

ResultThis

� Selects all flow records not yet posted up to thespecified month.

� Carries out an account determination and creates adebit and credit posting for each flow record.

� Creates a debit position ID [Seite 793].

� Prints the debit position results as an overview.

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Result with screen output Choose Execute.

In this case, the fields in the Output parameters group boxhave no significance.

ResultThis

� Selects all flow records not yet posted up to thespecified month.

� Carries out an account determination and creates adebit and credit posting for each flow record.

� Creates a debit position ID [Seite 793].

� Prints the debit position results as an overview.

If you want to display the posting and error log, choose therespective functions.

Have your system administrator create a background job that automatically starts thedebit position in the required intervals.

To check whether the posting has been made, choose Extras � Cash flow in the lease-out.

� If the posting has been made correctly, the indicator has been changed from "P"(memo record) to "I" (actual record).The documents can also be displayed on thecustomer account.

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Debit Position Lease-Outs Log

260 April 2001

Debit Position Lease-Outs LogUseBy means of this function, you display the log of an executed debit position via the debit positionID, which contains information on the condition types, the gross and/or net amounts, the salestax as well as the flow type and payment method.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings � LO

debit position � Log.

2. Maintain your selection criteria.

Action Procedure

Print the log without print preview Fill in the fields (depending on the number of requiredlists) in the Output parameters group box.

Choose Program � Execute in bckgrnd, specify yourprint parameters in the dialog box, and proceed withthe Save function.

This prints the log of the chosen debit position asOverview.

Keep the log directly on the screen Choose Execute.

In this case, the fields below the Output parametersgroup box have no significance.

This displays the log as Screen overview.

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Reversal of Postings

April 2001 261

Reversal of PostingsUseThis function reverses the following posting procedures:

� Debit position (lease-out, rental unit)

� Periodic postings (general contract)

� Periodic fee settlement: management contract debit position

� Event-driven fee settlement: management contract

� Accrual/deferral (rent paid in advance or in arrears / sales-based rent accrual or deferral

IntegrationThis function uses the document reversal function in Financial Accounting.

FeaturesYou can select the posting run by selecting either the debit position ID [Seite 793] or thecorresponding object (only use debit position ID for accrual/deferral and event-driven feesettlement).

Documents that cannot be reversed are marked red. If a document has already been cleared byan incoming payment, it is also marked red.

You can do the following:

� Check if a document can be reversed

� Reverse all documents in the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the debit position document), this automatically reverses the clearingdocument for the item

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Reversing Postings

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Reversing PostingsFinanzstrom [Extern]

PrerequisitesPosting documents are reversible.

Procedure1. Choose Accounting � Real estate management:

a. Lease-out: Rental accounting � Postings � LO debit position � Reverse

b. Rental unit: Rental accounting � Postings � Vacancy debit position � Reverse

c. Accrual/deferral: Rental accounting � Postings � Accrual/deferral � Reverse

d. Management contract

i. Third-party management � Postings � Management contract debit position��Reverse

ii. Third-party management � Postings � Management contract debit position��Reverse

2. Enter selection criteria and choose Execute.

3. The system issues a list of all debit position run documents:

If you position the cursor on an entry in the Document or Reversed by column and selectdisplay, the document display in Financial Accounting appears.

If you position the cursor on the debit position run, the Real Estate (RE) posting logappears.

4. Check the documents that you want to reverse and select Reverse.

ResultAccording to the setting on the selection screen, the documents are:

� Updated in a batch input session. The reversal is carried out only when the batch inputsession is processed.

You can process the session by System � Services ��Batch input � Sessions���Process

� Or, reverse online.

In both cases:

� A reversal indicator is set in the posting document.

� If the reversal has been carried out correctly, the indicator changes from "I" (actual record) to"P" (planned record).

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Lease-Out: Refreshing Cash Flow

264 April 2001

Lease-Out: Refreshing Cash Flow When you activate the lease-out, the cash flow is updated only for a certain period oftime defined in Real Estate Customizing (a maximum of 2 years). Debit position usesthe cash flow.

At the latest, when the period of time set here runs out, the cash flow has to berecalculated since otherwise the debit position for contracts that have not beenchanged after having been activated cannot find any records anymore.

1. Within the real estate menu, choose Environment � Tools � Selection versions. LOcash flow.

2. Maintain your selection criteria and choose Execute.

You receive an overview of the activities performed.

This extends the update of the cash flow by the time set in Real Estate Customizing.

It is recommended to regularly run the report bi-annually as a background job. If youhave a lot of lease-outs, you should create several variants (sorted by businessentities, for example) for reasons of performance.

Contact your system administrator for this.

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Vacancy Debit Position (Imputed Costs)

April 2001 265

Vacancy Debit Position (Imputed Costs)UseThe debit position for vacant rental units posts the imputed costs resulting from the conditions ofthe rental units.

Use this function if you want to evaluate vacancy as imputed costs.

IntegrationRental unit

� Cost centers If you want to post the imputed costs to one cost center of an organization, you shouldpost it to the rental unit. The posting can also be made for all company codes. In thiscase, the posting can be made to a cost center belonging to another company code inthe same controlling area.

If the rental unit is not assigned to a cost center, you post the expense to the rental unititself.

� Cash flowWhen there is a vacancy, the cash flow is updated for the condition amounts defined (inReal Estate Customizing).

With every subsequent debit position for the vacancy, the system uses the cash flow andposts the receivables according to the conditions defined. The posted records areidentified with the indicator I as actual records.

Changes made in retrospect could result in subsequent postings (such as retrospectiveactivation of a lease-out).

PrerequisitesAccount determinationYou have to define a special account determination for vacancy postings in Real EstateCustomizing. The conditions to be posted are selected by means of reference flow types. Therelationship category Vacancy is used.

See also: Account Determination (Rental Accounting) [Seite 253]

Rental unitThe only rental units taken into account are:

� Vacant rental units (system status EMPTY)

� Rental units on which conditions are maintained

If the accrued expense is posted to the rental unit (no assignment to cost center), the rental unitmust have the following status pattern:

� Rental unit is released (system status REL)

� No deletion flag set (DLFL)

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� No account assignment lock set (system status AALK)

FeaturesYou carry out a debit position per company code. Debit position runs can be simulated orreversed. A posting and error log informs you about the status of the debit position at all times.

The system posts due flow records that have not yet been posted, but that are due (planningrecords in cash flow) via the debit position as imputed expenses.

The posting made is imputed costs to imputed revenue.

The revenue account assignment made to the rental unit; the costs account assignment can bemade by:

either

� To a cost center, if this has been assigned to the rental unit, or

� To a vacant rental unit, if no cost center has been assigned

For rental units subject to the Austrian tenant service charge settlement, vacancypostings have to be made to the advance payment conditions.

Background JobThe periodically occurring debit position runs may be automated as required by the user; thesystem itself initiates the processing on the requested dates.

This takes place by means of a background job.

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Simulating Debit Position for Vacant Rental Units

April 2001 267

Simulating Debit Position for Vacant Rental UnitsPrerequisitesThe only rental units taken into account are:

� Vacant rental units (system status EMPTY)

� Rental units on which conditions are maintained

If the accrued expense is posted to the rental unit (no assignment to cost center), the rental unitmust have the following status pattern:

� Rental unit is released (system status REL)

� No deletion flag set (DLFL)

� No account assignment lock set (system status AALK)

You can release [Seite 109] rental units for account assignment using bulkprocessing.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings �

Vacancy debit position � Execute.

2. Maintain your selection criteria.

The default value for the debit position period is always the preceding month afterthe current period. If you overwrite the default value and then press ENTER, the datein the Items due by field is automatically adjusted.

Action Procedure

Print the result of thesimulation directlywithout print preview

Fill in the fields (depending on the number of required lists)in the Output parameters group box (for print of:Simulation of Results)

Choose Program � Execute in bckgrnd, specify yourprinting parameters in the dialog box (for printing: Errorand posting log), and continue with the Save.

This prints the result of the simulation as an overview.

Keep the result of thesimulation directly onthe screen

Choose Execute.

In this case, the fields in the Output parameters group boxhave no significance.

If you want to display the posting and error log, choose thecorresponding functions.

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ResultThe system displays the simulation of the debit position for all flow records (memo records incash flow) that are not yet posted but due by the month indicated.

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Carrying Out Debit Position for Vacant Rental Units

April 2001 269

Carrying Out Debit Position for Vacant Rental UnitsPrerequisitesThe only rental units taken into account are:

� Vacant rental units (system status EMPTY)

� Rental units on which conditions are maintained

If the accrued expense is posted to the rental unit (no assignment to cost center), the rental unitmust have the following status pattern:

� No deletion flag set (DLFL)

� No account assignment lock set (system status AALK)

� Rental unit is released (system status REL)

You can release [Seite 109] rental units for account assignment using bulkprocessing.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings �

Vacancy debit position � Execute.

2. Maintain your selection criteria.

The default value for the debit position period is always the prior month to the currentperiod. If you overwrite the default value and then press ENTER, the data in the Itemsdue by field and Posting parameters group selection box are automatically adjusted.

Action Procedure

Print the result without screenoutput

Fill in the fields (depending on the number of required lists)in the Output parameters group box (for print of: Simulationof Results)

Choose Program � Execute in bckgrnd, specify your printparameters in the dialog box (for printing: Error andposting log), and continue with Save.

ResultThis

� selects all flow records not yet posted up to thespecified month.

� Carries out an account determination and creates adebit and credit posting for each flow record.

� Creates a debit position ID [Seite 793]

� prints the debit position as an overview

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Result with screen output Choose Execute.

In this case, the fields in the Output parameters group boxhave no significance.

ResultThis

� Selects all flow records not yet posted up to thespecified month.

� Carries out an account determination and creates adebit and credit posting for each flow record.

� Creates a debit position ID [Seite 793]

� Displays the debit position as screen overview.

� If you want to display the posting and error log, choosethe respective functions.

� Have your system administrator create a background job that automaticallystarts the debit position in the required intervals.

– To check whether the system has made the posting, choose Extras � Cashflow in the respective rental unit.

If the posting has been made correctly, the indicator has been changed from "P"(memo record) to "I" (actual record).

You can display the documents using the posting log.

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Debit Position for Vacant Rental Units Log

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Debit Position for Vacant Rental Units LogUseBy means of this function, you display the log of an executed debit position via the debit positionID, which contains information on the involved condition types, the gross and/or net amounts, thesales tax as well as the flow type and payment method.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings �

Vacancy debit position � Log.

2. Maintain your selection criteria.

Action Procedure

Print the log without print preview also fill in the fields (depending on the number ofrequired lists) in the Output parameters group box.Choose Program � Execute in bckgrnd, specify yourprint parameters in the dialog box, and proceed withthe Save function.This prints the log of the chosen debit position asOverview.

Keep the log directly on the screen Choose Execute.

In this case, the fields in the Output parameters groupbox have no significance.

This displays the log as Screen overview.

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Reversal of Postings

272 April 2001

Reversal of PostingsUseThis function reverses the following posting procedures:

� Debit position (lease-out, rental unit)

� Periodic postings (general contract)

� Periodic fee settlement: management contract debit position

� Event-driven fee settlement: management contract

� Accrual/deferral (rent paid in advance or in arrears / sales-based rent accrual or deferral

IntegrationThis function uses the document reversal function in Financial Accounting.

FeaturesYou can select the posting run by selecting either the debit position ID [Seite 793] or thecorresponding object (only use debit position ID for accrual/deferral and event-driven feesettlement).

Documents that cannot be reversed are marked red. If a document has already been cleared byan incoming payment, it is also marked red.

You can do the following:

� Check if a document can be reversed

� Reverse all documents in the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the debit position document), this automatically reverses the clearingdocument for the item

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Reversing Postings

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Reversing PostingsFinanzstrom [Extern]

PrerequisitesPosting documents are reversible.

Procedure5. Choose Accounting � Real estate management:

a. Lease-out: Rental accounting � Postings � LO debit position � Reverse

b. Rental unit: Rental accounting � Postings � Vacancy debit position � Reverse

c. Accrual/deferral: Rental accounting � Postings � Accrual/deferral � Reverse

d. Management contract

i. Third-party management � Postings � Management contract debit position��Reverse

ii. Third-party management � Postings � Management contract debit position��Reverse

6. Enter selection criteria and choose Execute.

7. The system issues a list of all debit position run documents:

If you position the cursor on an entry in the Document or Reversed by column and selectdisplay, the document display in Financial Accounting appears.

If you position the cursor on the debit position run, the Real Estate (RE) posting logappears.

8. Check the documents that you want to reverse and select Reverse.

ResultAccording to the setting on the selection screen, the documents are:

� Updated in a batch input session. The reversal is carried out only when the batch inputsession is processed.

You can process the session by System � Services ��Batch input � Sessions���Process

� Or, reverse online.

In both cases:

� A reversal indicator is set in the posting document.

� If the reversal has been carried out correctly, the indicator changes from "I" (actual record) to"P" (planned record).

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One-Time Postings

April 2001 275

One-Time PostingsUseYou use this function to manually pass on receivables that are not automatically covered by theconditions entered in the lease-out, but that are to be assigned to the tenant. You assign invoiceamounts directly to the individual lease-outs; these are debited to the customer (tenant). You canpost credit memos in the same way.

For instance, in this way you can manually settle repair costs that are to be charged directlyto the tenant or any other one-off receivables.

You can park the document and post it later.

PrerequisitesOnly the following lease-outs are considered:

� With status Active (ACTV) so that flow records exist for the payments to be made by thetenant (for example, basic rent, advance payments for service charges and heatingexpenses)

� No deletion flag (status DLFL) and no account assignment block (status AALK)

� Document parking is only possible for activities without special G/L indicator category downpayment or bill of exchange. For instance, special G/L indicators J and K of the advancepayment category cannot be used for document parking.

IntegrationAccount determinationThe account determination depends on the settings made in Customizing of Real Estate(Customizing documentation: Determine Account Determination for Lease-out [Extern].

Incoming paymentsOpen items are cleared via Incoming Payments [Seite 278].

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Posting/ Parking One-Time Postings

276 April 2001

Posting/ Parking One-Time Postings4. Starting from the general menu, choose Accounting � Real estate management � Rental

accounting � Postings � One-time postings � Post/park.

5. Enter the document date and maintain the account assignment data (specify lease-out,account assignment amount, tax code and flow type).

� You can see the account assignment logic applied under the Posting rule tab.

� You can display the specified lease-out by choosing the Lease-out tab.

6. You can park the document or post it immediately.

To park a document To post a document immediately

Choose Park document

Result:

The document is not posted. You can postparked documents in the FI componentlater

If you want to change, post or delete theparked document, choose Postings �One-time postings � Edit parkeddocuments

For further details on procedures andconcepts, refer to the documentation of theFinancial Accounting component:Document Parking [Extern]

Choose Post

Result:

The receivable entered is debited to thecustomer of the lease-out as an open item

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Rent Collection

April 2001 277

Rent CollectionPurposeYou can clear or edit open items for lease outs or their partners with customer accounts using therent collection function.

Rent collection offers you various functions that can either be carried out sequentially or incombination:

� Manual and automatic incoming payments processing

This posts and monitors the tenant’s incoming payments to clear the rent receivables, ona cross-company basis if required. Incoming payment documents are assigned to acustomer or a lease out to clear the open items of the customer account.

� Settling receivables and credit memos

� Posting instalment payments

� Charging off irrecoverable debt

� Editing residual items and partial payments

PrerequisitesReceivables or credit memos have been posted to the customer accounts of tenants or otherpartners with customer accounts as open items as a result of debit positions, one-time postingsand other activities.

Process FlowThe open items may be cleared by incoming payments or internal transfer postings or bysettlement with credit memos. The number of the clearing document and the date of clearing aredocumented in the posting documents.

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Incoming Payments

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Incoming PaymentsUseThe purpose of incoming payments is to assign incoming payment documents to a customer andclear open items from the customer accounts of a lease-out.

When these items are being cleared, they are assigned a document reference number and theclearing date.

IntegrationDebit positionThe customer open items are generated using the debit position of active lease-outs or otherposting procedures.

Account maintenanceYou can edit open items, down payments, receivables and any installment payment agreementswith Account Maintenance.

FeaturesYou can process incoming payments for the RE component and for cross company codepayments with these functions:

� Automatic processing of incoming payments

� Account statement entry

� Bank payment (applies to Germany only)

� Direct debit via payment program

� Post-processing rejected incoming payments for automatic incoming payment (returneddirect debits/rejection)

� Manual incoming payment processing with integrated account maintenance

� Manual incoming payment processing

� Fast entry incoming payment processing

� Processing of part payments and remaining items according to the logic used in theFinancial Accounting component.

� POR procedure for Switzerland

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Incoming Payments

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Automatic Incoming Payments: Account Statement Entry

280 April 2001

Automatic Incoming Payments: Account StatementEntryUseSee also:Electronic bank statement [Extern]

IntegrationDuring editing, the information of the note to payee of the transferred document might not sufficeto uniquely assign an incoming payment or to make a clearing entry.

The system catches these amounts in a rejection account, from where you can subsequentlyassign them manually to customers, lease-outs, and open items.

FeaturesThe transfer of incoming payments can be assigned to the open items on the customer accountsby means of electronic account statement entry depending on different criteria. Posting andclearing are carried out automatically.

The system supports the generally recognized international standards for account statementformats, such as MultiCash.

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Carrying out Automatic Account Statement Entry

April 2001 281

Carrying out Automatic Account Statement Entry1. Choose Accounting � Real estate management � Rental accounting � Incoming

payments/account maintenance � Account statement entry.

2. The Bank Statement: Various Format (SWIFT, MultiCash, BAI...) screen appears.

3. Enter data as required.

Choose Help � Application help in the particular function you are processing formore information on procedures.

4. Choose Execute.

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Automatic Incoming Payments: Bank Procedure (Germany Only)

282 April 2001

Automatic Incoming Payments: Bank Procedure(Germany Only)UseAutomatic transfer of incoming payments with virtual account numbers that are clearly assignedto lease-outs. This transfer is based on a special procedure of the Financial Accountingcomponent based on DTAUS format [Extern].

See also:Electronic Bank Statement [Extern]

IntegrationThe virtual account number is generated in the master data of the lease-out

PrerequisitesElectronic account statement entry has been set up in Customizing of Financial Accounting andRE.

For additional information, refer to Real Estate Customizing under: R/3 Real EstateManagement � Rental Accounting � Incoming Payments Control � Set Up BankProcedure.

IntegrationLease-outYou must specify the account number for the bank procedure in the lease-out.

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Carrying Out Incoming Payments (German Bank Procedure)

April 2001 283

Carrying Out Incoming Payments (German BankProcedure)Prerequisites� You must set the account number for the bank procedure in the lease-out.

� Electronic data for the data extract (incoming payment bank procedure or returned debitmemos) is available.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Country specifics

� Incoming payments � Bank procedure (DE).

2. Enter the necessary data and choose Execute.

ResultIndicator Post immediately is setIncoming payments are assigned to the open items of the relevant lease-out by means of theaccount number for the bank procedure and cleared online.

Indicator Batch-input generated is setA batch input folder is created according to the naming convention given (Folder name indicator).The incoming payments are posted only after the folder has been processed.

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Automatic Incoming Payments: Payment Program

284 April 2001

Automatic Incoming Payments: Payment ProgramUseThe payment program of the Financial Accounting component was developed for internationalpayment transactions with vendors and customers. You can carry out both outgoing andincoming payments with the payment program. All country-specific features, such as determiningpayment methods, payment forms or data carriers, are freely definable.

For details, refer to the Financial Accounting documentation: Introduction To Payment Program[Extern]

The components of RE Real Estate have the following special features:The payment program is controlled by the account number details of the customers (tenants,subsidizers in lease-outs). You cannot call up the program directly via lease-out numbers.

PrerequisitesFI Customizing settingsYou have to identify the special G/L indicator of the advance payment request as payable inCustomizing of the payment program for the corresponding payment method (“J” in the standardCustomizing delivery), so that the posting of advance payment requests (operating costs,heating expenses, sales-based rent) can be taken into account by the payment program.

For contracts with alternative payers, use another payment method for bank collections. Thispayment method should be defined in the same way as the Collection authorization paymentmethod, but without the indicator “Check collection authorization”.

Reason: This indicator cannot be maintained for alternative payers at the time being. (Also see:Treatment of Payment Methods [Seite 179]

FeaturesOpen tenant items that participate in the debit memo procedure are automatically cleared by theFinancial Accounting payment program. The program generates a data carrier that transfers thedebit memo information to the respective local banks.

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Automatic Incoming Payments: Post-Processing Rejected Incoming Payments

April 2001 285

Automatic Incoming Payments: Post-ProcessingRejected Incoming PaymentsUseWhen you are processing automatic incoming payments, you might not be able to:

� Uniquely assign an incoming payment due to insufficient information in the note to payeethat accompanies the transfer document.

� Assign returned direct debits.

You can manually assign these documents to the customer.

FeaturesAssignment errorsThe documents that cannot be assigned are posted to a rejection account. Use this function toassign these documents from this account to a customer, lease-outs, and open items.

The analysis of the note to payee that accompanies the transfer document is made togetherwith the analysis of error handling for the subareas Loans and Real Estate. This results in allrejection postings being posted to the same rejection account. However, you use different dialogswith different functions for the further processing of rejections.

Returned direct debitsYou can process returned direct debits as part of the automatic processing of incomingpayments. The returned direct debit and the bank charges are debited to the customer. Thecleared items of the original receivable are reversed.

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Post-Processing Rejected Incoming Payments

April 2001 287

Post-Processing Rejected Incoming Payments1. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Incoming payments/account maintenance � Postprocessing IP rejection.

2. Enter your selection criteria and choose Execute.

A list is displayed containing all credit postings (sorted by amount) on the rejectionaccount.

If you also use the Treasury component, only select postings for further processing thatare designated for lease-outs. For more information on rejections, see Bank Statement,Incoming Payments and Document Display.

3. If you want to assign an item to a customer or a lease-out, place the cursor on a rejectionposting and choose Choose partner (search via customer) or Choose lease-out (search vialease-out number).

In each case, a dialog box is displayed where you enter your search criteria.

4. You branch to the Incoming Payment Postprocessing screen.

Additional functions are described in the procedure documentation Carrying Out ManualIncoming Payments [Seite 291].

After saving the data by choosing Postprocessing � Save, the system displays thepostprocessing list in which the posted rejections are highlighted in color.

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Payment Transactions: Manual Incoming Payments

288 April 2001

Payment Transactions: Manual Incoming PaymentsUseYou use the manual incoming payment function to post incoming documents. You can assign thedocuments directly to the lease-out or to the assigned customers.

The aim of the postings is to clear any open items.

You can use this function for incoming payments made in cash.

IntegrationAccount maintenanceAnother function available in incoming payments processing is Account maintenance [Seite 304].

FeaturesBy manually posting incoming documents, you clear open items by directly assigning incomingpayments to open items.

During processing, any over- and underpayments may be posted and account maintenanceactivities carried out.

Clearing prioritiesThe system automatically clears customer open items.

The open items are selected in the background according to the priority list defined in RealEstate Customizing.

Single document entryHere you post incoming payments for one lease-out.

Fast entryThis allows you to post incoming payments to several lease-outs simultaneously. Remainingamounts that cannot be distributed are posted on account.The open items are selected according to the priority list defined in Real Estate Customizing.

Clearing documentsThe system creates clearing documents. These consist of:

� A document header

� Line items you might have entered

� Line items created by the system to clear the selected and activated open items

� Further automatically created line items, such as the sales tax adjustment

The system enters the clearing date and the number of the clearing document in the open itemsto be cleared and also in the line items automatically created by the system to clear the openitems.

Overpayment/underpayment

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If the amount is greater than the total of the open items, the open items are cleared and theremaining overpaid amount is carried over as an unqualified down payment. The overpaymentis posted as an open credit item. You can either process this overpayment manually or use it forclearing purposes with the next incoming payments.

If the incoming payment is smaller than the open items, the open items are cleared to the extentpossible according to a user-defined sequence.

The remaining amount that is too small to clear another open item can be posted as areceivable.

Residual items / partial payments / offsetting entriesThe Financial Accounting transaction (FB05) lets you use the residual items and partial paymentsfunction in incoming payments processing.

The input fields are the same as those of manual incoming payments with the following additionalfunctions:

� Processing partial payments

� Processing residual payments

� Processing clearing items (offsetting entries for advanced payments, in the standardCustomizing: special G/L transaction K)

All customer items are selected (including those that do not belong to the contractchosen initially). We therefore recommend using a display variant to display theopen items with their contract numbers.

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Carrying out Manual Incoming Payments

290 April 2001

Carrying out Manual Incoming Payments1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Incoming payments � Man. IP indiv. doc.

3. Maintain your data.

The function only displays open items that are due up to the specified posting date.

4. Choose Continue.

If Then

Only one partner with customeraccount exists on a lease-out

You branch directly to the editingfunction.

Several partners with customeraccount exist on a lease-out

You receive a list of these customers.

Position the cursor on the customer whomade the payment and choose Execute

5. You branch to the screen for editing the open items.

Starting from this screen, the following options for editing the incoming payment areavailable:

Starting point Choose

Manually assign incoming payments toopen items (credit/debit-side)

Choose the Open items [Seite 291]function.

Incoming payments do not clear allopen items completely

You are sure that outstanding rentreceivables cannot be collected.

Choose the Open items [Seite 294]function.

The customer has several lease-outs.You want to assign incomingpayments automatically for all lease-outs (based on the preset priority list inReal Estate Customizing) to openitems (debit-side)

Choose the OI autom.alloc. [Seite 296]function.

Automatically assign incomingpayments only to open items ofselected lease-outs or lease-outs ofcollective lease-outs (based on presetpriority list in Real Estate Customizing)

Choose the OI autom.alloc. LO [Seite297] function.

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Carrying out Manual Incoming Payments: ManuallyAssigning Open Items

1. Choose the Open items function.

You receive a list of open items or the unqualified down payments made by thecustomer, sorted according to lease-out.

If the customer is assigned to several lease-outs, the open items of these lease-outsare presented in this list.

Open items with a payment block are listed but cannot be selected.

The function only displays open items that are due up to the specified posting date.

2. Several edit options are available:

If Then

You want to display adocument

Position the cursor on the required document and choose theDisplay document function

You want to display lineitems for the customer

Choose the Cust. line items function.

You branch to Financial Accounting. To also display theadvance payments of the customer, select the With specialG/L transactions checkbox. To display the contract data for theopen item, choose the Contract data variant as line layout.

For detailed help on how to use these FI functions,choose Help � Application help when editing therespective function.

3. To assign the required open item to the incoming payment, select the respective item andchoose Back.

You return to the initial screen. You may find the following data patterns:

Data Pattern Procedure

The incoming payment has cleared theassigned open item(s) completely withoutany remaining amount: the Not assignedfield has the value 0.

Save your data.

Result:

Open items are cleared

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The incoming payment is either greaterthan the sum of the assigned open items ora remaining amount of the incomingpayment is too small to clear the next openitem. (Overpayment: Display in Notassigned field)

Choose the Advance payment function,then save your entries

Result:

The open items are cleared and theoverpayment is credited as Unqualifieddown payment to the assigned customeraccount

The incoming payment has not cleared theassigned open item(s) completely; there isa remaining amount. (Under payment:Display with minus sign in the Not assignedfield)

Choose the Subsequent claim function,then save your entries

Result:

The open items are cleared and theunderpayment updated as a new open item(Subsequent claim) on the customeraccount of the lease-out

Instalment payments

You can also define the underpayment asan instalment

Choose Instalments [Seite 293].

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Rental Accounting: Determining Instalment Payments As Underpayment

April 2001 293

Rental Accounting: Determining Instalment PaymentsAs UnderpaymentProcedure

1. Choose the Instalments function.

For collective lease outs, choose the assigned agreement (dialog box) for which theinstalment payment is to be applied.

You branch to the Instalment payment dialog box.

There are several ways of defining instalment payments:

Option Procedure Result

Automatic calculation byentering a predefinednumber of instalments

Enter the required numberof instalments in the No. ofinstalments field withwhich the payment is to besettled and choose theInstalments function.

The system calculates theinstalment amount, the dateof payment (depending onthe settings in the 1st instal.and Mnthly intrvl) fields. Anyremaining amount can be setas first or last instalment.

Automatic calculation usingmaximum instalmentamount

Enter in theMax.instalment field theinstalment amount withwhich the payment is to besettled and choose theInstalments function.

The system calculates theinstalment amount, the dateof payment (depending onthe settings in the Ist instal.and Mnthly intrvl) fields. Anyremaining amount can be setas first or last instalment.

2. Enter your settings and choose the Copy function.

You return to the initial screen. The system has determined a new Instalment paymentitem with the total amount of the payment.

3. Save your entries.

Result� The open items used as instalment payments are cleared.

� New open items (Instalment payments) are updated according to the number of instalmentsdefined in the customer account of the assigned lease out.

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Carrying out Manual Incoming Payments: Posting Irrecoverable Debt

294 April 2001

Carrying out Manual Incoming Payments: PostingIrrecoverable DebtPrerequisitesIncoming payments cannot clear all open items. An underpayment amount remains.

You should only carry out the following procedure if you are sure that it is not possible to recover- partially or wholly - the remaining rent receivables for a particular reason.

Procedure1. Choose the Open items function.

You receive a list of open items or the unqualified down payments made by thecustomer, sorted according to lease-out.

If the customer is assigned to several lease-outs, the open items of these lease-outsare presented in this list.

Open items with a payment block are listed but cannot be selected.

The function only displays open items that are due up to the specified posting date.

2. Flag all open items and unqualified payments and choose the Back function.

You can only select particular items and post the resulting underpayment asirrecoverable debt.

3. Choose Goto � Irrecoverable debt

The system automatically adopts the open item total as irrecoverable debt. (The amountin the Not assigned field appears with a minus sign.)

It is only possible to group the amounts as irrecoverable debt if the amount to beassigned = 0.

4. Save your entries.

ResultBased on the incoming payments, the system clears open items as far as possible. A new item -Irrecoverable debt - with the underpayment amount is updated on the tenant account.

The Irrecoverable debt item is posted as an expense to a balance sheet account defined as suchin Customizing.

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Carrying out Manual Incoming Payments: Automatically Assigning Customer Open Items

296 April 2001

Carrying out Manual Incoming Payments: AutomaticallyAssigning Customer Open ItemsChoose the OI autom.alloc. function.

The system searches for open items to be cleared according to the priorities in Real EstateCustomizing and displays these in the Assigned items group box. You may find the following datapatterns:

Data Pattern Procedure

The incoming payment has cleared theassigned open item(s) completely withoutany remaining amount: the Not assignedfield has the value 0.

Save your data.

Result:

Open items are cleared

The incoming payment is either greaterthan the sum of the assigned open items ora remaining amount of the incomingpayment is too small to clear the next openitem. (Overpayment: Display in Notassigned field)

Choose the Advance payment function,then save your entries

Result:

The open items are cleared and theoverpayment is credited as Unqualifieddown payment to the customer account

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Carrying out Manual Incoming Payments: Automatically Assigning Open Items to Lease-Outs

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Carrying out Manual Incoming Payments: AutomaticallyAssigning Open Items to Lease-OutsChoose the function OI autom.alloc.LO.

The system searches for open items to be cleared according to the priorities in Real EstateCustomizing and displays these in the Assigned items group box. You may find the following datapatterns:

Data Pattern Procedure

The incoming payment has cleared theassigned open item(s) completely withoutany remaining amount: the field Notassigned has the value 0

Save your data.

Result:

Open items are cleared

The incoming payment is either greaterthan the sum of the assigned open items ora remaining amount of the incomingpayment is too small to clear the next openitem. (Overpayment: Display in Notassigned field)

Choose the Advance payment function,then save your entries

Result:

The open items are cleared and theoverpayment is credited as Unqualifieddown payment to the customer account

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Carrying Out Fast Entry Incoming Payments

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Carrying Out Fast Entry Incoming PaymentsUseYou post incoming payments to several lease-outs simultaneously. Depending on theCustomizing settings, the remaining amounts (amounts insufficient for clearing an item) areeither:

� Posted on account

� Set as residual items

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Incoming payments/account maintenance � Fast entry manual incomingpayment.

2. Maintain your data and choose ENTER.

The system displays the result (as a simulation). The following data patterns arepossible:

a. The incoming payment has cleared the assigned open item(s) completely for the rentalcontract specified, there is no remaining amount and the Remainder field has the value0.

b. The incoming payment is either greater than the total of the assigned open items or theremaining amount on an incoming payment is not enough to clear the next open item.

c. In this case, the Remainder field displays the overpayment.

3. Choose Post to post amounts.

If Then

There is only one partner with a customeraccount on a lease-out

The system credits the incoming paymentto this customer

There are several partners with customeraccounts on a lease-out

You receive a list of these customers.Position the cursor on the customer whomade the payment and choose Execute

ResultThe system clears the designated open items belonging to the customer and updates anyremaining amounts.

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Residual Items / Editing Partial Payments

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Residual Items / Editing Partial Payments1. Choose Accounting � Real estate management � Rental accounting � Incoming

payments/account maintenance � Incoming payment residual items/partial payments.

2. Enter the required data and choose Execute.

You will find additional instructions in the documentation of the Financial Accountingcomponent: Functions for Open Item Processing [Extern].

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Incoming Payments POR Procedure (Switzerland)

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Incoming Payments POR Procedure (Switzerland)UseYou use this function to enter customer incoming payments in RE Real Estate that have beensupplied on a data carrier by the post office (VESR) or bank (BESR).

PrerequisitesData carrier� The content of the data carrier must be copied to a UNIX file. The function requires a clean

version in which the records have a maximum length of 100 bytes.

� If the original file is supplied on MS DOS disks (3 1/2" or 5 1/4"), they can be edited withreport RFESR100.Report RFESR100 has to be adapted for other data carrier formats.

Financial Accounting Customizing� The following must be determined for each POR participant in the financial accounting

configuration menu:

� Document type

� Company code

� Incoming payments account

� Payment clearing account for creating batch input sessions

� Customer ID number for bank PORs

� This field should not be filled for post office POR’s

FeaturesA report creates a batch input session that clears open items.

The postings can be simulated.

Participation numbersThe report supports the process with nine-digit participating numbers as well as the old processwith five-digit participation numbers.

The Real Estate invoice number can only be used as an additional criterion for selecting openitems in the case of nine-digit participation numbers and credit memos.

In all other cases the selection of open items is carried out without recourse to this additionalcriteria.

Report outputThe report outputs an overview showing you which postings have been put in the batch inputsession.

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Carrying out Incoming Payments: POR (CH)

302 April 2001

Carrying out Incoming Payments: POR (CH)1. Choose Accounting -> Real estate management -> Rental accounting � Country specifics �

Incoming payments � POR procedure (CH).

2. Enter your data.

If you only want to simulate the postings, flag the Test run indicator.

3. Choose Execute.

ResultThe report transfers the postings to a batch input session that executes the postings.

The report outputs an overview showing you which postings have been put in the batch inputsession.

Code Meaning

TA Transaction type (last position) in credit records

ZE Incoming payments account PTT or bank

VR Clearing account PTT or bank

BSL Posting key

The customer account number and a code is also added to the assignment number of the G/Laccount line items.

Code Meaning

Disp.Crm Cleared credit memo

Main.Crm Credit memo without document

Correct Correction

Reversal Reversal

Posting proceduresThe posting procedures are as follows:

1. Credit memo (TA 1 or 2), document exists

Result: FBZ1 posting with posting key for debit position 40 to ZE account, posting keyfor credit account 15 for credit posting to customer account

2. Credit memo (TA 1 or 2), document does not exist

Result: FB01 posting with posting key for debit position 40 to ZE account, posting keyfor credit account 50 for credit posting to VR account

3. Reversal (TA 4 or 5)

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Result: FB01 posting with posting key for debit position 40 to VR account, posting keyfor credit account 50 for credit posting to ZE account

4. Correction (TA 7 or 8)

Result: FB01 posting with posting key for debit position 40 to ZE account, posting keyfor credit account 50 for credit posting to VR account

Further detailsThe transaction type (credit memo, credit memo without document, correction, reversal) and thePOR reference number are written into the text field of the debit item and credit item.

In the document header text, the microfiche number, the output reference and the output date(payment date) are displayed in day, month format (DDMM). The test log likewise contains thetransaction type and the POR reference number for each record.

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Rental Accounting: Account Maintenance

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Rental Accounting: Account MaintenanceUseBy means of this function, you can group a customer’s open items as well as the unqualifieddown payments.

Use this function if you need to

� Group together several open items

� Group together several unqualified down payments

� Charge off open items that can no longer be recovered as Irrecoverable debt in a balanceaccount (expense account).

� Define payments as instalment payments.

PrerequisitesYou need a flow type (to which certain flow categories have to be assigned (settings in RealEstate Customizing) to be able to carry out postings for underpayment, instalment payments andcharging off irrecoverable debt.

� Flow category 3RAT for flow type for instalment payment

� Flow category 3UNT for flow type for instalment payment

� Flow category 3UNB for flow type for irrecoverable debt

FeaturesThe function displays a customer’s open items or unqualified down payments on a specified keydate for grouping.

Open items and down payments can be grouped according to the user. New items with the totalof the line items are created. The line items are cleared.

For instalment payments, the system automatically calculates the instalments for selected openitems automatically by entering the number of instalments or by defining the instalment amount.The open receivables are cleared and receivables as instalment payments with new due datestake their place.

The system posts irrecoverable debt according the settings in Real Estate Customizing (flowcategory and type) to an expense account in G/L accounting.

All functions are available within manual incoming payments processing.

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Account Maintenance: Editing Open Items

April 2001 305

Account Maintenance: Editing Open ItemsPrerequisitesAt least one open item exists for the customer.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Incoming

payments/account maintenance � Account maintenance/instalments.

2. Maintain your data and choose Edit account.

You go to the Account Maintenance screen.

3. Choose the Open items function.

All open items or unqualified down payments belonging to the customer of the lease-outare displayed.

4. Flag the open items that you want to group together or for which you want to defineinstalment payments and choose the Back function.

Continue processing as follows:

Total of selecteditems in the Amt tobe distr. field

Choose Result

= 0 (debit items =credit items)

Save Debit items are settled againstcredit items, thus clearing them

There are three options:

a) Receivable The items are identified asbeing cleared; a new debititem is set as an open item;you can determine the due date

b) Instalments You can set instalmentpayments for the item (seealso: Instalments [Seite 293])

< 0

c) Goto � Irrecoverable debt The items are identified ascleared and a balancing entrymade for them in an expenseaccount

> 0 Advance payment The items are identified ascleared and a new credit itemis set as "payment on account"(unqualified down payment)

You can change the list of selected items beforehand by

� Deleting lines

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� Adding new items

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Dunning Procedure for Lease-Outs

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Dunning Procedure for Lease-OutsPurposeFor dunning outstanding rent receivables on the level of the or main contractual partner(customer).

The dunning procedure for the lease-out is based on the dunning program of the FinancialAccounting (FI) application component.

You can make Real Estate-specific settings in Customizing for Financial Accounting as well as inReal Estate to control the dunning activities in rental accounting.

In particular, you can make settings under Dunning grouping by lease-outs and Specialtreatment for incoming payment methods in such a way that:

a. Documents or master records with the incoming payment method have to be dunned

b. Dunning blocks on lease-outs have to be observed

c. The main contractual partners of the lease-out (master tenant with customer account orsubsidizer) and any other business partners (such as guarantors) have to be dunned

d. The dunning run does not update the highest dunning level of an open item in thecustomer of a lease-out, but places this information on the lease-out itself (Example:Dunning Grouping of Lease-out [Seite 309]).

For further information, refer to the documentation of the Financial Accounting (FI)component on Dunning [Extern].

PrerequisitesDefault settings in Customizing for Financial Accounting and R/3 Real EstateThe following settings have to be made for the dunning program:

Financial Accounting R/3 Real Estate

� Dunning procedure (dunning interval, gracedays, dunning levels)

� Dunning charges

� Dunning letters/forms

� Dunning grouping by lease-outs (FinancialAccounting � Accounts Receivable andAccounts Payable � Business Transactions� Dunning � Dunning Procedure � DefineDunning Groupings)

Settings for special treatment of realestate (to determine which incomingpayment methods are dunnable)

Process FlowI Editing the master record of the lease-out or tenant with customer account1. Make the following settings in the master record:

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Dunning Procedure for Lease-Outs

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Lease-out Contracting Partner with Customer Account

Settings for:

� Dunning block

� Dunning area

� Dunning procedure

Assignment of dunning grouping (Business partner master datascreen: Goto � Company code data � Dunning data, Grouping keyfield).

2. Activate the lease-out and carry out the debit position.

As a result of the debit position, the following information relevant for the dunning program iscopied to the document:

a. Incoming payment method

b. Dunning area

c. Dunning block

d. Contract number

II Starting dunning program in Financial AccountingStart or schedule the dunning program in Financial Accounting.

ResultThe documents are handled the same way as in Financial Accounting:

Without R/3 Real Estate special treatment With R/3 Real Estate special treatment

Dunning is carried out for all items thathave no dunning block and

� No incoming payment method in the itemor customer master record

� Have an incoming payment method butalso a payment block

Dunning is carried out for all items that haveno dunning block and

� No incoming payment method in the item orcustomer master record

� Have a payment method in the item that isidentified as dunnable in Customizing for RealEstate (=special treatment)

� And are identified as being dunnable inCustomizing

Dunning notices are sent only tocustomers

Dunning notices are sent to customers andpartners flagged for dunning

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Example: Dunning Grouping of Lease-out

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Example: Dunning Grouping of Lease-outStarting PointYou want to dun several open items outstanding in a lease-out as a total balance and:

� The dunning level generated is to be updated to the customer

� Subsequent dunning runs are to be taken into account

You also have to decide how to dun an item for a partial clearing (incoming payment) and how toavoid sending a dunning notice to the customer.

ProcedureTo portray this scenario, proceed as follows:

Dunning open items in a total balanceDefine a grouping key and assign the tenants with customer account to it.

You can define the dunning grouping in the default values that are in the setting forautomatically creating customers (Customizing for Real Estate): R/3 Real Estate � Partner Data� Controlling business partner maintenance � Settings for automatically creating customers.

The dunning run determines the dunning level for each contract and updates the highest dunninglevel that has been determined for this contract.

Partial clearing of dunned itemsIf a payment in part is made for a dunned item, you can post the payment in the following way:

Case A:Open items are cleared and new items are generated

Case B:Open items are not clearedand a payment on accountfor the amount of theincoming payment isgenerated

You generate a new receivable that does not yet have adunning level. You can usually (manually) transfer thedunning level from the previous receivable later on.

In this case, the standard system does not support theautomatic transfer of dunning levels as verifying the raiseddunning level is not always possible (if, for example, theoriginal items have already be archived)

Generate a new open item (incredit) for the old open item(with a dunning level). Thenew open item correctlyportrays the payment history ofthe tenant:

� There is a receivable thatis dunned

� A payment has been made

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Example: Dunning Grouping of Lease-out

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We recommend making postings as described in Case B.Avoid Case A due to loss of important information (how didthe original receivable come about / When was it due? / Howis it dunned..)

You can view the history more easily when the items are stillopen. You can see that the tenant has made payment (youcan mention the payment in the dunning notice to avoidcriticism from the tenant and any court of jurisdiction):

Do not send dunning noticeIf a dunning notice should not be sent, we recommend setting a dunning lock in the dunningheader of the current dunning run (if you want to set a permanent dunning lock for a lease-out,set the dunning lock in the master data).

The contract or customer is not dunned in the current dunning run and the dunning level is notupdated in the customer master record or in the items. The dunning level that remains valid is theone that resulted in the earlier run.

During the next run, the items are automatically dunned with the next dunning level.

Dunning in January results in dunning level 1Dunning in February leads to dunning level 2. However, if a dunning lock is set, nodunning notice is sent and the dunning level remains at 1Dunning in March results in dunning level 2

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Transfer Postings on Change of Master Tenant

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Transfer Postings on Change of Master TenantUseTransfer postings of open items or unqualified down payments when the master tenant withcustomer account changes in an active lease-out.

PrerequisitesThere has been a change of master tenant with customer account in an active lease-out (Changeof Master Tenant (Without Notice) [Seite 247] ).

FeaturesThe system makes a transfer posting on a key date of all outstanding open items (particularlythose that cannot be settled, such as advance payments for operating costs) to the new mastertenant with customer account of the respective lease-out.

You can enter the following data in the transfer posting:

� Required lease-out

� Required posting date

� Transfer posting of all unqualified down payments of the previous tenant (without lease-outaccount assignment) (optional)

� Document date and type, reference document number and document header for the newposting; otherwise the system copies the old posting text 1:1 (optional)

Information from the original document may be lost in certain circumstances:For technical reasons, the system does not copy all data from the old documents.

The following data is copied or from the old documents or newly created:

� Document header:

Document type, document date, reference, document header text: data is copied or maybe preassigned

� Posting date: specified by system

� Clearing text: old document number/old customer

� Currency key, exchange rate and exchange date: data is copied

� Document items:

Posting key, special G/L indicator, sales tax indicator, amount (in document currency),tax amount (in document currency), item text, due date, payment block, house bank key,partner bank category, dunning data, flow type, contract category, contract number,payment method, assignment number: data is copied

Activities7. Starting from the general menu, choose Accounting � Real estate management � Rental

accounting.

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8. Choose Postings � Transfer posting tenant changeover.

9. Enter your selection criteria and choose Execute.

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Info System: Rental Accounting

April 2001 313

Info System: Rental AccountingUseUse this function to make standard reports for the evaluation, control and analysis of data inrental accounting.

FeaturesThe following standard reports are available:

Function Menu:

Accounting � Realestate management �Info system � Masterdata/contracts �Contracts �

Tenant account evaluation

The tenant account sheet displays the open items, settleditems and items not to be paid.

Use flags on the selection screen to set:

� The type of items you want to select

� The type of display - letter, screen list, or both In a letter, you canprint items to be paid. The items not to be paid appear only in thescreen list, not in the letter.

Tenant accountevaluation

Open items list by Real Estate objects

The report generates a list of open items for customers who act asmain tenant with customer account or subsidizer for the selectedobjects. The list contains customer items that have been posted up tothe specified key date (posting date <= key date) and are still openon the key date.

Open items listby Real Estateobjects

Open Items List[Seite 904]

Open items by business entity

This report lists open items by business entity and customer, withdetails on the lease-out, due date, document type and amount.

Open items listby businessentity

Open Items List[Seite 904]

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Info System: Rental Accounting

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Balance list by Real Estate objects

This report lists balances for customers who act as main tenant orsubsidizer for the selected objects.

Balance list byReal Estateobjects

Display BalanceList [Seite 907]

Incoming payments by date

This report lists the incoming payments, sorted by posting date ordocument date. You can select customers or lease-outs but not both.Use a parameter on the selection screen to choose the posting dateor the document date.

The incoming payments prior to the start key date that you selectedare grouped together in a balance carried forward.

Incomingpayments byposting date

Real Estate specific posting log

Posting Log: Real Estate-Specific Documents [Seite 791]. � General RealEstate PostingLog

Sales reports for sales-based lease-outs

Annual sales reports of commercial tenants for each businessentity, lease-out, and rental unit, including details of the mastertenant

� Sales��Sales reportlists per year

Sales reports of commercial tenants for each business entity, lease-out, and rental unit, structured for each sales period

� Sales ��Salesreport lists permonth

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Info System: Calling Up Reports

April 2001 315

Info System: Calling Up ReportsProcedure1. Choose Accounting � Real estate management � Rental management � Rental

accounting.

2. A report tree is displayed. Expand it.

3. Double-click the required report.

The further procedure is described in the Information System section.

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Service Charge Settlement

316 April 2001

Service Charge SettlementPurposeThis component contains the functions for settling all service charges for lease-outs and rentalunits that were previously processed by Financial Accounting and Cost Accounting:

� Full settlement of operating and heating expenses

� External heating expenses settlement

Settlement of heating costs with external settlement companies using standardized datamedium exchange.

Implementation ConsiderationsThis component is a minimum requirement for Real Estate.

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Service Charge Settlement

April 2001 317

Service Charge SettlementPurposeYou use this process to settle service charges incurred for a rental (operating and heatingexpenses).

You use this process to distribute apportionable heating costs to the tenants in a particularsettlement period while taking account of individual control mechanisms:

� Categorizing service charges incurred

� Time-dependent apportionment of costs according to fixed values, consumption values,percentage shares, equal shares or existing conditions

� Time-dependent settlement participation of individual rental units

� No clearing of apportionable costs to the tenant (detailing a percentage landlordshare/defining of non apportionable service charges)

� Apportionment of vacancy costs to the tenant

� Adjustment of advance payments and flat rates

� Cost surcharges on the settlement

� External heating expenses settlement

Process FlowProcesses required for carrying out a service charge settlement:

I. Master data of settlement unit, rental unit and lease-out1. Create a settlement unit [Seite 331] for each service charge key [Seite 320] and assign the

rental units participating in the settlement to this settlement unit.

If you want to invoice costs for several settlement units on one invoice, create a mastersettlement unit [Seite 344].

2. Define the apportionment units [Seite 323] (= apportionment units of all settlement units towhich the rental unit is assigned) for each participating rental unit.

3. Define the apportionment factors and the settlement participation for the lease-outs.

If you want to carry out a heating expenses settlement via an external settlement company,refer to Process Flow: External Heating Expenses Settlement [Seite 378].

II. Incoming invoice postingYou carry out the account assignment of the service charges to the corresponding settlementunits or master settlement units in the Financial Accounting component. The amount isautomatically set to the correct settlement period using the settlement reference date (that youhave to enter).

You can also post costs to the settlement unit using an internal activity assignment [Seite 818], aCO settlement [Seite 814], a purchase order from Materials Management (MM) or an actual coststransfer posting [Seite 822].

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Service Charge Settlement

318 April 2001

III. Service charge settlementYou carry out the run for the service charge settlement at the end of the settlement period:

� The advance payments made are transferred using a batch input session.

� The settlement result is posted directly.

ResultIn coordination with the controlling factors, the full settlement performs the following activities:

1. Calculation of total costs for the settlement period for each service charge key

2. Cost apportionment to the relevant lease-outs or rental units

3. Posting cost shares to tenant accounts

4. Calculation of advance payments (actual payments) made by the tenant for which a credittransfer posting is made

5. Calculation of the adjustment of the new advance payments/flat rates on the basis of theactual costs (optional)

An evaluation of the settlement run is possible during service charge settlement processing.

When you opt lease-outs, an adjustment posting is made using the current option rates(Example: Opting/Non-opting settlements [Seite 356])

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Overview: Control Parameters for Service Charge Settlement

April 2001 319

Overview: Control Parameters for Service ChargeSettlement

Settlement unit master data Rental unit master data Lease-out master data

Validity period

Participation ID

� Participating rental units

� Assignment period

Apportionment units

� Per settlement period

� Apportioning by fixed values /consumption / percentage /condition type

� Equal apportionment

� Apportioning of vacancy costs(prorated/total costs)

Apportionment unitsApport. loss risk

Meter assignment forconsumption factors

Settlement type

� Advance payments

� Flat rates

� Final settlement

� No participation

Apportionment factor(value of apportionmentunit)

Tenant’s percentageshare per apportionmentfactorMaximum costs fortenant

Validity period of lease-out

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Service Charge Keys

320 April 2001

Service Charge KeysDefinitionService charge key [Extern]

You can freely define service charge keys (SCK) in Customizing for Real Estate.

� 410 Operating heating system

� 600 Elevator

� 800 Street cleaning/garbage removal

� 900 House cleaning

� 1000 Gardening

� 1240 Water consumption

� 6001 Fuel

� 8002................

StructureThe attributes of a service charge key determine:

� Tenancy law for which it applies

� Service charge group to which it belongs (operating costs/heating expenses/general costs)

� If it is apportionable to tenants (for example)

� If it is exclusively apportionable to commercial tenants

� Condition type (advance payment or flat rate) for settling the costs

Settlement against the advance payments can be controlled by means of the assignment to anindividual condition type or to a service charge group.

IntegrationYou create a settlement unit [Seite 331] for each apportionable service charge key.

Advance payments are defined as a condition type on the lease-out. You can assign more thanone condition type of the advance payment category to a service charge key, taking variousrestrictions into account (Example: Settlement of Individual Service Charge Keys [Seite 321]).

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Example: Settlement of Individual Service Charge Keys

April 2001 321

Example: Settlement of Individual Service Charge KeysStarting PointYou want to settle a particular service charge key using several advance payment categorycondition types:

Condition types Service charge key (SCK)

0025 Elevator adv.pmt/house cleaning 600 Elevator

0025 Elevator adv.pmt/house cleaning 900 House cleaning

0023 Elevator adv.pmt 600 Elevator

0024 House cleaning adv.pmt 900 House cleaning

You make these assignments in Customizing for Real Estate: R/3 Real Estate � Servicecharge settlement � Keys and rules for settlement � Assign service charge key/condition type.

ProcedureYou cannot assign more than one valid condition to the same service charge key when youdetermine the settlement participation. The assignment must be unique, for instance:

Cond. Description Valid from Amount

0021 Operat.costs adv.pmt 01/01/1998 100.00

0023 Elevator adv.pmt 01/01/1998 100.00

0023 Elevator adv.pmt 04/01/1998 0.00

0025 Elevator adv.pmt/house cleaning 04/01/1998 100.00

ResultSettlement participation

The settlement participation on SCK 600 and 900 generates the following data on the lease-out:

SCK Valid from Settlement type Cond. Description

900 01/01/1998 1 adv pmt 0020 Operat.costs adv.pmt

900 04/01/1998 1 adv pmt 0025 Elevator adv.pmt/house cleaning

600 01/01/1998 1 adv pmt 0023 Elevator adv.pmt

600 04/01/1998 1 adv pmt 0025 Elevator adv.pmt/house cleaning

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Example: Settlement of Non-Apportionable SCK

322 April 2001

Example: Settlement of Non-Apportionable SCKStarting PointA settlement unit has accumulated costs of 1000 euros on a non-apportionable service chargekey; two lease-outs participate in the costs as follows:

Rental unit 1 with an area of 100 m2

Lease-out 1.1 01/01/1998 - 04/30/1998

Vacancy 05/01/1998 - 06/30/1998

Rental unit 2 with an area of 100 m2

Lease-out 2.1 01/01/1998 - 06/30/1998

Service charge settlement resultIn the settlement result, these lease-outs are marked with "NPA" (no participation).

The costs are distributed as follows:

Period Identification Result (euros)

Lease-out 1.1 01/01/98-04/30/98 NPA 331.49

Vacancy RU 1 05/01/98-06/30/98 VAC 168.51

Lease-out 2.1 01/01/98-06/30/98 NPA 500.00

The following postings are generated from the above:

Posting key Amount (euros) Account (text) Account assignment

40 331.49 470510 (LO settlement w/ofurther stt.)

Lease-out 1.1

40 168.51 470520 (RU settlement) Rental unit 1

40 500.00 470510 (LO settlement w/ofurther stt.)

Lease-out 2.1

50 1000.00 470499 (Credit apportionableoperating costs)

Settlement unit

For the lease-outs in question, no credit/receivables are created for the apportionable servicecharge key; consequently no transfer posting of advance payments is made.

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Apportionment Units/Factors

April 2001 323

Apportionment Units/FactorsDefinitionApportionment unit [Extern]

Apportionment factor [Extern]

StructureAn apportionment can be defined for each apportionment unit in Customizing for Real Estateas follows:

� Apportionment according to fixed valuesThe apportionment is carried out according to fixed values that have to be maintainedwithin the master data of the rental unit and the lease-out.

Lease-out-related apportionment units are valued at zero when they are unoccupied.

� Apportionment according to consumption valuesThe apportionment is carried out by means of consumption values that are measured bymeans of meter readings.

The corresponding meters are assigned to the rental unit.

� Apportionment according to condition typesThe apportionment is carried out by means of the condition types that are assigned to anapportionment unit in Real Estate Customizing.

These condition types are evaluated when the service charge settlement is carried out.

The service charges to be distributed are divided up in relation to the amountsdetermined.

� Apportionment according to percentage sharesThe apportionment is carried out by means of the percentage shares specified in themaster data of the rental unit. You can determine the prorated service charge distributionper apportionment unit in such a way that the costs for house cleaning, for instance, areapportioned to rental unit 1 at 30% and to rental units 2- 8 at 10% for each one.

A 100%-check is carried out in the service charge settlement (Example [Seite 325]).

� Equal apportionmentIn the service charge settlement, the costs accumulated on a settlement unit areautomatically apportioned in equal shares to the rental units. It is not necessary to enterthe apportionment factors in the master data of the rental unit or lease-out (Example[Seite 326]).

� Apportionment for vacant rental unitsIn Customizing for Real Estate, you can additionally define each apportionment unit sothat only rental units that were rented in the corresponding settlement period are takeninto account when apportioning costs.

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Apportionment Units/Factors

324 April 2001

Consequently vacant rental units are not charged; cost apportioning is only carried outon rented units.

IntegrationYou assign settlement units and rental units to apportionment units. In the case ofconsumption-dependent apportionment factors, you assign meters to the rental unit concerned;the meter readings are automatically evaluated at the time when the service charge settlement iscarried out.

The apportionment factor is determined for each lease-out.

Check that, within a rental unit and the related lease-out, all apportionment units of thesettlement units involved are maintained. Otherwise the service charge settlement will not becarried out correctly.

A check report is available for apportionment units in the lease-out.

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Example Service Charge Settlement: Apportionment by Percentage Shares (100% Check)

April 2001 325

Example Service Charge Settlement: Apportionment byPercentage Shares (100% Check)

Starting point

The following data is available:

SettlmntPeriod: 07/01/1995 through 06/30/1996, that is 365 days

Objects Participation Time ParticipationPeriod

ApportionmentFactor %

RU 1(vacancy)

07/01/95 -06/30/96

365 days 30%

RU 2 with LO1

07/01/95 -12/31/95

184 days 20%

RU with LO 2 01/01/96 -06/30/96

181 days 50%

RU 3(vacancy)

07/01/95 -12/31/95

184 days 50%

RU 3 with LO1

01/01/96 -06/30/96

181 days 20 %

Carrying out service charge settlement with check for 100%

With the service charge settlement, the percentage shares are taken into accountexactly to the day and the reference factor for distribution is determined:

Reference factor:

(365*30) + (184*20) + (181*50) + (184*50) + (181*20) = 36500

The division of the reference factor by the number of days of the settlement periodresults in the percentage rate:

36500 / 365 = 100

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Example: Equal Apportionment

326 April 2001

Example: Equal ApportionmentStarting PointAn apportionment unit has the Equal apportionment characteristic.

Costs of 1000 euros are posted on the relevant settlement unit;

the settlement period is six months;

the following rental units/lease-outs take part in the participation ID:

Rental unit Related lease-out Length of occupancy

Rental unit 1 Lease-out 1.1 07/01/1998 to 10/31/1998

Rental unit 1 Lease-out 1.2 11/01/1998 to 12/31/1998

Rental unit 2 Lease-out 2.1 07/01/1998 to 12/31/1998

ResultThe settlement result of the service charge settlement looks as follows:

Lease-out Length of occupancy Result (euros) Calculation formula

Lease-out 1.1 123 days 334.24 (1000/184 * 123 shares) / 2

Lease-out 1.2 61 days 165.76 (1000/184 * 61 shares) / 2

Lease-out 2.1 184 days 500.00 (1000/184 * 184 shares) / 2

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Consumption-Dependent Service Charges Calculation

April 2001 327

Consumption-Dependent Service Charges CalculationPurposeUse the meter to enter the consumption-dependent apportionment factors for the service chargesettlement (electricity, water consumption, and so on). If you use consumption-dependentapportionment units, create meters for the relevant rental units. If there are no meters, no servicecharge settlement can be made.

Process Flow1. Create meters

Create the meter in the master data of the rental units that will be subject to theconsumption-dependent service charge keys. This assigns the corresponding meters toa rental unit.

Use measuring points, measuring point types, measurement positions, andcharacteristics to determine the location and the function of a meter.

Measuring point: 98

Measurement position: Basement room 2

Measuring point type: Consumption measurement

Characteristics: Cold water consumption

2. Calculate meter readings

Use measurement documents for meter readings; meter reading differences areautomatically calculated from the measurement documents. You can take the readingsfrom lists (all the meters for one particular rental unit) or collective readings (for example,all the meters belonging to a business entity).

For an accurate service charge settlement, you must have at least two meter readingsfor the settlement period; the initial reading (the first or lowest reading in the period) andthe final reading (highest reading in the period).

3. Take into account any tenant changeover

Tenant changeovers can occur during a settlement period resulting in severalconsecutive lease-outs or vacancies. During tenant changeover, you must take aninterim reading for consumption-dependent service charge costs so that you have ameasurement document.

If you distribute the heating expenses using heating value days, you do not have totake an interim reading during tenant changeover. Full settlement based on heatingvalue days [Seite 361].

ResultThe service charge settlement calculates and apportions the consumption-dependent servicecharges for the rental units by using the service charge keys and the apportionment factors.

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Consumption-Dependent Service Charges Calculation

328 April 2001

You can also create meters for buildings. However these meter readings are not taken intoaccount for the service charge settlement.

For more information about meters, see measuring points and meters [Extern] in the PlantMaintenance (PM) component:

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Editing Meters (Rental Unit)

April 2001 329

Editing Meters (Rental Unit)To access the meter management, choose Extras � Meter when editing a rental unit.

You have to take the following into account for R/3 Real Estate:

– the indicator for consumption measurements defined in Plant MaintenanceCustomizing (default setting <V>) has to be set as measurement type.

– here characteristics define, for which purpose the meter is created, for example, forentering the cold water consumption or electricity consumption as well as their unit ofmeasurement.Use Environment � Characteristics to define your required characteristics. Fordetailed information on editing characteristics (PM function), refer to the Help �Application help function while editing the function.

– select the Meter field. By doing so, you determine that the measurement isconsumption-dependent.

For detailed help on meters, refer to the Plant Maintenance documentation: Meters

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Editing Meter Readings (Recording Measurement Documents)

330 April 2001

Editing Meter Readings (Recording MeasurementDocuments)UseCompile meter readings manually to supply the consumption-dependent service charge keys withthe correct apportionment factor (consumption) in the settlement period.

ProcedureYou have several possibilities of recording the meter readings and you can access all of them bychoosing Accounting � Real estate management �� Service charge settlement � Meter

Activity Menu Information

Edit meter readings forindividual measuring pointof an individual building oran individual rental unit

Rental unit meas.docs orBuilding meas.docs �Create/Change/Display

Edit meter readings for allmeasuring points ormeters of an individualbuilding or an individualrental unit

Meas.docs rentl unit orMeas.docs building ��Listediting �Create/Change/Display.

Filter and edit meterreadings by selectioncriteria

Coll.entry meas.docs.

Compile measurementvalues for measurementitems and meters in a freelydefinable sequence (forexample, as workdistribution for a meterreader)

Measurement reading entrylist �Create/Change/Display

The service charge settlementonly compiles measurement valuesfor the rental units

As meters, meter readings andso on are part of the PlantMaintenance (PM) component, callHelp � Application Help fordocumentation

For more information aboutmeters, see Measurementdocuments [Extern] in the PlantMaintenance (PM) component:

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Settlement Units

April 2001 331

Settlement UnitsDefinitionDetermines the type of settlement used for service charge settlements. The settlement unitdefines the following:

� Settlement period (settlement periods/settlement variants)

� Type of service charges (for instance, hot water supply)

� Apportionment unit (for instance, hot water consumption m3)

� Participating rental units

UseYou have to create a settlement unit (SU) before you carry out the service charge settlement.

For each type of service charge that is defined in the service charge key and that participates inthe settlement, you have to create a new settlement unit.

For each settlement period, so-called cost collectors exist for posting costs to a settlement unit.

The costs for each settlement period of a settlement unit are collected on a cost collector for thesettlement.

If you post to a settlement unit, the system determines the cost collector from the specifiedsettlement reference date.

StructureA settlement unit defines the following:

� Type of service charges

Using service charge keys [Seite 320] previously defined in Customizing for Real Estate

� Settlement period

Using settlement periods or settlement variants previously defined in Customizing forReal Estate

� Apportionment unit/factor

Using units of measurement (for example, water consumption in m³, number of persons,heating area in m2) previously defined in Customizing for Real Estate, divided intoconsumption-dependent and consumption-independent apportionment units [Seite 323]

� Participating rental units

Using participation IDs [Seite 333] to be defined in the application menu

IntegrationSettlement participationYou determine how the individual lease-outs participate in the settlement by means of theirsettlement participation. The service charge keys of the SUs to which the rental unit is assignedare assigned to the conditions of the lease-out.

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Settlement Units

332 April 2001

A distinction is made between:

� Advance payments

� Flat rates

� No participation

� Final settlement

You can also specify that the tenant pays only part of the costs.

If you created the SU before the lease-out, the settlement participation is generatedautomatically. If not, you can generate the settlement participation later.

Master settlement unitSee Master Settlement Units [Seite 344].

Input tax processingIf you have opted for input tax [Seite 837] and have made the required settings in Customizing forReal Estate, you can also maintain the relevant data for input tax processing.

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Example: Settlement Unit and Participation ID

April 2001 333

Example: Settlement Unit and Participation IDParticipation IDThe rental units that participate in the service charge settlement are assigned to a settlement unitby means of the Participation ID.

You can allocate this Participation ID per business entity (BE) or for all business entities (youcreate the settlement unit and participation ID without specifying the business entity number).

You can use a Participation ID in as many settlement units of the same business entity asrequired with the result that a change to the allocation of the rental units to this Participation ID isthen valid for all settlement units. A result of this is that a change to the allocation of the rentalunits to this Participation ID is then valid for all settlement units.

Time-dependent allocationBoth the Participation ID and the rental units assigned to it can be assigned time-dependently.

Participation ID Assigned rental units

Only if you do not want to use a participation IDbefore or after a certain point in time anymore,should you determine a validity

In other cases, do not enter any dates in thedate fields

Do not maintain a date for each rental unit.

Enter a validity date for a rental unit thatparticipates in the service charge settlementonly as of a certain point in time (forexample, extension, rebuilding).

Starting PointThe following service charges are to be settled within a business entity (BE1) with two buildings(BLD1/BLD2):

� Costs for garbage (GARB) and garden maintenance (GARD) to the buildings

� Costs for heating (HEAT) and chimney sweep (CHIM) to the entire BE1

RealizationYou can then use three participation IDs to create the settlement units and to assign the rentalunits:

BE BEH1

BEH1

BEH1

BEH1

BEH1

BEH1

SCK GARB GARB GARD

GARD

HEAT CHIM

SU 1 2 1 2 TOT TOT

Part. ID BLD1

= allRUsofBLD1

BLD2

= allRUsofBLD2

BLD1 BLD2 ALL

= allRUsof theBE1

ALL

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Example: Settlement Unit and Participation ID

334 April 2001

New SituationIf the attic in building 1 is converted for rent (new rental unit), assign this new rental unit to theparticipant IDs, BLD 1 and ALL.

This rental unit now automatically participates in the service charge settlement as of the set date.

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Editing Settlement Units

April 2001 335

Editing Settlement Units5. You can edit a settlement unit by using one of the following:

a. Accounting � Real estate management � Master data � SCS infrastructure �Settlement unit � Create/Change

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure � Settlement unit � Create/Change

6. Enter your data

7. Choose Participant IDs or ENTER

The Rental Units Allocation screen appears.

8. Maintain your data.

Main functions Where? Information

Specify settlement period, apportionment units; ifrequired regional location key for heating valuedays [Extern] , vacancy percentage rate [Extern]

Settlementvariant

Apportionment unit andediting settlementvariants [Seite 341]

Optional: Specify a business area / profit center Group boxAssignment

Editing master data:business areas [Seite939]

Editing master data:Profit Center [Seite940]

Specify rental units participating in the servicecharge settlement

Group boxAssignparticipatingrental units

Editing settlement unitparticipant IDs [Seite337]

Specify option rates for input tax processing GroupboxesOption ratedetermination and �Optionrates

Editing settlement unitoption rates [Seite 342]

Release settlement unit for account assignment � Costcollector

Editing cost collector[Seite 339]

Display evaluations

Display costs posted to a settlement unit Extras �Postingsoverview

You receive a basic listfor further processing

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Editing Settlement Units

336 April 2001

Display documents (line items) for the SU Extra �Detailedstatements

You can display thefollowing information:

Document overview,line item

Real estate objectmaster data, G/Laccount, customer,vendor

Real estate accountassignment

Place the cursor on therequired line andchoose the functionyou require

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Editing Participation IDs

April 2001 337

Editing Participation IDsUseUse this function to assign a participation-ID [Extern] to time-dependent rental units (for moreinformation, see example: settlement unit and participation ID [Seite 333])

You can also edit a participation ID by choosing:

iii. Accounting � Real estate management � Master data � SCS infrastructure �Participation ID � Maintain

iv. Accounting � Real estate management � Service charge settlement � SCSinfrastructure ��Participation ID � Maintain

PrerequisitesYou can only change assignments for time periods, in which no settlement unit using theparticipation ID has yet been settled.

ProcedureCreate participation IDsPrior to assigning a unique name to the participation ID, note the following:

Condition Action

Participation ID is valid only for a limited period Maintain the period in theValid fields

Participation ID is valid for an unlimited period Leave the Valid fieldsempty

The Valid fields refer to the validity period of theparticipation ID, regardless of the settlement unitassignment.

When you create a new participation ID, the system issues a message telling you that the IDdoes not exist. Choose ENTER to assign rental units to the new participation ID.

In the group box Rental units/participation ID assignment, enter the required rental units.

Action Procedure

Assign several rental units to the participationID at the same time

Choose Select RUs.Enter your selection criteria for selecting therental units and choose Execute.Check the required rental units in the list andchoose Back.

Copy the assigned rental units from theexisting participation IDs

Choose Copy from and enter the requiredparticipation ID

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Editing Participation IDs

338 April 2001

Assign rental units to the participation ID for alimited period

Enter the period in the Valid from/Valid to fields

Assign rental units for an unlimited period, thatis, for the validity period of the participation ID

Leave the Valid from / Valid to fields empty

Cancel the assignment of a rental unit Position the cursor on the respective rental unitand choose Delete line

Editing participation IDs

When you change a participation ID, this change is applicable to all settlement units thathave been assigned this participation ID.

Action Procedure

Assign an existing participation ID Use F4 to select the participation ID

Edit an existing participation ID Position the cursor on the required ID and chooseChoose

Cancel the assignment of a participation ID Position the cursor on the required ID and chooseDelete assignment

Use Back to return to the Create Settlement Unit: Assignment of Rental Units

Evaluating participation ID

Action Choose

Display an overview of the settlement units towhich the current participation ID is assigned

Environment ��Use curr. ID in SUs

Display an overview of the participation IDsthat are assigned to current rental units

Environment � Use RU in IDs

Display an overview of the settlement unitsthat have participation IDs assigned to currentrental units

Environment � Use RU in SUs

Or, call the report from the Info System: Realestate management -> Info system -> Masterdata/lease outs -> Master data -> Settlement units-> Settlement unit for rental unit

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Editing Cost Collectors

April 2001 339

Editing Cost CollectorsUseApprove the cost collector [Extern] for account assignment so that service charges can beassigned to the settlement unit using the invoice receipt posting (Financial Accounting).

Use this function to edit the account assignment approval of settlement periods and influencetheir status [Seite 968].

You can also edit cost collectors by Accounting � Real estate management � Servicecharge settlement � SCS infrastructure � RU account assignment approval

Procedure3. Choose Cost collector

If you have not used Settlement variants to maintain the apportionment factors andthe settlement units, a dialog box appears asking you to maintain these parameters.

Activity Action

Assign the system status Released to alldisplayed cost collectors

Choose Select All � Generate

Assign the system status Released to onlycertain settlement units or cost collectors

Select the required SUs and Choose Generate

4. The system offers further edit options:

Activity Action

Assign the system status Blocked tocertain settlement units or cancel a block

Select the respective section and choose Blockor Cancel bloc

Note: you cannot post to blocked costcollectors

Display details on the settlement unit, theparticipation ID or an error message

Position the cursor on the respective sectionand choose Choose

Display additional information on thesystem status of a cost collector

Position the cursor on the respective costcollector and choose Choose

The status display [Seite 980] appears

Change the period of the cost collectorsdisplayed

Note: the cost collectors aredisplayed only up to the valid-to date ofthe SU

Choose Change period

Enter one of the printable notes from thecorrespondence for each cost collector

Choose the Notes icon attached to therespective cost collectors

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Editing Cost Collectors

340 April 2001

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Editing Apportionment Units and Settlement Variants

April 2001 341

Editing Apportionment Units and Settlement VariantsDefine the settlement variants [Extern].

If you want to make additional settings, double-click the settlement variant.

If you change previously created settlement units that have already generated costcollectors, you will not be able to change a settlement variant and apportionment unitafterwards.

If you change previously created settlement units that do not yet have generatedcost collectors - that is, cost collectors with status New -, you can still change asettlement variant and apportionment unit.

In this case, the system issues a message telling you that the cost collectors areregenerated.

Activity Action

Assign apportionmentunit(s)

Depending on the settings in Customizing, you can assign severalapportionment units and define the proportion of the service chargecosts to be apportioned to each apportionment unit

Regional location keyfor heating value days[Extern]

Refer to full settlement based on heating value days [Seite 361]

Define vacancypercentage rate[Extern] forapportionment unit

Enter the percentage rate of costs that the landlord pays forvacancies

Enter, for example, 80%

For the service charge settlement for a settlement variant, the system:

a) Posts 80% of the calculated costs of a vacancy of a rental unit (RU)

b) Distributes the remaining costs to the other participating tenants.Costs are distributed in proportion to the apportionment factors

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Editing Settlement Unit Option Rates

342 April 2001

Editing Settlement Unit Option RatesUseYou only need to enter this data if, due to the preemptive right for sales tax, your companycarries out an input tax deduction on apportionable costs collected on settlement units in the RealEstate system.

For more information, see input tax deduction for settlement unit [Seite 848]

ProcedureEnter the calculation type for option rate [Seite 842] in the Option type field.

Action Procedure

Choose the calculation type 3 Apport.unit relat.(automatic) and the apportionment unit assigned tothe settlement variant is consumption-dependent

Enter a new, consumption-independentapportionment unit, according to which theoption rate determination is to be carriedout, in the Appor.Unit field

Reason:Option rates [Extern] are calculated foreach month. Since consumption-dependent apportionment units are onlyentered as quantity at the end of thesettlement period by means of meters, youhave to determine a substituteapportionment unit as a bridge for thisinterval, by means of which the monthlyoption rate determination can be carriedout.

Choose a different calculation type than 3Apport.unit relat. (automatic)

Appor.Unit field is irrelevant for the optionrate determination

Choose a manual calculation type and enter theoption rates

Choose Option rate.Enter the option rates for each month of ayear.

If you have chosen an automatic calculationtype, the system calculates the option ratesautomatically and displays the data.

ResultYou have defined the calculation base for the input tax distribution in deductible and non-deductible tax shares.

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Settlement Unit: Post-Generate Settlement Participation

April 2001 343

Settlement Unit: Post-Generate Settlement ParticipationUseLease-outs can participate in the service charge settlement only if you have assigned the servicecharge keys of the settlement units to their conditions.

Use this function to assign new or changed settlement units to the lease-outs.

In the following cases, the settlement participation of the lease-out has to be regenerated:

� You have generated the lease-out before creating the settlement unit

� You have changed the settlement unit for an existing lease-out in the settlement unit masterdata

� You have created a new settlement unit with a service charge key that is new for a rental unit(with lease-out)

Procedure1. Choose Accounting � Real estate management � Service charge settlement � SCS

infrastructure � Post-generate settlement participation

2. Enter your selection criteria and choose Execute.

A list appears with an overview of the settlement units and the relevant lease-outs.

Action Select

Post-generate participation The rental unit and choose Selection list � Gen SU Part. Ifthe system cannot post-generate due to inconsistencies inthe master data, it will issue an error log.

Display lease-out The lease-out and choose the Display lease-out function.

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Master Settlement Units

344 April 2001

Master Settlement UnitsDefinitionMaster Settlement Unit [Extern]

UseA supplier may issue one joint invoice covering different service charges that affect differentsettlement units without displaying the costs individually, such as for hot water and heatingcharges.

You can collect (post) these costs on a master settlement unit (master SU) and specify thecalculation bases according to which the costs are predistributed to the respective settlementunits in the R/3 System.

According to the calculation bases, the service charge settlement posts the costs to theparticipating settlement units and allocates these proportionately.

This provides transparency of costs down to the level of the individual settlement units.

StructureThe master SU defines:

� The settlement units to which the costs are predistributed

� The calculation basis according to which the costs are distributed

Calculation basisThere are three methods of predistributing costs:

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Apportionment factor Equivalence number Formula for calculating waterconsumption

You can enter anapportionment unit[Extern] for distributing thecosts to the individualSUs.

To do so, you must haveassigned anapportionment factor[Extern] for the rental unitsor lease-outs to the SUs

For each settlement unit, youcan specify an equivalencenumber in a unit ofmeasurement of your choicefor distributing the costsproportionately to therespective SUs.

You can also specify that thetotal of the equivalencenumbers is greater than orequal to the total of the actualequivalence numbers. Theremaining share calculated inthis way is posted to an objectdetermined in the master SU(business entity, property,building, rental unit, lease-out,cost center, internal order).

Only used for calculating theshare of hot water consumptionaccording to German heatingexpenses regulations:

� Calculation of fuelconsumption:HW% = B / Wwhere W = TotCons / HV andB = (2,5 * C * (TW - 10)) / HV

� Calculation of heatconsumed:HW% = Q / TotConswhere Q = 2,0 * C * (TW -10)

� Fixed flat rate for hot waterconsumption

C = measured volume of consumed hotwater in m3

TW= measured or average temperatureof hot water

HV = heating value of the consumed fuelin kilowatt hours per liter or other unit

B = fuel consumption according to unit ofmeasurement used for HV

TotCons = total consumption of heatingunits as entry value

W = total heat consumption to bedetermined

Q = heat consumption for hot waterconsumption

You can enter thepercentage rate manually insteadof automatically calculating itusing the above formula.

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Editing Master Settlement Units

346 April 2001

Editing Master Settlement Units3. There are two ways of editing master settlement units (master SUs):

a. Accounting � Real estate management � Master data � SCS infrastructure � Mastersettlement unit � Create or Change.

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure ��Master settlement unit � Create or Change.

4. Edit the object.

Activity Choose Information

Determine settlement periodand settlement variants

� Settlementvariant

Settlement variant [Extern]

For each settlement period, you canspecify several apportionment units[Extern], or for each apportionmentunit you can specify vacancypercentage rates [Extern] or heatingvalue days (heating valuepercentage rates [Extern])

Optional: Specify a businessarea / profit center

For option ratedetermination, choose theOption rate tab

� General data tab Editing Master Data: BusinessAreas [Seite 939]

Editing Master Data: Profit Center[Seite 940]

Determine how topredistribute costs toparticular settlement units

� ParticipatingSUs tab

It is not possible to assign masterSUs to other master SUs. Theparticipation data is onlychangeable if there has been nosettlement in this settlement periodwith time-dependence. You canonly assign participating settlementunits at the start of a settlementperiod.

For more information, refer to F1help (data element documentation).

See also:Example: Service ChargePredistribution Calculation [Seite348]

Determine option rates forinput tax processing

� Option rate tab Editing Settlement Unit: OptionRates [Seite 342]

Release master SU foraccount assignment

� Cost collector Editing Settlement Unit: CostCollector [Seite 339]

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Evaluations

Activity Choose Information

Display list of participatingsettlement units for thismaster SU

Extras � Overviewof partic.SUs

Display list of participatingsettlement units for eachsettlement period

Extras � Settlementperiod overview

List of settlement unitassignments to master SUs

Extras �Assignment inmaster SUs

You can sort, edit, send and exportdata in the output list

Display costs posted on themaster SU

Extras � Postingsoverview

You receive a basic list for furtherprocessing

Display documents (lineitems) for master SU

Extra � Detailedstatements

You can display the followinginformation:

Document overview, line item

Real Estate object master data, G/Laccount, customer, vendor

Real Estate account assignment

Place the cursor on the requiredline and choose the function yourequire

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Example: Service Charge Predistribution Calculation

348 April 2001

Example: Service Charge Predistribution CalculationStarting PointA master settlement unit exists in the system; you want to distribute the costs on settlement unitsSU 800 and SU 1000 to the area apportionment factor.The two participating SUs contain the following data:

Participating contracts Apportionment factor -No. of persons

Apportionment factor -area

RA1 2 persons 100 m2SU 800

RA2 1 person 50 m2

RA1 / 100 m2SU 1000

RA3 / 250 m2

A posting of 1000 euros plus 15% tax, totaling 1150 euros, has been made to the mastersettlement unit. The master settlement unit has an option rate [Extern] of 75 %; which means that112.50 euro are deductible and 37.50 euro are non-deductible input tax.

You want to distribute the costs from the master SU to the participating SUs according toapportionment factor area; this means that 30% of the costs are distributed to SU 800 (total area150 m2) and 70% of the costs are distributed to AE 1000 (total area 350 m2).

Service charge settlementPrerequisites for predistributionTo post the costs of the master SU to the participating SUs, you have to create a master SUclearing account and a receiving account from master SU for the originally posted cost element inCustomizing. The costs are passed on in the service charge settlement.

Any remaining costs that are not predistributed on the basis of the data that you enter are postedto a remaining share account with the cost element that has been specified in Customizing.

Posting procedureYou have to make two postings for the service charge settlement involving master SUs:

3. Post the costs of the master SU to the assigned settlement units according to the calculationbasis specified.

4. Then follow the "normal" posting procedures used in the full settlement (see Full Settlementof Service Charges [Seite 350]).

The following example explains the posting procedures. You post 1150 euro to the master SU asfollows:

Account Debit Credit Accountassignmenton object

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Example: Service Charge Predistribution Calculation

April 2001 349

470400 Apportionable operating costs 1000.00

/ Master SU

154000 Tax 150.00

/ /

The input tax distribution for this document is as follows:

154000 Tax / 37.50 /

470900 Expense for non-deductible input tax 37.50 / Master SU

To distribute the costs from the master SU to theparticipating SUs with percentage rates 30% and 70%, thefollowing postings are made:

470499 Credit apportionable operating costs / 1000.00

Master SU

470400 Apportionable operating costs 300.00

/ SU 800

470400 Apportionable operating costs 700.00

/ SU 1000

154000 Tax / 112.50

/

470900 Expense for non-deductible input tax 112.50

/ Master SU

470999 Credit non-deductible input tax / 150.00

Master SU

470900 Expense for non-deductible input tax 45.00 / SU 800

470900 Expense for non-deductible input tax 105.00

/ SU 1000

The participating settlement units SU 800 and SU 1000 are credited to the lease-outs aspreviously, so that the costs of settlement unit SU 800 can then be allocated to the lease-outsaccording to the number of persons.

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Full Settlement of Service Charges

350 April 2001

Full Settlement of Service ChargesUseUse this function to settle all apportionable costs to be charged to tenants for property rental in aparticular time period.

Use this function to post non-apportionable costs.

PrerequisitesThe lease-outs are active and have a valid settlement participation.

FeaturesYou can simulate the service charge settlement for operating or heating expenses.

Calculation

The system calculates the costs per rental unit / lease-out using:

� Apportionment factors

� Length of occupancy

� Accumulated costs for the settlement period

The apportionment factors and the length of occupancy controls the apportionment of the servicecharges to the lease-outs. The length of occupancy is calculated according to the lease-out data(rental end, notice) and takes into account the varying length of months and leap years.

The product of the apportionment factor and length of occupancy in the posting period is thereference factor.

The sum of all reference factors is set against the costs and results in the cost factor perreference factor unit.

In the settlement participation in the lease-out, you can specify how much (if any) of thecalculated costs can be passed on to the tenant.

If reference is made to consumption values, the length of occupancy is ignored andapportionment is calculated according to the recorded consumption.

The system also takes into account the non-apportionable service charges (Example: Settlementof non-apportionable service charge costs [Seite 322])

Posting principleThe posting procedure is carried out in several steps:

a) Determination of the distribution bases according to the apportionment factors of theparticipating rental units, including a weighting to the day depending on the apportionmentfactor

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All service charges of the settlement unit under one credit cost element are creditedfor each cost element (service charge key) and the corresponding rental units/lease-outs are debited

b) For service charges, which can be passed on, (only tenant share, not owner share and flatrates), the receivables are posted as follows:

- Third-party usage: Debit-side receivable to revenue (on lease-out)

- Own use: Costs on cost center to revenue (on lease-out)

c) Transfer down payments (that have been made)

Adjusting advance payment/flat ratesIn the full settlement, you can also adjust the advance payments and flat rates. Activate adjustedadvance payments and flat rates to update them in the relevant lease-outs (refer to Adjustingadvance payments and flat rates [Seite 391])

Percentage surchargeYou can charge the tenant a percentage surcharge (in accordance with the incurred servicecharges) in addition to the service charges due. You can define this percentage rate.

This allows you to map an administration costs surcharge (as used in Switzerland) or a risk ofapportionable costs loss (as used in Germany for social welfare housing).

Maximum costsThe posting procedure takes into account maximum costs [Extern] set for specific lease-outs inthe service charge keys and the condition types (Example: service charge settlement maximumcosts [Seite 354])

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Example: Service Charge Settlement Costs Surcharge

352 April 2001

Example: Service Charge Settlement Costs SurchargeStarting PointIn a service charge settlement run, you want to either:

� Charge all participating rental units a percentage surcharge

� Only charge those rental units of a particular external usage type (for instance social welfarehousing) a surcharge

� Only take into account selected rental units with specific surcharges defined for this purpose

ProcedureDepending on your choice, you proceed as follows:

Surcharge for all rentalunits

Surcharge depending onusage type

Rental units - specificsurcharge

Enter percentage rate inthe Management costssurcharge field in theselection screen of theservice charge settlementrun

Variant 1: The apportionmentloss risk indicator is set in RealEstate Customizing for therespective usage type (forinstance social welfarehousing) (R/3 Real Estate �Service charge settlement �Make basic settings)

Variant 2: As an alternative,you can enter data in the rentalunits in the fields Public fundinguntil making the setting inCustomizing redundant

Enter the percentage rate in theApportionment loss riskpercentage field for bothvariants

Variant 1: The apportionmentloss risk indicator is set inCustomizing for Real Estate forthe respective usage type (forinstance social welfare housing)(R/3 Real Estate � Servicecharge settlement � Make basicsettings)

Variant 2: As an alternative, youcan enter data in the rental unitsin the fields Public funding untilmaking the setting inCustomizing redundant

Enter the surcharge in themaster data for the rental units(tab additional data, fieldPercentage surcharge) for bothvariants

Set the Apportionment loss riskpercentage rental unit indicatorfor the service charge settlementrun in the selection screen

You cannot charge a management costs surcharge and an apportionment loss risk at thesame time.

ResultYour settlement run may look as follows:

Apportionment risk percentage rate

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Example: Service Charge Settlement Costs Surcharge

April 2001 353

Only the Social welfare housing usage type is set for the apportionment loss risk.

Usage types participatingin settlement run (lease-out: LO)

SCS result (withoutapport.loss risk)

Apport. lossrisk

SCS final result(settlement amountto be paid bytenant)

Public auth.-supp.apartment(1RA)

400 400

Social welfare housing (1LO)

500 510

Doctor’s surgery (1 LO) 700

2%

700

The surcharge is not added for own use occupancy type.

The tax code is copied from the lease-out.

Management costs surcharge

Usage types participatingin settlement run (lease-out: LO)

SCS result(withoutmanagementcosts surcharge)

Managementcosts surcharge

SCS final result(settlementamount to be paidby tenant)

Public auth.-supp.apartment (1RA)

400 408

Social welfare housing (1LO)

500 510

Doctor’s surgery (1 LO) 700

2%

714

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Example: Service Charge Settlement Maximum Costs

354 April 2001

Example: Service Charge Settlement Maximum CostsStarting PointYou want to define the maximum costs to be assigned to the lease-out in a service chargesettlement for the following service charge keys and condition types:

Service charge key(SCK)

Condition type(ConTyp)

MaxCosts/SCK MaxCosts/ConTyp

500 Streetcleaning/garbage removal

020 Operat.costsadv.pmt

USD 200 -

600 Elevator 023 Elevator adv.pmt USD 100.00 USD 120.00

900 House cleaning 023 Elevator adv.pmt USD 50.00 USD 120.00

Any additional costs incurred are charged to the owner.

ProcedureIn the Settlement Participation screen, enter the maximum costs in the master data of the lease-out.

ResultThe full settlement now calculates the following settlement result for this lease-out:

Example 1:

Lease-out does not opt [Seite 837]. For SCK 500, net costs of USD 800.00 plus USD 120.00 taxare calculated.

Based on the maximum costs for this contract (USD 200), the costs chargeable to the tenantshould be reduced by USD 720 (920 - 200 = 720):

Settlement type Net 15% tax Gross

Tenant’s share (posting to customer) 173.91 26.09 200.00

Owner’s share (posting to RU account) 626.09 93.91 720.00

In the case of opting lease-outs, the amount of maximum costs is based on the net amount.

Example 2:

For ConTyp 23, USD100 on SCK600 and 50USD on SCK900, totaling USD150, weredetermined.

Based on the maximum costs for this ConTyp (USD120), the costs chargeable to the tenantshould be reduced by USD 30 (150 - 120 = 30). Breaking down the costs equally results in:

Settlement type SCK ConTyp Net

Tenant’s share (posting tocustomer) USD 80.00

Owner’s share (posting to RUaccount)

600 Elevator023 Elevator adv.pmt

USD 20.00

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Example: Service Charge Settlement Maximum Costs

April 2001 355

Tenant’s share (posting tocustomer) USD 40.00

Owner’s share (posting to RUaccount)

900 House cleaningUSD 10.00

Tax is handled accordingly.

When checking the maximum costs, the system uses the most current value within thesettlement period. If different maximum costs are set for service charge keys of the samecondition type, the value with the largest amount is used as the basis for the maximum costsamount.

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Example: Opting/Non-Opting Settlements

356 April 2001

Example: Opting/Non-Opting SettlementsStarting PointYou settle three lease-outs belonging to the same business entity on the basis of the followingdata:

Settlementunit

Participating rentalunits

Apportionmentfactor

Lease-out Tax Doescontractopt[Seite837]?

Option rate[Extern]

RU_1 200 m2 LO_1 0 % / /

RU_2 100 m2 LO_2 16% YesCurrently:33.33 %

Finally: 25 %

1160 eurosposted to SU605, including160 euros fortax

RU_3 100 m2 LO_3 16 % No /

Since the option rate may vary throughout the settlement period, the following situation arises:

On a certain date the tax is divided into a deductible and non-deductible share and postedaccordingly; the final (correct) option rate is only determined at the end of the settlement period:the system makes an automatic adjustment posting for deductible and non-deductible tax in theservice charge settlement.

ResultLO_2 in the above example would look as follows:

Tax Optionrate

Deductibletax

Non-deductibletax

Tax posting based on the current option rate

160 euros 33.33 % 53.33 euros 106.67euros

Adjustment posting of 13.33 euros in the servicecharge settlement on the basis of the actualoption rate

160 euros 25.00 % 40.00 euros(- 13.33)

120.00euros

Overview of service charge settlement (SCS) for all lease-outsAssumption: yearly period with advance payment condition of 50 euros / month (= 600 euros)for each contract already paid to SU 605, where 16% tax (= 696 euros) is payable in LO_2 andLO_3.

Stages in the SCS LO_1 LO_2 LO_3

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Example: Opting/Non-Opting Settlements

April 2001 357

Determine total costsfor settlement periodon SU 605

Net amount: 1160

Tax: 0

Net amount: 1000

Tax: 160

Net amount: 1000

Tax: 160

Distribute costs toparticipating lease-outs

580 euros

50% of the costsincluding tax (500 + 80),as the area is 200 m2with a total area of 400m2

250 euros

25% of the costs; no taxis due as the contractopts at 25%!

336.40 euros

25% of the costsincluding tax share =250 + 40 = 290 plus16% tax (=46.40), asLO_3 does not opt!

Post cost shares totenant accounts

Receivable: 580 euros Receivable: 250 euros Receivable: 336.40euros

Determine advancepayments (actualpayments) made bythe tenant for which acredit transfer postingis made

Transfer posting: 600euros

Transfer posting: 696euros

Transfer posting: 696euros

Balance (tenantaccount)

Credit: 20 euros Credit: 446 euros Credit: 359.6 euros

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Full Settlement Based On Tenant Service Charge Principle

358 April 2001

Full Settlement Based On Tenant Service ChargePrincipleUseUse this function to make service charge settlements based on the tenant service chargeprinciple required by Austrian law.

PrerequisitesIf you want to settle the service charges according to the tenant service charge principle, setthe Tenant settlement charge principle indicator:

1. In the rental unit master data using Additional data

2. In the lease-out master data using Apportionment units

You also have to set the indicator Take into account TSC principle?

FeaturesTenant service charge principle on lease-outIn the service charge settlement, the system calculates the difference between advancepayments made and proportional service charges. When you are making the settlement, thetenant is identified by using the posting date of the service charge settlement if you have set theindicator for the tenant service charge settlement on the lease-out.

The tenant is charged the total of all costs incurred. This process calculates costs for the entiresettlement period and does not take into account tenants who have been renting for only part ofthe settlement period. The crucial factor in this process is the fact that tenants who are renting atpoint in time when the settlement is made are the ones who are charged. All advance paymentsmade for the settlement period are also assigned to them.

Both debit-side and imputed down payments from the vacancy debit position of the rental unit aretaken into account.

If you have not set the tenant service charge indicator, all tenants in the entire settlementperiod are identified and the service charge shares are distributed to the tenants exactly to theday.

Tenant service charge principle on rental unit (vacancy)If you have set the tenant service charge indicator on the rental unit and the apartment is vacant,all the down payments made in the settlement period (this may also include any imputed downpayments) are transferred to the cost center of the rental unit as credit.The receivables are posted to the cost center as costs.

Assign the flow types to the service charge keys in Customizing for Real Estate for the debitposition of costs. The system assigns a reference flow type, for which you have to set theaccounts, to the flow type.

You also have to specify to which G/L accounts the advance payments already made are betransferred if a rental unit becomes vacant. For this reason, you have to make a reference for the

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April 2001 359

advance payment (identified by means of the flow category) to the G/L account to be posted(setting in Customizing for Real Estate).

Advance payment transferThe system takes account of different tax codes of the previous and current tenant by creditingthe advance payments of the previous tenant to the current tenant (with the current tax code).

� Adjustment posting of the full settlement

After you have made the service charge settlement, the batch input session is extendedby several line items. The customer taxes are subtracted, then the new taxes of thepayee are added.

The posting log has been extended by several line items that are identified by *Outputtax transfer posting.

� Correspondence

The total of the tax adjustment lines appears in field VIAK20-BSTKORR and can be usedfor the correspondence function. This tax adjustment line is added to the standardcorrespondence.

ActivitiesIn the selection screen for a service charge settlement run, choose the icon TSCP. In the groupbox of other data, the indicator Take into account TSC principle? appears. Refer to the relevantdocumentation.

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Example AP Transfer Posting for Tenant Service Charge Settlement

360 April 2001

Example AP Transfer Posting for Tenant Service ChargeSettlement

Settlement period 1.1. - 06/30/97, advance payments made:

Period Tenant Tax code AP w.tx Net Tax

01/01-02/15/97 Miller A1 (20%) 180.00 150.00 30.00

02/16-04/30/97 Vacancy 0% 250.00 250.00 0.00

05/01-12/31/98 Smith A2 (10%) 220.00 200.00 20.00

650.00

The service charge settlement is carried out in the second half of 1997, so Mr. Smith is the payeraccording to the tenant service charge settlement. If you now calculate the chargeable tax portionaccording to the tax code of the payer (Smith, 10 %), the following adjustments have to be made:

Period Tenant Tax code AP w.tx Tax Adjustment

01/01-02/15/97 (Miller) A2 (10%) 165.00 15.00 -15.00

02/16-04/30.97 Vacancy A2 (10%) 275.00 25.00 +25.00

05.01/-12/31/98 Smith A2 (10%) 220.00 20.00 0.00

10.00(Tax adjustment)

Effect of tax adjustment (example):Costs incurred on SU 1000.00

Advance payments made 650.00

Tax adjustment 10.00

Receivable 340.00

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Full Settlement Based On Heating Value Days

April 2001 361

Full Settlement Based On Heating Value DaysUseYou can carry out settlements using regional location keys [Extern] to distribute costs throughouta settlement period (for instance, if you want to charge smaller percentage rates for heatingexpenses in summer than in winter).

A regional location key comprises:

a. Heating value days [Extern]

b. And the corresponding heating value percentage rates [Extern]

This procedure is used in Switzerland (regional location key = ETH key).

However the procedure can be adapted for general use by defining your own keys.

PrerequisitesSettings in Real Estate Customizing

See the documentation in the Implementation Guide (IMG): Maintain Regional Location Keys forHeating Value Days [Extern].

� Enter the regional location key and heating value percentage rates

� The indicator Regional location key can be maintained is set for the valid tenancy law

� The indicator allowing maintenance of several apportionment factors per settlement unit isset

Settings in settlement unit

You have to assign the respective regional location key to the apportionment unit on thesettlement unit.

FeaturesYou can maintain heating value percentage rates for each region and each service charge key.

If the respective apportionment unit is apportioned according to consumption, the heatingvalue percentage rates are only taken into account if no interim meter reading is made at tenantchangeover.

Apportioning of consumption-dependent and consumption-independent service charges is basedon the formula:

Apportionment factor * Heating value percent rate/per periodTotal apportionment factor * Total reg.location key value

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Maintaining Regional Location Keys for Heating Value Days

362 April 2001

Maintaining Regional Location Keys for Heating ValueDaysPrerequisitesThe settings are made in Customizing for Real Estate You need maintenance authorization tomake these settings.

Contact your system administrator.

ProcedureChoose Accounting � Real estate management � Tools � Current settings �Service chargesettlement � Maintain heating value days (Customizing documentation)

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Simulating Service Charge Settlements

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Simulating Service Charge SettlementsUsePrior to the final settlement, carry out a simulation to eliminate the errors documented in the errorlog.

Procedure1. Choose Accounting � Real estate management � Service charge settlement � Service

charge settlement � Correspondence

Starting from this menu, you have the following options for simulating a full settlement:

Operating costs � Simulate Heating expenses �Simulate

Operat./heating exp. �Simulate

Simulating the operating costssettlement

Simulating the heatingexpenses settlement

Simulating the operatingcosts and heating expensessettlement

Specify which costs are operating or heating costs for each service charge key inCustomizing for Real Estate.

2. Maintain your data. Note the following:

Action Procedure

Adjust advance payments Select the Adjust advance payments?[Seite 391] field

Set the Transfer open AP receivables? if youwant to display the advance payments that haveactually been received.

You want to charge the tenants acosts surcharge proportionate totheir service charge share

Enter the required percentage in the Costsurcharge in percent field or Apportionmentloss risk (Example: service chargesettlement costs surcharge [Seite 352])

Apply tenant service charge[Extern]

Choose TSCS. In the group box of other data, theindicator Take into account TSC principle?appears.

3. Choose Execute

4. You receive a list of the selected settlement units

5. Select every settlement unit that is to participate in the simulation and choose Startsimulation

ResultYou receive a message that the service charge settlement has been simulated.

To display the evaluation of the simulation, choose Settlement result.

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Simulating Service Charge Settlements

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You can display the following information:

Activity Choose

Display an error log The corresponding functions

Display selection of apportionable costs Apportionable costs

See also: Displaying Apportionable Costs on theBalance Sheet [Seite 419]

Display advance payments Advance payment made

Display advance payments adjustments AP Adjustment

Display costs in local currency Amounts

Display apportionment factor Factors

Display of occupancy type Additional data

Displays the apportionment loss risk orthe management costs surcharge

Costs surcharges

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Making Service Charge Settlements

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Making Service Charge SettlementsPrior to the final settlement, carry out a simulation [Seite 363] to eliminate the errors

documented in the error log.

1. Choose Accounting � Real estate management � Service charge settlement � Servicecharge settlement � Correspondence

In this menu, you have the following options for executing a full settlement:

Operating costs �Execute

Heating expenses �Execute

Operat./heating exp. �Execute

Update run of the operatingcosts settlement

Update run of the heatingexpenses settlement

Update run of the operatingcosts and heating expensessettlement

Specify which costs are operating or heating costs for each service charge key inCustomizing for Real Estate.

2. Enter your data Note the following:

Action Procedure

Adjust advance payments Select the Adjust advance payments? [Seite391] field

Advance payments can also be adjustedafter the service charge settlement, flat ratesonly after a service charge settlement

You want to charge the tenants a costssurcharge proportionate to their servicecharge share

Enter the required percentage in the Costsurcharge in percent field or Apportionmentloss risk (Example Service ChargeSettlement Costs Surcharge [Seite 352])

Apply Tenant Service Charge [Extern] Choose TSCS. In the group box of otherdata, the indicator Take into account TSCprinciple? appears.

In the Document header text field, enter a unique name since this text can be used asselection criterion for later activities (reversal, evaluations, document search) for thedocument.

3. Choose Execute

A list of the settlement units to be settled is displayed.

4. Start the settlement by choosing Execute + Post

ResultThe system makes the transfer posting of the advance payments by means of a batch inputsession; the settlement result is posted directly.Choose System � Services � Batch input � Edit to check whether the session has been

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processed without errors. (Overview graphic: posting procedures of the service chargesettlement [Seite 947])

Posting procedures

� Tenant share

The costs to be passed on to tenants are assigned to accounts on the lease-outs and ona “lease-out clearing” account; the tenant accounts are then debited accordingly.

The offsetting entry is a revenue posting made to the corresponding lease-outs.

� Landlord share

The cost portion to be borne by the landlord resulting from lease-outs is likewiseaccounted to the lease-outs, however the posting is made to a “lease-out clearingaccount without further charging”.

� Vacancy

The costs incurred that do not relate to lease-outs (vacancy) are accounted to rentalunits and posted on a “rental unit clearing account”.

� Advance payment transfer posting

The transfer posting of the service charges advance payment is normally made for thetotal advance payments actually made by the tenant. The difference between thebalance of the service charge settlement and the advance payments receiveddetermines the amount to be paid by or to the tenant.

Only specifications with settlement type Advance payment and Tenant share are takeninto account for calculating credit balances and receivables. The system calculates thecredit balances or receivables during the settlement and automatically posts them duringthe calculation of the full settlement.

� Flat rates

The systems registers the overpayment or underpayment of flat rates using thesettlement balance and the flat rates paid by the tenant.

Reference numberThe system assigns the settlement run a reference number [Seite 793], to which references aremade during subsequent processing (for example, information system, reversal, adjustmentadvance payment/flat rates).

Further processing options:The system informs you how much of the service charge settlement has been made:

Activity Choose

Display a settlement evaluation Settlement result

Display and evaluate the posting documents Posting log

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Print letters to the tenant with the settlementresult for the settlement run

The following functions:

� Individual settlement

Prints the result for each lease-out

� Settlement all

Prints the result of all lease-outs of onetenant

Display an error log The corresponding functions

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Reversing Service Charge Settlements

368 April 2001

Reversing Service Charge SettlementsPrerequisitesThe batch input session for the advance payment transfer bookings (if created for the settlementrun) has been processed.

Procedure1. Choose Accounting � Real estate management � Service charge settlement �

Service charge settlement � Correspondence

You have the following options for reversing a settlement:

Operating costs ��

ReverseHeating expenses �

ReverseOperat./heating exp. �

Reverse

Reverses operating costssettlement

Reverses heating expensessettlement

Reverses operating/heatingexpenses settlement

2. Enter the ID number of the settlement and the posting date and choose Execute.

3. To reverse the settlement run, position the cursor on the settlement run and chooseReverse

The system checks:

– If the entered posting period has been released for posting

– If the adjusted advance payments have been activatedIf, in this case, a new debit position has been posted, the system does not allow theservice charge settlement to be reversed (Example [Seite 369]).

ResultThe documents are written to a batch input session called "VVI_NKA _STOR". The posteddocuments are reversed only after the batch input session has been processed.

Choose System � Services � Batch input � Edit to check whether this session has been runwithout errors.

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Example: Reversing Full Settlement

April 2001 369

Example: Reversing Full Settlement

You want to carry out a settlement on 07/02/94 for 06/30/1994.

With this settlement, the advance payments are adjusted to the recalculatedamounts and activated.

You carry out a debit position for 12/31/94 with the new conditions.

You cannot reverse the settlement from 07/02/94 anymore since the debit positionwith the new amounts has already been carried out in the meantime.

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Printing Service Charge Settlement Correspondence

370 April 2001

Printing Service Charge Settlement Correspondence

By default, the letter is created for each business partner with the role category 0600Tenant with customer account or 0601 Tenant assigned to the lease-out.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to correspondence [Seite 798])

1. Choose Accounting � Real estate management � Service charge settlement �Service charge settlement � Correspondence

2. From this menu option you have two methods of informing tenants in writing aboutsettlement results:

Action Choose

Print correspondence related toall or selected lease-outs of aservice charge settlement run fortenant

Settlement

a) Enter the settlement identification and yourcorrespondence activity category.

The system automatically generates the printdate. You can change the date.

b) Choose Execute.

You branch to the screen Master dataevaluation for SCS.

You may

– print letters for particular lease-outs viathe function Individual settlement

– print all letters via the function Allsettlements

Print correspondence related tospecific lease-outs for a certainsettlement period for tenant

Contract/period.

a) Enter the lease-outs and/or the settlement periodfor which you want to create correspondence

b) Choose Execute

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Adjusting Advance Payment and Flat Rates

April 2001 371

Adjusting Advance Payment and Flat RatesUseYou pass on advance payments or flat rates to the current settlement unit results.

This function is used in the full settlement (service charges) and the external heatingexpenses settlement

IntegrationYou can use this function:

� Directly while executing a settlement run

� Or after the execution of a settlement

FeaturesAdjusting Advance Payment/Flat RatesThe system calculates the new advance payments or flat rates according to settings inCustomizing or additional fields.

� Settings in Customizing for Real Estate

You set the minimum amounts for the reduction and increase of condition amountadjustments in the service charge settlement. These amounts are defaulted for eachcondition type. The adjustment is only carried out if the difference amount between theold and the new condition does not reach or exceed the minimum amount.

� Settings in the application

You can enter the minimum amounts for each settlement run in the selection screen ofthe settlement. If you do not enter data in the Minimum amount for increase / Minimumamount for decrease fields the settings from Customizing are used.

Advance payments/flat rates are not adjusted if:

� The lease-out (LO) has the occupancy type Own use

� The LO is for a limited period and the end of the lease-out lies before the adjustment date

� The condition type of the lease-out is blocked for the adjustment

� The condition type of the lease-out has already been adjusted and activated for that date

� The condition type of the lease-out is not valid throughout

� The condition type of the lease-out is settled in different settlement periods

� The amount of the condition rate has not changed

� The minimum amount for the reduction of the condition rate has not been reached

� The minimum amount for the increase of the condition rate has not been reached

Adjusting the advance payment: Percentage surchargeWhen you adjust an advance payment, you can enter a percentage surcharge that acts as anadditional increase on the adjusted advance payment.

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Adjusting Advance Payment and Flat Rates

372 April 2001

Old amount = 40 USD

Advance payment adjustment = 50 USD

Percentage surcharge = 10 %

Actual adjustment = 55 USD

Page 373: SAP Real Estate

SAP AG Real Estate Management

Adjusting Advance Payments and Flat Rates

April 2001 373

Adjusting Advance Payments and Flat RatesPrerequisitesAdvance payments that have already been adjusted during the service charge settlement orposting of external heating expenses settlement are not taken into account.

Procedure1. Choose Accounting � Real estate management � Rental management � Service charge

settlement

2. In the menu item, choose:

a. Service charge settlement � Operating costs / Heating expenses / Operat./ Heatingexpense � Adjust AP/flat rate � Calculate

b. Or, External heating exp. Stt. � Settlement result � Adjust AP � Calculate

3. Enter your selection criteria and choose Execute

ResultAn overview of the adjusted advance payments/flat rates is displayed.

The system assigns an internal reference number [Seite 793] for the adjustment run.

You can subsequently activate saved adjustments/flat rates by means of the referencenumber.

Action Choose

Edit adjustment (change amount/createapproval/rejection / the adjustment runs thatcan be manually changed are defined inCustomizing for Real Estate Customizing

The required adjustment and then Detail [Seite703]

Exclude individual adjustments from beingactivated.

A flagged adjustment and then Edit � Selectionon/off

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, only thoseagreements are selected for which an approvaldate has been entered)

Do not activate Choose Back

Activate all selected adjustments Choose Activate

The adjustment is copied to the respectivelease-outs or rental units as a new conditionitem with the specified date

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Adjusting Advance Payments and Flat Rates

374 April 2001

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Activating Advance Payment/Flat Rates Adjustment

April 2001 375

Activating Advance Payment/Flat Rates Adjustment1. Choose Accounting � Real estate management � Rental management � Service charge

settlement

2. In the menu item, choose:

a. Service charge settlement � Operating costs / Heating expenses / Operat./ Heatingexpense � Adjust AP/flat rate � Activate AP/flat rate

b. Or, External heating exp. Stt. � Settlement result � Adjust AP � Activate APadjustment

You can vary the adjustment by means of the Valid from date field and the Activateimmediately? indicator on the selection screen.

Action Procedure

Copy calculated adjustment without changingamounts and validity date

Do not fill in the Valid from date field

Set Activate immediately? indicator

Copy calculated adjustment without changingamounts but with new validity date

Enter new validity date in the Valid from datefield

Set Activate immediately? indicator

Change validity date and amount beforeactivating

Do not fill in the Valid from date field

Do not set Activate immediately? indicator

3. Enter the ID of the adjustment you require

4. Choose Execute

ResultAn overview of the adjusted advance payments/flat rates is displayed for further processing.

Action Choose

Edit adjustment (change amount/createapproval/rejection / the adjustment runs thatcan be manually changed are defined inCustomizing for Real Estate

The required adjustment and then Detail [Seite703]

Exclude individual adjustments from beingactivated.

A flagged adjustment and then Edit � Selectionon/off

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, only thoseagreements are selected for which an approvaldate has been entered)

Do not activate Choose Back

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Activating Advance Payment/Flat Rates Adjustment

376 April 2001

Activate all selected adjustments Choose Activate

The adjustment is thus copied to the respectivelease-outs or rental units as a new conditionitem with the specified date

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Advance Service Charge Settlement

April 2001 377

Advance Service Charge SettlementPurposeYou want to carry out a service charge settlement on a date that lies BEFORE the end of thesettlement period. You may have to do this if, for instance, the Real Estate objects have beensold and an interim settlement has to be carried out.

Process Flow1. If you want to carry out an advance final settlement, enter the Valid-to date in the respective

settlement units.

The day of the settlement may lie WITHIN the period to be settled if all participatingsettlement units have a Valid-to date that lies before the day of settlement (current date).

2. However you must enter the settlement period in the selection screen for the service chargesettlement with the original dates (Start of settlement period and End of settlement periodfields).

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External Heating Expenses Settlement

378 April 2001

External Heating Expenses Settlement

PurposeUse this process to settle heating expenses for a rental managed via an external settlementcompany.

You can distribute apportionable heating costs to the tenants during a particular settlementperiod while taking account of individual control mechanisms:

� Support of the data medium exchange with the external settlement companies using normeddata records

� Optional: manual entry of the settlement results without data medium exchange

� Categorization of the heating costs incurred via service charge keys in RE

� Synchronization of external keys (for instance: rental unit, lease-out, fuel types, servicecharge keys) of the settlement company with your own terms

� Time-dependent apportionment of costs according to fixed values, consumption values,percentage shares, equal shares or existing conditions

� Time-dependent settlement participation of individual rental units

� No clearing of apportionable costs to the tenant (detailing a percentage landlordshare/defining of non apportionable service charges)

� Apportionment of vacancy costs to the tenant

� Adjustment of advance payments and flat rates

Process FlowI. Editing the settlement unit and lease-outThe following data has to be available so that an external heating expenses settlement can becarried out:

1. Settlement units (SU) for the heating expenses are created, cost collectors are generated,rental units are assigned to the SU

2. A special credit-side settlement unit with cost account is created, cost collectors aregenerated, all affected rental units are assigned

3. Lease-outs to be settled for a certain settlement period are activated and the debit position iscarried out

II. Editing heating systemsCreate master data for each heating system [Seite 382] as follows:

1. External settlement company as defined in Customizing for Real Estate is assigned

2. Credit-side settlement unit, cost account and all settlement units to be settled, with theheating expenses defined by means of service charge keys, are assigned

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External Heating Expenses Settlement

April 2001 379

II. Incoming invoice postingYou carry out the account assignment of the service charges to the corresponding settlementunits or master settlement units in the Financial Accounting component. The amount isautomatically set to the correct settlement reference date using the settlement reference datethat you enter.

You can also post costs to the settlement unit using an internal activity assignment [Seite 818], aCO settlement [Seite 814], a purchase order from Materials Management (MM) or an Actualcosts transfer posting [Seite 822].

IV Carrying out external heating expenses settlementIf the settlement results are available in the text form only, you can manually enter thesettlement results supplied from the external settlement company for each lease-out andrental unit.You can also exchange information with the external settlement company by using the datamedium exchange; proceed as follows:

1. Information exchange

You exchange information with a settlement company by data medium exchange (DMEprogram) using standardized DME tapes.

This exchange serves as bi-directional transmission of data on the service chargesettlement (for example, heating but also warm water supply, if required).

a. A-tapesThe A-tape is created by the settlement company and used to match the evaluationgroups in the system. In this case, the consumer numbers of your company (forexample, lease-out number, tenant number) are assigned to the respectivelyequivalent evaluation groups of the settlement company.

Use the standardized layout sets to inform the settlement company about yourconsumer numbers.

b. M/L-tapesUpon completion of each settlement period, create the tenant and real estate tape(M/L-tape) and make it available to the settlement company. This tape contains alldata on the heating expenses settlement relevant for the settlement company. Thisdata is taken from the master data of the lease-out, the rental unit and the centralheating system.

The data is organized according to the rental units assigned to the central heatingsystem.

c. Report the heating systems costsApportion the costs on the heating system to the external company. Use the Externalheating costs overview

d. D-tapesThe settlement company uses the D-tape to send you the settlement results. Importthis data into your system.

For each settlement unit - usually the heating system - you receive a full settlementand individual settlements to pass on to the tenants.

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External Heating Expenses Settlement

380 April 2001

2. Post the heating expenses (also necessary for manual data entry of results)

Post the settlement results that the D-tape imported in R/3 Real Estate as tenantreceivables.

3. Adjust the advance payments (also necessary for manual data entry of results)

You make an automatic adjustment of the advance payments when making the posting.Activate adjusted advance payments to update the new condition items in the lease-out.

Heating system

Credit SU

SU1 CostsSU2 CostsSU3 Costs

Heating Heating expexp..settlementsettlementD-tapeD-tape

PostPostsettlement:settlement:

•Credit SU•Debit RU/RA•Debit tenant•Transfer AP

Activate Activate settlementsettlementadjustmentadjustment

Manual Manual entry of the entry of the settlementsettlement

External settlementcompany

Data m

edium

Data m

edium

exch

ange

exch

ange

texttext

R/3-System

Costs

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Credit-Side Settlement Units

April 2001 381

Credit-Side Settlement UnitsDefinitionCredit-side SU [Extern]

IntegrationThe credit-side SU is a special settlement unit [Seite 331] with a specific service charge key[Seite 320] on which all heating expenses from a specific heating system are collected. REdelivers service charge key 3000 as part of the standard delivery.

The total costs determined by the external settlement company are:

� Apportioned according to the settlement units that use the heating system (debited to therespective lease-outs, rental units and tenant accounts)

� Credited to the settlement units by way of the credit-side SU

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Heating Systems

382 April 2001

Heating SystemsDefinitionHeating System [Extern]

UseIt is needed to collect the heating expenses of the rental units assigned via the settlement unitsfor the purpose of the external heating expenses settlement.

You can also use the heating system for carrying out an internal heating expenses settlement;the service charge settlement [Seite 350] takes account of all settlement units assigned to theheating system.

IntegrationSettlement unitTo make a correct posting, you assign the following to the heating system:

� Settlement units participating in the heating expenses settlement

� Credit-side settlement unit [Seite 381] (external heating expenses settlement)

Plant Maintenance (PM)Heating systems can be represented in the system as functional locations [Extern].

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Editing Heating Systems

April 2001 383

Editing Heating SystemsPrerequisites� Credit-side settlement units are available

� Cost account for credit-side SU is available

Procedure4. You can edit a heating system using one of the following:

a. Accounting � Real estate management � Master data � SCS infrastructure �Heating system � Create/Change

b. Accounting � Real estate management � Service charge settlement � SCSinfrastructure � Heating system � Create/Change

The number of the business entity (BE) ensures that the central heating system isassigned to this BE only. If you do not enter a BE number when creating the master data,the central heating system is created for all BEs.

5. Edit the object

Activity Where? Information

Make an externalheating expensessettlement via asettlement company

Group box Heatingsystem

Do not set the indicator Internalsettlement

Assign a functionallocation to the heatingsystem

Extras � Plantmaintenance

The Plant Maintenance (PM) componenthas to be active in Customizing for RealEstate and the relevant functionallocations have to be available

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Editing Heating Systems

384 April 2001

External heating expenses settlementIn the Credit SU group box, specify thecredit-side SU for the external heatingexpenses settlement.

In the Settlement group box, enter SUs,to which the costs are to be posted.

These costs are apportioned dependingon the service charge keys and reportedto the external settlement company.

All settlement units should have thesame participation ID.No check is made as to whether thecorrect settlement units have beenentered according to the internal orexternal settlement.

Assign the heatingsystem to thesettlement unitsneeded for thesettlement

Assignmentsettlement units

Internal heating expenses settlementThe central heating system is specifiedfor information only. You do not have toassign settlement units.

6. Save your data

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Importing A-Tape

April 2001 385

Importing A-TapeUseWhen you work with a settlement company for the heating expenses settlement, you receive adata medium with the evaluation groups to be imported into R/3 Real Estate.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Service

charge settlement � External heating exp.stt. � Heating expense settlement DME ��

Import A-tape.

Set the required program parameters in the next screen.

The path specifying where the data is to be written and the format of the datamedium depending on the settlement company are defined in Customizing for RealEstate.

2. Choose Execute.

ResultThe DME program imports the data and saves the evaluation group, the tenant number, and thecorresponding business entity and rental unit number in the master records of the rental unitsand lease-outs.

The settlement company should be informed if your company's consumer numbers change.

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Writing M/L-Tape

386 April 2001

Writing M/L-TapeUseUpon completion of each settlement period, you have to create the tenant and real estate tape(M/L-tape) and submit it to the settlement company. The settlement company needs this tape tocreate the D-tape (settlement results).

You can use Business Transaction Events (Customizing) to create M/L records individually.

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Service charge settlement � External heating exp.stt. � Heating expense settlementDME �� Write M/L-tape.

You branch to the Heating Expenses Settlement (M/L-Tape) screen.

2. Enter your selection criteria.

If Then

You only want to simulate the heatingexpenses settlement

Do not select the Create file field

The simulation is printed as a list

You want to carry out the heating expensessettlement and create an exchange file

Select the Create file field and, if necessary,adapt the data taken from Customizing forReal Estate (file name, data format)

3. Choose Execute.

ResultA list with tenant data and realty data is created according to your selection criteria.

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Importing Settlement Result into the R/3 System

April 2001 387

Importing Settlement Result into the R/3 SystemUseBefore the settlement result provided by a settlement company is posted, the data has to beimported into a table of the R/3 System.

There are two ways of doing this:

a. Import D-tape

b. Manual entry

PrerequisitesYou can only import the data if all records of a previously imported D-tape have been postedusing the Post settlement result function.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Service

charge settlement � External heating exp.stt. � Heating expense settlement DME ��

Import D-tape.

2. You branch to a screen where you enter the required program parameters (see F1 field helpdocumentation).

3. Choose Execute.

ResultThe prerequisites for posting the settlement result have been fulfilled. You have to trigger theposting explicitly: Posting Settlement Results [Seite 389].

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Real Estate Management SAP AG

Simulating Accruals and Deferrals

388 April 2001

Simulating Accruals and DeferralsUseUse this function to simulate an accrual and deferral [Extern]

In the lease-out, you use the Acc./def.meth. month (tab Payment methods) to decide whetherthe accrual/deferral is carried out to the day or month.

PrerequisitesReference flow records for accrual and deferral are defined in Customizing.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Postings

��Accrual/deferral � Simulate.

2. Enter your selection criteria and choose Execute.

ResultThe system issues an overview of the simulation. This overview contains all the conditionamounts that have not yet been accrued or deferred and it is categorized according to businessentities and lease-outs with details of the accrual/deferral type.

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Posting Settlement Results

April 2001 389

Posting Settlement ResultsPrerequisitesThe current D-tape has been completely imported.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Service

charge settlement � External heating exp.stt. � Settlement result �� Post.

You branch to the Post Settlement Results screen.

2. Enter your data.

3. Choose Execute.

You branch to the Overview of Settlement Results for Heating Systems (ExternalSettlement) screen. A list of lease-outs for posting is displayed.

4. Choose Post.

ResultThe settlement result of the last D-tape imported is posted as follows:

a. Tenant accounts are debited.

b. For the offsetting entry, the individual settlement units are credited via the credit SU(collective SU) and the assigned costs account.

c. Advance payments are automatically adjusted according to the maintained criteria (referto Service Charge Settlement: Adjust Advance Payments/Flat Rates [Seite 391]).

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Reversing External Heating Expenses Settlement

390 April 2001

Reversing External Heating Expenses SettlementChoose Accounting � Real estate management � Service charge settlement � Externalheating exp.stt. � Settlement result �� Reverse

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Adjusting Advance Payment and Flat Rates

April 2001 391

Adjusting Advance Payment and Flat RatesUseYou pass on advance payments or flat rates to the current settlement unit results.

This function is used in the full settlement (service charges) and the external heatingexpenses settlement

IntegrationYou can use this function:

� Directly while executing a settlement run

� Or after the execution of a settlement

FeaturesAdjusting Advance Payment/Flat RatesThe system calculates the new advance payments or flat rates according to settings inCustomizing or additional fields.

� Settings in Customizing for Real Estate

You set the minimum amounts for the reduction and increase of condition amountadjustments in the service charge settlement. These amounts are defaulted for eachcondition type. The adjustment is only carried out if the difference amount between theold and the new condition does not reach or exceed the minimum amount.

� Settings in the application

You can enter the minimum amounts for each settlement run in the selection screen ofthe settlement. If you do not enter data in the Minimum amount for increase / Minimumamount for decrease fields the settings from Customizing are used.

Advance payments/flat rates are not adjusted if:

� The lease-out (LO) has the occupancy type Own use

� The LO is for a limited period and the end of the lease-out lies before the adjustment date

� The condition type of the lease-out is blocked for the adjustment

� The condition type of the lease-out has already been adjusted and activated for that date

� The condition type of the lease-out is not valid throughout

� The condition type of the lease-out is settled in different settlement periods

� The amount of the condition rate has not changed

� The minimum amount for the reduction of the condition rate has not been reached

� The minimum amount for the increase of the condition rate has not been reached

Adjusting the advance payment: Percentage surchargeWhen you adjust an advance payment, you can enter a percentage surcharge that acts as anadditional increase on the adjusted advance payment.

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Adjusting Advance Payment and Flat Rates

392 April 2001

Old amount = 40 USD

Advance payment adjustment = 50 USD

Percentage surcharge = 10 %

Actual adjustment = 55 USD

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Adjusting Advance Payments and Flat Rates

April 2001 393

Adjusting Advance Payments and Flat RatesPrerequisitesAdvance payments that have already been adjusted during the service charge settlement orposting of external heating expenses settlement are not taken into account.

Procedure4. Choose Accounting � Real estate management � Rental management � Service charge

settlement

5. In the menu item, choose:

a. Service charge settlement � Operating costs / Heating expenses / Operat./ Heatingexpense � Adjust AP/flat rate � Calculate

b. Or, External heating exp. Stt. � Settlement result � Adjust AP � Calculate

6. Enter your selection criteria and choose Execute

ResultAn overview of the adjusted advance payments/flat rates is displayed.

The system assigns an internal reference number [Seite 793] for the adjustment run.

You can subsequently activate saved adjustments/flat rates by means of the referencenumber.

Action Choose

Edit adjustment (change amount/createapproval/rejection / the adjustment runs thatcan be manually changed are defined inCustomizing for Real Estate Customizing

The required adjustment and then Detail [Seite703]

Exclude individual adjustments from beingactivated.

A flagged adjustment and then Edit � Selectionon/off

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, only thoseagreements are selected for which an approvaldate has been entered)

Do not activate Choose Back

Activate all selected adjustments Choose Activate

The adjustment is copied to the respectivelease-outs or rental units as a new conditionitem with the specified date

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Adjusting Advance Payments and Flat Rates

394 April 2001

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Activating Advance Payment/Flat Rates Adjustment

April 2001 395

Activating Advance Payment/Flat Rates Adjustment5. Choose Accounting � Real estate management � Rental management � Service charge

settlement

6. In the menu item, choose:

a. Service charge settlement � Operating costs / Heating expenses / Operat./ Heatingexpense � Adjust AP/flat rate � Activate AP/flat rate

b. Or, External heating exp. Stt. � Settlement result � Adjust AP � Activate APadjustment

You can vary the adjustment by means of the Valid from date field and the Activateimmediately? indicator on the selection screen.

Action Procedure

Copy calculated adjustment without changingamounts and validity date

Do not fill in the Valid from date field

Set Activate immediately? indicator

Copy calculated adjustment without changingamounts but with new validity date

Enter new validity date in the Valid from datefield

Set Activate immediately? indicator

Change validity date and amount beforeactivating

Do not fill in the Valid from date field

Do not set Activate immediately? indicator

7. Enter the ID of the adjustment you require

8. Choose Execute

ResultAn overview of the adjusted advance payments/flat rates is displayed for further processing.

Action Choose

Edit adjustment (change amount/createapproval/rejection / the adjustment runs thatcan be manually changed are defined inCustomizing for Real Estate

The required adjustment and then Detail [Seite703]

Exclude individual adjustments from beingactivated.

A flagged adjustment and then Edit � Selectionon/off

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, only thoseagreements are selected for which an approvaldate has been entered)

Do not activate Choose Back

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Activating Advance Payment/Flat Rates Adjustment

396 April 2001

Activate all selected adjustments Choose Activate

The adjustment is thus copied to the respectivelease-outs or rental units as a new conditionitem with the specified date

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Resetting D-Tape

April 2001 397

Resetting D-TapeUseTo delete all table entries generated by Importing Settlement Result into the R/3 System [Seite387].

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Service

charge settlement � External heating exp.stt. � Heating expense settlement DME �� ResetD-tape.

A confirmation prompt is displayed.

2. To delete the data from the database, choose Delete.

You receive a confirmation prompt asking whether you really want to delete the data.

3. To delete the data, choose Yes.

ResultAll data imported into the system is deleted.

The D-tape itself is not affected by the deletion.

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Disc DME: DME Disc Technical Specifications

398 April 2001

Disc DME: DME Disc Technical SpecificationsIn addition to magnetic tapes or magnetic tape discs, 8.51/4 and 31/2 inch discs can also be usedfor data exchange.

Disc design and specification8 inch (IBM 3740 standard) 51/4 inch (IBM standard MS-

DOS)31/2 inch (IBM Standard MS-

DOS)

74 tracks

26 sectors

128 characters

Records on one side

Low density

360 KB records both sides:40 tracks per sector9 sectors per track

720 KB double density:80 tracks per sector9 sectors per track

1.2 MB high density80 tracks per sector15 sectors per track

720 KB double density:80 tracks per sector9 sectors per track

1.2 MB high density80 tracks per sector15 sectors per track

Available charactersFrom the characters available in EBCDI or ASCII codes, all upper case letters and numericalcharacters from 0 to 9 as well as the following special characters are permissible

Character

8 inch (EBCDI code)

Hex value

51/4 inch & 31/2 inch (ASCII code)HEX value

Space » « X “40” X “20”

Point ». « X “4B” X “2E”

Comma », « X “6B” X “2C”

ET characters » & « X “50” X “26”

Hyphen » - « X “60” X “2D”

Slash » / « X “61” X “2F”

Plus sign » + « X “4E” X “2B”

Asterisk » * « X “5C” X “2A”

Dollar sign » $ « X “5B” X “24”

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Disc DME: DME Disc Technical Specifications

April 2001 399

File DesignThe DME is made in the SAP system using the following tapes: A (exchange of classification

keys), L/M (realty/user data), D (settlement record).File name Record type Record length

DTTECE L 128

DTTECE M Section 1-3: 128

DTTECA A 128

DTTECD D 128

Detailed specification of A-Tape (Disc) [Seite 400]

Detailed specification of L-Tape (Disc) [Seite 405]

Detailed specification of M-Tape Part 1, 2, 3 (Disc) [Seite 402]

Detailed specification of D-Tape (Disc) [Seite 406]

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Real Estate Management SAP AG

Detailed specification of A-Tape (Disc)

400 April 2001

Detailed specification of A-Tape (Disc)Standard exchange record for classification keys (disk) record type A

Field Charac.position

Length Format Field definit. Contents Comment

1 1 1 A R Record type Content: A

2 2-8 7 N A Customer number Number of the customer

3 9-21 13 N Classification key3) County, realty and consumer number

4 22-41 20 A-N R Customer classificationkey

Tenant / consumer number

5 42-128 87 Free Content: blank

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed3)Classification key The classification key usually begins with two leading zeros and is

structured in the following way:

3 figure county number

4 figure realty number

4 figure consumer number

Consumer number information:The last number of the consumer number is usually a zero.If a usage unit is divided into two or more usage units thenthe contents are designated by the last figure.

Consumer number information:Before the division:00011 0793 0050After the division:00011 0793 005100011 0793 0052

Page 401: SAP Real Estate

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Detailed specification of A-Tape (Disc)

April 2001 401

Page 402: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of M-Tape Part 1, 2, 3 (Disc)

402 April 2001

Detailed Specification of M-Tape Part 1, 2, 3 (Disc)Standard tenant record (disc): record type M, part 1

Field CharacterPos.

LengthFormat Fielddefinit.

Contents Comment

1 1 1 A R Record type Content: R

2 2-8 7 N X Customernumber

Number of the customer

3 9-21 13 N R Classificationkey

Figures 9-10 = 00/ 11-21county and user No.

4 22-41 20 A-N R Customerclassificationkey

Number of apartment,consumer or tenant account ofuser

5 42-53 12 N R Residentialperiod in periodsettlement

Form DDMMYYDDMMYY(beginning -end)

If there is no change of user,the field must contain thesettlement period

6 41-78

79-80

25

2

A-N

A-N

O 2. User name

Constants

2: line: Name of tenant, owneror invoice recipient

Content: blank 3)

7 81 1 N Reserves Content: 0

8 82-126 45 Reserves Content: blank

9 127-128 2 A-N O M1 Record description

Standard tenant record (disc): record type M, part 2

Field CharacterPos.

Length Format Fielddefinit.

Contents Comment

1 1-25

26-27

25

2

A-N

A-N

R 1. User name

Constants

1: line: Name of tenant, owneror invoice recipient

Content: blank 3)

2 28-52

53-54

25

2

A-N

A-N

O Addresses, zipcode, location

Constants

5 figures zip code / 21 figures,location name

Content: blank 3)

Page 403: SAP Real Estate

SAP AG Real Estate Management

Detailed Specification of M-Tape Part 1, 2, 3 (Disc)

April 2001 403

3 55-79

80-81

25

2

A-N

A-N

O Addresses:street

Constants

Street name, blank character,house number

Content: blank 3)

4 82-126 45 Reserves Content: blank

5 127-128 2 A-N O M2 Record description

Standard tenant record (disc): record type M, part 3

Field CharacterPos.

Length Format Fielddefinit.

Contents Comment

1 1-6 6 N O Basic shareheating

4.2 figures

2 7-12 6 N O Basic share hotwater

4.2 figures

3 13-18 6 N O Basic shareother items

4.2 figures

4 19-25 7 N O Advancepaymentheating or totaladvancepayment

5.2 figures for heating, hotwater and other items

5 26-32 7 N O AdvancepaymentHot water

5.2 figures

6 33-39 7 N Advancepayment forother items

Content: 0 3)

7 40 1 N Description Content: 0 3)

8 41 1 N Description Content: 0 3)

9 42-57 16 A-N Reserves Content: blank

10 58-65 8 N Reserves Content: 0

11 66-82 17 A-N Reserves Content: blank

12 83-90 8 N Reserves Content: 0

13 91 1 N O DescriptionVAT

1 = VAT identifier (gross onadvance payments)

2 = VAT identifier (net onadvance payments)

Page 404: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of M-Tape Part 1, 2, 3 (Disc)

404 April 2001

14 92-97 6 N O Monthlyadvancepayment-installment

Content: 0 3)

15 98 1 N O Description 1 or 3 = calculationapportionment loss risk, or 0

16 99-106 8 N Advancepaymentamount

6.2 figures

17 107-126 20 Reserves Content: blank

18 127-128 2 A-N O M3 Record description

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed3)

Standard record formats for the data exchange are developed by theappropriate institutions. The field lengths are the maximum onesallowed.

Positions and fields with the symbol 3). are not processed.

Page 405: SAP Real Estate

SAP AG Real Estate Management

Detailed specification of L-Tape (Disc)

April 2001 405

Detailed specification of L-Tape (Disc)

Standard realty record (disc): Record type L

Field Charact.position

Length Format Fielddefinit.

Contents Comment

1 1 1 A R Record type Content: L

2 2-8 7 N A Customer number Number of the customer

3 9-17 9 N R Classification key Figures 9-10 / 11-17 County and order No.

4 18-29 12 N R Period settlement Form DDMMYYDDMMYY (beginning -end)

5 30

31-38

1

8

N

N O

Constant

Total advancepayments for heating,hot water and otheritems

Content: 0 3)

6,2 figures, total M-record part 3 field 4

6 39-40 2 N Description ofadvance payments

Content: 0 3)

7 41-44 4 N Constants Content:0 3)

8 45-49 15 A-N O Object number Classification key of the customer

9 60-128 69 Reserves Content: 0 3)

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed3)

Standard record formats for the data exchange are developed bythe appropriate institutions. The field lengths are the maximumones allowed.Positions and fields with the symbol 3) are not processed.

Page 406: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of D-Tape (Disc)

406 April 2001

Detailed Specification of D-Tape (Disc)Settlement results (disk): record type D

Field CharacterPos.

Length

Format

Fielddefini

t.

Contents Comment

1 1 1 A R Record type Content: D

2 2-8 7 N X Customernumber

Number of the customer

3 9-21 13 N R Classificationkey

County, realty and consumernumber

4 22-27 6 N R Last day ofthe periodsettlement

Form MMDDYY

5 28-47 20 A-N R Customerclassificationkey

Tenant / consumer number

6 48-56 9 N R Total costs ofthe user

7.2 figures

7 57-65 9 N O Totaladvancepayment ofuser

7.2 figures

8 66-74 9 N R Balance ortotal costs3)

7.2 figures

9/1 75-95 21 A-N O User name Invoice recipient

9/2 96-101

6 N O Amount ofapportionloss risk

4.2 figures

10 102-107

6 N O Key date forthe newadvancepayment

Form MMDDYY

11/1 108-112

5 N O Amount ofnew monthlyadvancepayment

5 figures

11/2 113-116

4 Free

Page 407: SAP Real Estate

SAP AG Real Estate Management

Detailed Specification of D-Tape (Disc)

April 2001 407

12 117-125

9 N O VAT total 7,2 figures in the total costs of theuser

13 126 1 A-N R Currencyindicator

D=EM

E= Euro

Currency indicator for all amountfields of this record type.

14 127-128

2 Reserves Content: blank

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed3) Balance in credit or total costs in credit = User backpayment

Negative balance = User credit

Page 408: SAP Real Estate

Real Estate Management SAP AG

DME Magnetic Tape Technical Specifications

408 April 2001

DME Magnetic Tape Technical SpecificationsThe data exchange with the external settlement company is made in the system with

� magnetic tape or

� magnetic tape cassette

Design and specification

Magnetic Tape Magnetic Tape Cassette

Must meet DIN 66011, part 1-3 requirements

1600 bpi character density in 9 channel recording (EBCDIcode)

Must meet IBM3480 requirements6250 bpi character density

The following specifications apply to both DME tapes:

a) Tape:

VOL 1, HDR 1, HDR 2, tape marker

Please note VOL 1, 5-10: Roll number of the magnetic tape

Tape end:

EOF 2, tape marker, tape marker (freely-definable)

To clearly designate data and tapes, you use system records that correspond to theconventions in the IBM standard tape labels.

b) Available characters

From the characters available in EBCDI, all upper case letters and numerical characters from 0to 9 as well special characters are permissible.

Character Hex value

Space » « X “40”

Point ». « X “4B”

Comma », « X “6B”

ET characters » & « X “50”

Hyphen » - « X “60”

Slash » / « X “61”

Plus sign » + « X “4E”

Page 409: SAP Real Estate

SAP AG Real Estate Management

DME Magnetic Tape Technical Specifications

April 2001 409

Asterisk » * « X “5C”

Dollar sign » $ « X “5B”

File Design

The DME is made in the SAP system using the tapes A (exchange of classification keys),L/M (realty/user data), D (settlement record).

File name Record type Record length Block length

DTTECE L, M 350 3500

DTTECA A 44 440

DTTECD D 120 1200

The data in the alphanumerical fields is usually left-aligned, the numerical fields areright-aligned and you have to enter the leading zeros.

All the fields are empty.

a) The receiver is responsible for the correct sorting sequence.

Detailed specification of A-Tape (Magnetic tape) [Seite 410]

Detailed specification of M-Tape (Magnetic tape) [Seite 414]

Detailed specification of L-Tape (Magnetic tape) [Seite 412]

Detailed specification of D-Tape (Magnetic tape) [Seite 417]

Page 410: SAP Real Estate

Real Estate Management SAP AG

Detailed specification of A-Tape (magnetic tape)

410 April 2001

Detailed specification of A-Tape (magnetic tape)Standard exchange record for classification keys (magnetic tape) record type A

Field Charact.position

Length Format Fielddefinit.

Contents Comment

1 1 1 A R Record type Exchange record A

2 2-8 7 N A Customer number Number of the customer

3 9-10 2 N A Computer centernumber

4 11 1 N R Constants Contents: 0

5 12-24 13 N R Classification key3) County, realty and consumer number

6 25-44 20 A-N R Consumer No Classification key of the customer

Number of the computer center, company,apartment or tenant account

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed3)Classification key The classification key usually begins with two leading zeros and is

structured in the following way:

3 figure county number

4 figure realty number

4 figure consumer number

Consumer number information:The last number of the consumer number is usually a zero.If a usage unit is divided into two or more usage units thenthe contents are designated by the last figure.

Consumer number information:Before the division:00011 0793 0050After the division:00011 0793 005100011 0793 0052

Page 411: SAP Real Estate

SAP AG Real Estate Management

Detailed specification of A-Tape (magnetic tape)

April 2001 411

Page 412: SAP Real Estate

Real Estate Management SAP AG

Detailed specification of L-Tape (Magnetic tape)

412 April 2001

Detailed specification of L-Tape (Magnetic tape)Standard realty record (magnetic tape): Record type L

Field Charact.position

Length Format Fielddefinit.

Contents Comment

1 1 1 A R Record type Content: L2 2-8 7 N A Customer number Number of the customer3 9-10 2 N A Computer center

number4 11 1 N R Constants Contents: 05 12-20 9 N R Techem

classification key3)Figures 12-13=00 / 14-16 county /17-20 orderNo.

6 21-30 10 N R Locked area Contents: 07 31-55

56-57

25

2

A-NA-N

R Zip code, realtylocationConstants

Figures 31-34 = Zip code / 35-55 = location

Content: blank 3)

8 58-8283-84

252

A-N O StreetConstants

Street name, blank character, house numberContent: blank 3)

9 85-96 12 N R Period settlement Form DDMMYYDDMMYY (beginning -end)10 97-111 15 A-N O Object number Classification key of the customer11 112-194 83 Reserves Content: blank12 195-196 2 N A Description basic

shareProcessed as agreed

13 197-198199-206

28

NN O

ConstantsBasic shareheating

Content: 0 3)

6,2 figures, realty total

14 207208-215

18

NN O

ConstantsTotal advancepayments forheating, hot waterand other items

Content: 0 3)

6,2 figures, total M-record field 25

15 216-217 2 N A Description basicshare

Processed as agreed

16 218-219220-227

28

NN O

ConstantsBasic share hotwater

Content: 0 3)

6,2 figures, realty total

17 228229-236

18

NN O

ConstantsAdvance paymentHot water

Content: 0 3)

6,2 figures, total M-record field 27

18 237-238 2 N A Description basicshare

Processed as agreed

19 239-246 8 N O Basic share otheritems

6,2 figures, realty total

20 247-255 9 N Advance paymentfor other items

Content: 0 3)

21 256257-264

18

NN O

ConstantsFlat-rateHeating

Content: 0 3)

6,2 figures, total M-record field 30

22 265266-273

18

NN O

ConstantsFlat-rateHot water

Content: 0 3)

6,2 figures, total M-record field 31

23 274-282 9 N Flat-rateOther items

Content: 0 3)

24 283-291 9 N Flat-rate cold water Content: 0 3)

25 292293-300

18

NN O

ConstantsBack paymentsprevious year

Content: 0 3)

6,2 figures, total M-record field 34

Page 413: SAP Real Estate

SAP AG Real Estate Management

Detailed specification of L-Tape (Magnetic tape)

April 2001 413

26 301302-309

18

NN O

ConstantsCredit previousyear

Content: 0 3)

6,2 figures, total M-record field 35

27 310-311 2 N Description ofadvance payments

Content: 0 3)

28 312313-320

18

NN

ConstantsAdvance paymentamount

Content: 0 3)

6,2 figures, total M-record field 36

29 321-322 2 N Description ofadvance payments

Content: 0 3)

30 323-331 9 N Amount Content: 0 3)

31 332-350 19 Reserves Content: blank 3)

1)Format A = alphabetical dataB = numerical dataA-N = alphanumerical data

2)Field def. R = Required fieldO = Optional fieldA = As agreed

3)

Standard record formats for the data exchange are developed bythe appropriate institutions. The field lengths are the maximumones allowed.Positions and fields with the symbol 3) are not processed.

Page 414: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of M-Tape (Magnetic Tape)

414 April 2001

Detailed Specification of M-Tape (Magnetic Tape)Standard tenant record (magnetic tape): Record type M

Field Charact.position

Length Format Fielddefinit.

Contents Comment

1 1 1 A R Record type Content: R

2 2-8 7 N A Customer number Number of the customer

3 9-10 2 N A Computer centernumber

4 11 1 N R Constants Contents: 0

5 12-24 13 N R Classification key3) Figures 12-13=00 / 14-16 County /17-20 orderNo./ 21-24 user No.

6 25-30 6 N R Begin of periodsettlement ormove-in date inperiod ofsettlement

Format YYMMDD

During tenant changeover always the move-indate of the user

7 31-50 20 A-N R Customerclassification key

Number of apartment, consumer or tenantaccount of user

8 51-75

76-77

25

2

A-N

A-N

O 2. User name

Constants

2: Line: Name of tenant, owner or invoicerecipient

Content: blank 3)

9 78-102

103-104

25

2

A-N

A-N

R 1. User name

Constants

1: Line: Name of tenant, owner or invoicerecipient

Content: blank 3)

10 105-129

130-131

25

2

A-N

A-N

O Address: zip code,location

Constants

5 figures zip code / 21 figures, location name

Content: blank 3)

11 132-156

157-158

25

2

A-N

A-N

O Address: street

Constants

Street name, blank character, house number

Content: blank 3)

12 159-170 12 N R Residential periodin periodsettlement

Form DDMMYYDDMMYY (beginning -end)

If there is no change of user, the field mustcontain the settlement period

13 171 1 N Description 1 = Direct debit procedure

14 172 1 N O Description forcommon room

2 = common rooms, or 0

15 173 1 N O Description 1 = No calculation of advance payment,otherwise 0

16 174 1 N Description Content: 0 3)

17 175 1 N O Description VAT 1 = VAT identifier (brutto on advancepayments)

2 = VAT identifier (net on advance payments)

Page 415: SAP Real Estate

SAP AG Real Estate Management

Detailed Specification of M-Tape (Magnetic Tape)

April 2001 415

18 176 1 N O Description 1 or 3 = calculation apportionment loss risk, or0

19 177 1 A-N Description Content: blank 3)

20 178 1 A-N Description Content: blank 3)

21 179 1 A-N Description Content: blank 3)

22 180 1 A-N Description Content: blank 3)

23/1 181-197 17 A-N Reserves Content: Blank

23/2 198-205 8 N Last advancepayment amount

Content: 0 3)

24 206-211 6 N O Basic shareheating

4,2 figures

25 212-219 8 N O Advance paymentheating or totaladvance payment

6,2 figures for heating, hot water and otheritems

26 220-225 6 N O Basic share hotwater

4,2 figures

27 226-233 8 N O Advance paymenthot water

6,2 figures

28 234-239 6 N O Basic share otheritems

4,2 figures

29 240-247 8 N Advance paymentfor other items

Content: 0 3)

30 248-255 8 N O Flat-rate heating 6,2 figures

31 256-263 8 N O Flat-rate hot water 6,2 figures

32 264-271 8 N Flat-rate otheritems

Content: 0 3)

33 272-279 8 N Flat-rate coldwater

Content: 0 3)

34 280-287 8 N O Back paymentsprevious year

6,2 figures

35 288-295 8 N O Credit previousyear

6,2 figures

36 296-303 8 N Advance paymentamount

6,2 figures

37 304-311 8 N Amount Content: 0 3)

38 312-350 39 Reserves Content: blank 3)

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data2)Field def. R = Required field

O = Optional field

A = As agreed

Page 416: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of M-Tape (Magnetic Tape)

416 April 2001

3)

Standard record formats for the data exchange are developed bythe appropriate institutions. The field lengths are the maximumones allowed.Positions and fields with the symbol 3) are not processed.

Page 417: SAP Real Estate

SAP AG Real Estate Management

Detailed Specification of D-Tape (Magnetic Tape)

April 2001 417

Detailed Specification of D-Tape (Magnetic Tape)

Settlement results (magnetic tape): Record type D

Field Charact.Position

Length Format Fielddefinit.

Contents Comment

1 1 1 A R Record type Content: D

2 2-8 7 N A Customer number Number of the customer

3 9-10 2 N A Computer centernumber

4 11 1 N R Constant Contents: 0

5 12-24 13 N R Classification key County, realty and consumer number

6 25-30 6 N R Last day of theperiod settlement

Form MMDDYY

7 31-50 20 A-N R Consumer No Classification key of the customer

Number of the computer center, company,apartment or tenant account

8 51-61 11 N R Total costs of theconsumer

9, 2 figures

9 62-69 8 N O Advance payment 6, 2 figures

10 70-80 11 N R Balance or totalcosts3)

9, 2 figures

11/1 81-95 15 A-N O Consumer Name or user, owner or invoice recipient

11/2 96-101 6 N O Key date for thenew advancepayment

Form: MMDDYY

11/3 102-107 6 N O Amount ofapportion loss risk

4, 2 figures

12 108 1 A-N M Currency indicator D= DM

E= Euro

Currency indicator for all currency amounts ofthis record type

13 109-113 5 N O Amount of newmonthly advancepayment

5 figures

14 114-120 7 N O Value-added tax 5,2 figures in the total costs of the user

1)Format A = alphabetical data

B = numerical data

A-N = alphanumerical data

Page 418: SAP Real Estate

Real Estate Management SAP AG

Detailed Specification of D-Tape (Magnetic Tape)

418 April 2001

2)Field def. R = Required field

O = Optional field

A = As agreed3) Balance in credit or total costs in credit = User backpayment

Negative balance = User credit

Page 419: SAP Real Estate

SAP AG Real Estate Management

Displaying Apportionable Costs on the Balance Sheet

April 2001 419

Displaying Apportionable Costs on the Balance SheetPurposeYou use this process to display correctly apportionable costs (= costs passed on to thetenant) on the balance sheet. Background information:

The apportionable service charges (operating costs, heating expenses) are posted in RE to P&Laccounts. Advance payments made by the tenants are posted to balance sheet accounts (specialG/L accounts).

At year close, the problem arises that the apportionable service charges relative to those coststhat are later apportioned to the tenant in the service charge settlement have to be displayed onthe balance sheet (receivables).

That share of the apportionable service charges that cannot be passed on to tenants at a laterdate due to vacancies or special contractual agreements (for instance flat rates) remains as anexpense on the P&L sheet.

Process Flow1. Define the apportionable costs using the accrual/deferral function.

2. Repost the apportionable service charges as a lump sum via a G/L account documentposting.

Starting point: Cost element 4711 with service charges of USD 1000.

Accrual/deferral: The accrual/deferral displays USD 850 as costs to be passed onto the tenant.

Transfer posting: The posting could have the following text:

per balance sheet (receivables from pending operating costssettlement or unfinished products) = USD 850

to

P&L account (either cost element 4711 or preferably a neutralP&L account used for clearing entries = USD 850.

If you use a cost element account for the posting, you should avoid an auxiliaryaccount assignment from settlement units because this could create problems in theservice charge settlement (you may use an allocation cost center, for instance).

3. Reverse the transfer posting after the balance sheet key date.

Page 420: SAP Real Estate

Real Estate Management SAP AG

Selecting Apportionable Costs

420 April 2001

Selecting Apportionable CostsPrerequisitesYou have generated (released) cost collectors for the selected objects for the settlement periodin question.

Procedure1. Choose Accounting � Real estate management � Service charge settlement

��Service charge settlement � Selection of apportionable costs

2. Enter your selection criteria and choose Execute

A list appears of all selected service charge keys, sorted by business entity.

3. Choose Start simulation

ResultIf the system carried out the settlement successfully, you can choose Result to display the costsaccording to:

� Apportionable costs that can be passed on to the tenant (tenant share advance payment /tenant share final settlement)

� Non-apportionable costs (costs that are covered by flat rates or paid by the landlord)

� Costs incurred for own use

The settlement results are not posted nor updated in a table but are temporarily displayed.

You can display the following information:

Activity Description

Amounts Display costs in local currency

Factors Display apportionment factor

Additional data Display of occupancy type

In the Total apportionable costs line, the apportionable service charges amount that is requiredfor the transfer posting is displayed. This line represents the costs to be passed on to thetenant.

Page 421: SAP Real Estate

SAP AG Real Estate Management

Entering Business Transactions in General Ledger Accounting

April 2001 421

Entering Business Transactions in General LedgerAccountingProcedureTo enter a business transaction in General Ledger Accounting using the standard transaction,from the SAP Easy Access screen, choose Accounting � Financial accounting � Generalledger � Document entry � Others � General posting.

1. The Enter G/L Account Posting: Header Data screen appears. Enter the required headerdata (usually: Document date, document type, company code, posting date, and currency).

Also enter the posting key and the vendor account number of the first line item. Save yourentries.

The posting key and the field status group for the G/L account determine which fieldsare displayed on the next screen.

2. The Enter G/L Account Document: Add G/L Account Item screen appears.

3. Enter the data for the first line item. At least two G/L account line items are required.

The posting key and the account number at the end of each screen determine whichfields are displayed on the next screen for entering a line item.

4. When the balance of debits and credits is zero, and the data is complete, post the document.

See also:Entering G/L Account Line Items (General Ledger) [Extern]

Posting Documents in General Ledger Accounting [Extern]

Page 422: SAP Real Estate

Real Estate Management SAP AG

Reversing Documents

422 April 2001

Reversing DocumentsProcedure1. From the SAP Easy Access screen, choose Accounting � Financial accounting � General

ledger � Document ��Reverse � Individual reversal or Mass reversal.

2. Enter the document number, the company code, and the fiscal year (optional).

3. If the reverse document cannot be posted to the same period as the original document, enterthe posting date and the posting period of the reversing document.

If the document to be reversed is a check payment, you will also have to specify a voidreason code. You can display permitted void reason codes with the possible entriesbutton. Reasons 1-3 can only be used by the system.

4. Choose Enter.

ResultThe system generates a reverse document, creating debit and credit amounts.

Page 423: SAP Real Estate

SAP AG Real Estate Management

Sales-Based Rent Settlement

April 2001 423

Sales-Based Rent SettlementPurposeThis component has functions for the settlement of sales-based lease-outs based on the salesreports of corporate tenants.

Implementation ConsiderationsInstall this component if you intend to use sales-based lease-outs.

IntegrationWith other RE components

Function you require Component required

Editing sales-based lease-outs Lease-out management

Page 424: SAP Real Estate

Real Estate Management SAP AG

Sales-Based Lease-Outs

424 April 2001

Sales-Based Lease-OutsDefinitionSales-based lease-out [Extern]

StructureThe settlement rules defined for the sales-based lease-out control the calculation base:

� Sales grading determination

Each freely defined sales grading receives a percentage rate that forms the basis for thenew rent calculation.

The calculation can be based on currency units as well as on any quantity ormeasurement units defined in the system.

The calculation can be constant for the individual gradings or absolute for each grading(Example [Seite 428]).

� Reporting interval determination

The intervals in which the sales reports are used for determining the rent or in which thetenant submits his report can be set using freely definable monthly cycles.

� Guaranteed minimum rent

In cases where the tenant’s sales are low, a minimum rent would normally be agreedupon in the rent lease out to protect the landlord.

The system takes this situation into account by offering the following options:

� You can specify a minimum sales volume for each reporting interval that is used as acalculation base when the reported sales fall below the minimum sales (Example [Seite427]).

� You can vary the settings to guarantee the minimum rent throughout the definedsettlement period (Example [Seite 425]).

� You can define a minimum rent for each sale grading (Example [Seite 426]).

� Index-linked rent adjustment

An additional setting of the adjustment type for index-linked rent allows you to adjust thesettlement rules on the lease-out for a subsequent sales-based settlement on the basisof defined index series.

IntegrationThe rent is calculated [Seite 429] on the basis of the sales reports [Seite 431] of the sales-basedlease-out.

Page 425: SAP Real Estate

SAP AG Real Estate Management

Sample Calculation Minimum/Maximum Rent

April 2001 425

Sample Calculation Minimum/Maximum RentThe calculation basis is defined by means of the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Minimum rent: USD 5600

� Reporting interval: Per quarter

� Sales gradings (USD):

Sales from Sales up to % (or Amnt/UnitMeas.)

0 20000 10.0

0 30000 11.0

0 40000 12.0

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.12 = USD 5160Since this amount is smaller than the specified minimum rent, the minimum rent (USD 5600) isestablished as the sales-based rent.

If the maximum rent had been specified to be USD 5000, the system would not have takenthe amount of USD 5160 as the basis for the sales-based rent but the maximum amount of USD5000.

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Sample Calculation Minimum Rent / Sales Grading

426 April 2001

Sample Calculation Minimum Rent / Sales GradingThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01/01/1997 - 06/30/1997

� Reporting interval: Per quarter

Sales from Sales upto % (or Amnt/UnitMeas.) Min. rent/grading

0 20000 10.0

0 30000 11.0

0 40000 12.0

0 0 13.0 7000.00

Sales reportsThe following sales reports are submitted:

Reporting interval 01/01/1997 - 03/31/1997 USD 18000

Reporting interval 04/01/1997 - 06/30/1997 USD 25000

Total USD 43000

Result of sales settlementOn the basis of the sales settlement the following amount was calculated for this condition type:

Calculated sales-based rent = 43000 * 0.13 = USD 5590Since the sales-based rent calculated falls below the minimum rent for the sales grading, thesystem adopts a sales-based rent of USD 7000.

Page 427: SAP Real Estate

SAP AG Real Estate Management

Sample Calculation Minimum Sales / Reporting Interval

April 2001 427

Sample Calculation Minimum Sales / Reporting IntervalThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type as follows:

� Settlement variant: 01.01.1997 - 30.06.1997

� Reporting interval: Per quarter

� Minimum sales per reporting interval: USD 15000

� Sales gradings:

Sales from Sales upto % (or Amnt/UnitMeas.)

0 20000 10,0

0 30000 11,0

0 40000 12,0

0 0 13,0

Sales reportsThe following sales reports are submitted:

� Reporting interval 01/01/97-03/31/1997: USD 12500

� Reporting interval 04/01/97-06/30/1997: USD 25000

Result of sales settlementSince sales are below the specified minimum sales for the first reporting interval, the followingsales-based rent was calculated for this condition type on the basis of the sales settlement:

15000 + 25000 = 40000 Sales report -> Sales-based rent calculated = 40000 * 0,12 = USD 4800

Page 428: SAP Real Estate

Real Estate Management SAP AG

Sample Calculation Sales Gradings

428 April 2001

Sample Calculation Sales GradingsThe calculation basis is defined in the adjustment data for the contract.

This example is based on the settings for currency units. If you use units of measurement orquantities, consider this example as a rough approximation (the Amount/UnitMeas field isdisplayed instead of the % field).

Starting pointYou have defined the adjustment data of a condition type for the sales-based contract as follows:

Case 1:Constant

calculation

Case 2:Absolute

calculation

Sales from Sales upto % (orAmnt/UnitMea

s.)

Sales from Sales upto % (orAmnt/UnitMea

s.)

0 20000 10.0 0 20000 10.0

20000 30000 11.0 0 30000 11.0

30000 40000 12.0 0 40000 12.0

40000 0 13.0 0 0 13.0

Result of sales settlementBased on sales of USD 35,000 in the settlement period, the system calculates the followingsales-based rents:

Case 1: Constant calculation Case 2: Absolute calculation

The sales-based rent calculated is USD 3700:

20000 x 10.0% = USD 2000

10000 x 11.0% = USD 1100

5000 x 12.0% = USD 600

The sales-based rent calculated is USD 4200:

12.0% of USD 35000

Page 429: SAP Real Estate

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Sales Settlement

April 2001 429

Sales SettlementUseUse the sales settlement to calculate the rent for sales-based lease-outs on the level of thecondition type using the sales reported by the tenant.

IntegrationSales reportThe tenant’s sales reports are entered using a special function.

The sales reports and the calculation basis (adjustment data) on the lease-out are used todetermine the calculation basis.

Sales-based lease-outThe calculation basis on the sales-based lease-out [Seite 424] calculates the calculation basis forthe sales report.

Sales accrual and deferralAccrual/deferral [Seite 781] for mapping the anticipated revenue in the profit and loss statement.

PrerequisitesLease-out has an adjustment type permitted for the adjustment method (setting in Customizingfor Real Estate) for sales-based rental settlement.

Only the condition types assigned to the flow type [Extern] 3VZU have been assigned inCustomizing for Real Estate .

Sales lease outs can only be defined for the condition types belonging to the condition categoryAdvance payment. If the tenant does not make an advance payment for the sales-based rent,enter the amount 0 in the advance payment condition type.

FeaturesThis function uses the calculation basis, derived from the sales reports of the lease-out, tosimulate or calculate the new rent for each condition type. The settlement posts the totalreceivable.

If the tenant pays the advance payment, this amount is credited in the settlement.

Adjusting advance paymentsYou can adjust the condition types defined as advance payments, but have to activate theadjusted advance payments so that they are updated in the lease-outs as condition amounts.

Sales historyA history gives an overview of the sales settlements already carried out (posted).

Page 430: SAP Real Estate

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Sales Settlement

430 April 2001

Page 431: SAP Real Estate

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Maintaining Sales Reports

April 2001 431

Maintaining Sales ReportsPrerequisites� Lease-outs have a valid adjustment type for the sales settlement (standard 3 sales-based

rent)

� Condition type(s) are assigned to the flow type 3VZU (setting in Customizing for Real Estate)

Procedure1. Choose Accounting � Real estate management � Rental accounting � Sales-based rents

� Sales reports � Maintain.

The initial screen appears.

2. Enter the company code, the number of the sales-based lease-out and the condition type inquestion.

3. Choose Master data.

4. In the group box Sales reports, enter the sales of the tenant.

The periods for the sales reports are automatically set by the system (using thereporting interval of the lease-out) in the fields Sales from and Sales to.

5. Further processing options:

Action Choose

Display lease-out master data Lease-out

Enter memo or set sales reports onresubmission

The corresponding function in the Extrasmenu.The function corresponds to Editing a Lease-Out:Messages [Seite 208]

Display change documents Environment � Change documents.

6. Save your entries.

Page 432: SAP Real Estate

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Simulating Sales Settlement

432 April 2001

Simulating Sales SettlementPrerequisites� Lease-outs have a valid adjustment type for the sales settlement (standard 3 sales-based

rent)

� Condition type(s) are assigned to the flow type 3VZU (setting in Customizing for Real Estate)

� Sales reports have been created for the condition types.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Sales-based rents

� Sales settlement � Simulate.

2. The initial screen appears.

3. Maintain your data.

4. Choose Execute.

A list of the relevant lease-outs with the calculated sales-based rents is issued.

If any errors occur during the calculation process, the system issues an error log.

Action Procedure

Display error log Choose Extras � Display reports

Display lease-out Flag the lease out and choose Lease-out

Page 433: SAP Real Estate

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Executing Sales Settlements

April 2001 433

Executing Sales SettlementsPrerequisites� Lease-outs have a valid adjustment type for the sales settlement (standard 3 sales-based

rent)

� Condition type(s) are assigned to the flow type 3VZU (setting in Customizing for Real Estate)

� Sales reports have been created for the condition types.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Sales-based rents

� Sales settlement � Execute.

2. The initial screen appears.

3. Maintain your data.

Action Procedure

You want make an adjustment of the advancepayment amounts

Select the Carry out adjustment field.

In this case, you also have to specify thevalidity date of the adjustment and a user ID

4. Choose Execute.

The system issues a list of all the relevant lease-outs including the calculated sales-based rents.

If any errors occur during the calculation process, the system issues an error log.

Action Procedure

Post newly calculated sales-based rent Select the required lease-outs and choose thePost function

Display error log Choose Extras � Display reports

Display lease-out Flag the lease out and choose Lease-out

Page 434: SAP Real Estate

Real Estate Management SAP AG

Activating Advance Payment Adjustments

434 April 2001

Activating Advance Payment AdjustmentsUseActivate the adjustment to update the advance payment adjusted during the sales calculation.

Procedure1. Choose Accounting � Real estate management � Rental accounting �� Sales-based rents

�� Advance payments ��Activate adjustment

2. Enter your selection criteria.

3. You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs for which you want toactivate the rent adjustment in the Businessentity, Rental unit, Lease-out fields.

Example Rent Adjustment:Selection optionduring activation [Seite 704]

You want to activate directly all adjustmentsof an object selection

Flag the Activate directly? field

4. Choose Execute.

5. Enter the approval or rejection of the adjustment.

Entering Approval Entering Rejection

Select the required lease-out and choose theDetails.

In the Approved from field, enter the date ofthe approval.

Select the required lease-out and chooseDetails.

In the Reversal date field, enter the date ofthe accepted rejection.

In the Increase field, you can change the adjustment.

6. To copy the approval of the adjustment, choose Save.

Lease-outs with an approval of the rent adjustment can be recognized by an indicator.Only lease-outs with this selection can be activated.

7. You have to activate approved advance payment adjustments to update them in the lease-out.

a. If you have an entered approval but you do not want to activate an adjustment (yet),remove the selection in front of the contract by selecting the contract and chooseDeselect.

b. To activate the selected rent adjustments, choose Activate.

If you have not entered either an approval or a reversal, the condition type for thislease out cannot be automatically adjusted until an approval or reversal is entered.

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Activating Advance Payment Adjustments

April 2001 435

Page 436: SAP Real Estate

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Sales Settlement: History

436 April 2001

Sales Settlement: HistoryUseWith this function you receive an overview of the already executed or posted sales settlements. Asettlement is only completed when posted.

Procedure1. Choose Accounting � Real estate management � Rental accounting � Sales-based rents

� Sales settlement � History.

2. Enter your selection criteria and choose Execute.

You receive an overview of the already settled sales-based lease-outs.

Activity Position the cursor

Display error log On the LO and choose Log

Display lease-out (LO) master data On the LO and choose Lease-out

Page 437: SAP Real Estate

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Sales Settlement: Displaying Activated Adjustments

April 2001 437

Sales Settlement: Displaying Activated Adjustments1. Accounting � Real estate management � Rental accounting �� Sales-based rents ��

Sales settlement ��Display activated adjustments

2. Maintain your selection criteria.

3. The selection screen offers your the following options:

Options Procedure

You do not want to activate all advancepayment adjustments of one adjustmentrun (User ID(s) or Valid-to date)

Select the lease-outs for which you want toactivate the rent adjustment in the Businessentity, Rental unit, Lease-out fields.

Example Rent Adjustment:Selection optionduring activation [Seite 704]

4. Choose Execute.

A list of the activated adjustments is issued.

Page 438: SAP Real Estate

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Rent Adjustments

438 April 2001

Rent AdjustmentsPurposeThis component supports automatic methods for adjusting rents, that is, the bulk change ofindividual condition amounts on a legal or contractual basis.

FeaturesRent adjustment proceduresThis component supports the following adjustment methods:

� Comparative apartment

� Representative list of rents

� Method comparison: representative list of rents versus comparative apartment

� Expert opinion

� Construction measures/modernization

� Index-linked rent adjustment

� Free adjustment (residential / commercial / garage)

� User-defined conditions

� Cost efficiency analysis

� Adjustment due to area change

� Amount transfer for rental unit onto lease-out or vice versa

� Integration of customer-specific adjustment methods

Country-specific methodsThe component additionally supports the following country-specific methods:

� SwitzerlandThe Swiss procedure is integrated in Real Estate by means of the tenancy law settings inCustomizing.

� NetherlandsThe Dutch point system for rent adjustment is integrated in Real Estate by means of therepresentative lists of rents.

� AustriaThe system supports the combined adjustment of rent from index-linked rents andgraduated rents.

Legal requirementsDeadlines and restrictions required by law for rent adjustments can be defined in Customizing forReal Estate and are taken into account by the system (for example, the rent cap in Germany).

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Rent Adjustments

April 2001 439

ConstraintsThe Real Estate component supports other adjustments of condition amounts, but these cannotbe carried out by means of the rent adjustment component.

Other adjustment methods

Method RE component

Graduated rent Lease-out management

Sales-based rent Sales-based rent settlement

Adjustment of flat rates/advance payments in the servicecharge settlement

Service charge settlement

Page 440: SAP Real Estate

Real Estate Management SAP AG

Processing Rent Adjustments

440 April 2001

Processing Rent AdjustmentsPurposeThis process enables the automatic adjustment of selected condition types on lease-outs and/orrental units.

It is controlled by company-specific settings in Customizing:

� Adjustment parameter per tenancy law

� Adjustment parameter per company code

� Combination of adjustment type with adjustment method (lease-out)

� Combination of usage type with adjustment type (rental unit)

� Permitted condition types per adjustment method

� Rounding rules

� An additional advantage of this process is the optional control mechanism which you canuse to control each adjustment individually depending on the individual methods used

Control mechanism for the rent adjustment - method-dependent (extract)

Business entity Building

Rental unit Lease-out Adjustment run

Tenancy law

Representative listof rents

Regional location

...

ConstYr External usage type

Percentage rate ofincrease ( RentAdjustmentPercentage RateIncrease [Seite 445])

Additional data rentadjustmentSwitzerland

...

Adjustmenttype

Calculationbasis for sales-based rent,index-linkedrent andgraduated rentadjustmentmethod

Adjustmentblock percondition type

...

Take into accountpercentage rate ofincrease?

Adjustment ofconditions onlease-outs and/orrental units?

Adjustment of validconditions only inthe future

Generate (assign)new condition typeson lease-outsand/or rental unitsduring adjustment?

Also adjust non-active lease-outs,i.e. lease-outswithout systemstatus ACTIVE?

...

Page 441: SAP Real Estate

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Processing Rent Adjustments

April 2001 441

Process Flow1. Editing the master data of business entity, rental unit, and lease-out

You have to define general bases which have a different validity for every rentadjustment method in the editing of this master data.

2. Performing an adjustment run (see graphic)

Overview Graphic: Rent Adjustment Process

•Header (ID)•Adjustment records•Log

Simulateadjustment

List List ofofcalculatedcalculatedadjustmentsadjustments

Createapproval

CorrespondenceNotificationCorrespondenceNotification

Activatenew

conditions

Adjustmentrundata

Saveadjustment

Check,saveCheck,save

Rntl agrmnt

Rntl unitAdjustment

rundata

Check,changeCheck,change

Depending on the adjustment method various different integrated aspects, prerequisites andmethods have to be taken into account:

Adjustment Method: Free Adjustments [Seite 455]

Adjustment Method: Representative List of Rents [Seite 484]

Adjustment Method: Comparative Apartment/Group of Apartments [Seite 503]

Method Comparison Representative List of Rents versus Comparative Apartment [Seite 527]

Adjustment Method: Expert Opinion [Seite 535]

Adjustment Method Construction Measures/Modernizations [Seite 555]

Adjustment Method: Index-Linked Rent Adjustments [Seite 576]

Adjustment Method: User-Defined Conditions [Seite 594]

Adjustment Method: Garage Rent [Seite 629]

Adjustment Method: Cost Efficiency Analysis [Seite 610]

Rent Adjustment: Switzerland [Seite 661]

Rent Adjustment: The Netherlands - Representative List of Rents in Points [Seite 693]

Rent Adjustment: Austria [Seite 710]

Page 442: SAP Real Estate

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Processing Rent Adjustments

442 April 2001

Page 443: SAP Real Estate

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Overview Table: System Settings for Adjustment Methods

April 2001 443

Overview Table: System Settings for AdjustmentMethodsUnchangeable system settings for adjustment methods

Method ASA CHA RCP CDL DCT CHG

Comparative apartments X X X X a

Representative list of rents X X X X a

Expert opinion X X X a

Cost efficiency analysis a

Sales-based adjustment a

Graduated rent a

Modernizations X X a

Index-linked adjustment* X X X a

Capital costs a

Free adjustment - commercial X X X a

Manual adjustment X a

Service charge settlement X a

Free adjustment - residential X X X X X a

Garage rent X X X a

User-defined conditions X X a

Flat rate adjustment X a

Adjustment - Swiss method X X a

Adjustment due to area change a

LO/RU value transfer a

User-defined X a

� ASA: Adjustment subject to approval by tenant * Only possible if the Payment provisionindicator is set on the adjustment data of the lease-out

� CHA: Method can be considered when determining the rent cap

� RCP: The new rent calculated by the adjustment is limited by the rent cap

� CDL: The Valid-from date of the rent adjustment can be changed later by the user whenentering the approval data.

� DCT: A default condition type can be specified in Customizing; this appears in the initialscreen of the adjustment run and can be changed.

� CHG: Determines if and how a new adjustment amount calculated by the system can bechanged by the clerk:

Page 444: SAP Real Estate

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Overview Table: System Settings for Adjustment Methods

444 April 2001

a. Any change allowed

b. Only reduction of amount allowed

c. No change allowed

Page 445: SAP Real Estate

SAP AG Real Estate Management

Rent Adjustment Percentage Rate Increase

April 2001 445

Rent Adjustment Percentage Rate IncreaseThe percentage rate of increase defined on the rental unit can be taken into account during theadjustment run.

You can maintain a pass-on percentage rate in the adjustment data of the lease-out. This pass-on percentage rate has the same function as the percentage rate of increase.

A percentage rate of increase of 80% has been maintained for a rental unit.

An adjustment run for a lease-out of this rental unit calculates a rent increase ofUSD 100.

If you have set the indicator to take account of the percentage rate of increase, 80%of the amount (= USD 80) will be updated as the actual adjustment amount.

The percentage rate of increase is of no importance when adjusting according to Swiss law.

Page 446: SAP Real Estate

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Determining Reasons for Rent Adjustment

446 April 2001

Determining Reasons for Rent AdjustmentPrerequisitesThe settings are made directly in Real Estate Customizing, therefore you need a maintenanceauthorization.

Contact your system administrator.

ProcedureStarting from the initial screen, choose Accounting � Real estate management � Tools �Current settings � Rent adjustment � Reason texts for rent adjustments (Customizingdocumentation [Extern]).

Page 447: SAP Real Estate

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Executing Functions in the Background

April 2001 447

Executing Functions in the BackgroundThe following functions for the adjustment of conditions can be batch-processed in the

background:

� Calculation

� Activation

� Reversal

PrerequisitesA variant for the background execution exists.

Procedure1. Enter your data in the Report screen of the relevant function.

2. Save your entries as a variant: Goto � Variants � Save as variant.

3. Select Program � Execute in bckgrnd and determine the options for the execution.

ResultFunctions are processed at a set time in the background.

For more information, see the general introduction to the R/3 System in:

Variants [Extern]

Background processing [Extern]

Page 448: SAP Real Estate

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Rent Adjustment: Procedure(mode) Cross-Method

448 April 2001

Rent Adjustment: Procedure(mode) Cross-MethodUseBy means of this function, you can carry out the following functions across the various rentadjustment methods:

� Activate

� Reverse

� Print letter

� Display evaluations

These functions are also available separately for each adjustment method but the use of cross-method editing may be more time-saving and clearer, if for instance you want to apply severaladjustment methods within one company code.

In this case, you do not have to call up the function separately for each method, but you selectthe methods you want to edit for each function.

FeaturesFunction Description

Activate Adjustments calculated by the system only become valid when thecorresponding adjustment run is activated.

The adjustments are then updated as new condition items with a validity date.

Reverse Reversal of inactive adjustment runs.

Activated adjustment runs are reversed in the lease out by deleting therespective condition item [Seite 709].

Print letter Carrying out tenant correspondence: Notification letters, etc.

Display The following is displayed:

� Logs on adjustment runs

� Details about activated and/or inactive adjustment runs

Page 449: SAP Real Estate

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Activating Rent Adjustments: Cross-Method

April 2001 449

Activating Rent Adjustments: Cross-MethodPrerequisitesYou have an adjustment run (user identification).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

2. Then choose � Cross-method functions � Activate rent adjustment.

3. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

For Object selection group box You can carry out the selection directly byselecting adjustment methods or by selectingadjustment runs (User ID(s) or Valid fromdate)

You do not want to activate all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection OptionsFor Activating [Seite 704]

For Selection acc. to category and statusgroup box

The adjustments subject to approval aredefined in Customizing for Real Estate

Overview Table: System Settings forAdjustment Methods [Seite 443] )

You want to directly release all subject-to-approval adjustments of an object selectionfor activation

Enter the required date in the Approval dateproposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approval dateto each individual subject-to-approvaladjustment to be able to activate them

You want to activate directly all adjustmentsof an object selection

Flag the Activate directly? field

If you have selected subject-to-approvaladjustments, you have to enter the requireddate in the Approval date proposal field

4. Choose Execute.

Execute functions in the background [Seite 447]

Page 450: SAP Real Estate

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Activating Rent Adjustments: Cross-Method

450 April 2001

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount/createapproval/rejection / the adjustment runs that canbe manually changed are defined inCustomizing for Real Estate: Overview Table:System Settings for Adjustment Methods [Seite443])

The required adjustment and then Detail [Seite703]

Exclude individual adjustments from beingactivated

A flagged adjustment and then Edit �Selection on/off

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, only thoselease-outs are selected for which an approvaldate has been entered)

Do not carry out activation Back

Activate all selected adjustments ActivateThe adjustment is thus copied to therespective lease-outs or rental units as a newcondition item with the specified date

Page 451: SAP Real Estate

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Reversing Rent Adjustments: Cross-Method

April 2001 451

Reversing Rent Adjustments: Cross-MethodPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item within the lease-out/rental units in question.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Cross-method functions � Reverse rent adjustment.

2. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

For Object selection group box You can carry out the selection directly byselecting adjustment methods or by selectingadjustment runs (User ID(s) or Valid from date)

You do not want to activate all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date)

Select the lease-outs for which you want toactivate the rent adjustment in the Businessentity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

For Selection acc. to category and statusgroup box

The adjustments subject to approval aredefined in Customizing for Real Estate

Overview Table: System Settings forAdjustment Methods [Seite 443]

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out adjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

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Reversing Rent Adjustments: Cross-Method

452 April 2001

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect all adjustments Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 453: SAP Real Estate

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Rent Adjustments: Printing Letter/Reminder

April 2001 453

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure3. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

4. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

5. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 454: SAP Real Estate

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Evaluating Rent Adjustments: Cross-Method

454 April 2001

Evaluating Rent Adjustments: Cross-Method1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Cross-method functions � Display.

2. You can display the following information using this menu:

Logs Adjustments

Displays a list of all saved logs containing thefollowing information:

� Adjustment method

� Valid-from date

� User identification

� Date/time of the run

You can call up a log with the Choose function

Displays a list that is dependent on theselection parameter you have chosen. Inthis list, the following information can becalled up for the selected rentaladjustments (lease-out or rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� ...

Page 455: SAP Real Estate

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Adjustment Method: Free Adjustment

April 2001 455

Adjustment Method: Free AdjustmentUseIncrease or reduction of condition amounts of selected lease-outs or rental units by means ofabsolute or percentage values.

The differences with respect to the adjustment procedure using user-defined conditions are:

User-defined conditions Free adjustment

Adjustment of several conditions of the selectedobjects

Adjustment of a condition type of theselected objects

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted (Customizing settings).

IntegrationControl mechanism for the free adjustment

On rental unit On lease-out For adjustment run

External usage type

Percentage rate ofincrease

Adjustment type

Adjustment block percondition type

Take into account percentage rate ofincrease?

Adjustment of conditions on lease-outsand/or rental units?

Adjustment of valid conditions only in thefuture?

Generate (assign) new condition typeson lease-outs and/or rental units duringadjustment?

Also adjust non-active lease-outs, i.e.lease-outs without system statusACTIVE?

FeaturesSimulation/calculationThe simulation/calculation of the rent is carried out for selected lease-outs for each selectedcondition type.

� Relative increase (in percent)

� Total increase

� Increase per area unit

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Adjustment Method: Free Adjustment

456 April 2001

� Total new amount

� New amount per area unit

When you are making a free adjustment for commercial property, the set rent cap inCustomizing for Real Estate is not taken into account (see also: Overview Table: SystemSettings for Adjustment Methods [Seite 443] ).

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs as valid condition items.

When activating, you have to specify per agreement:

1. Date of tenant approval

2. Date from which the adjustment is valid

3. Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, you can change the calculated adjustment amounts manually changed for eachagreement.

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Simulating Free Adjustments

April 2001 457

Simulating Free AdjustmentsUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Free commercial adjustment or Free adjustmentresidential �� Simulate.

2. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute to simulate the adjustment.

Execute functions in the background [Seite 447]

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

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Choose Back Choose Rent adjustment � Save

You have to activate the rent adjustment so that it is copied tothe lease-outs You activate the rent adjustment by enteringand activating [Seite 701] the approval of the tenant

Page 459: SAP Real Estate

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Calculating Free Adjustments

April 2001 459

Calculating Free AdjustmentsPrerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Free commercial adjustment or Free adjustmentresidential �� Simulate.

2. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 460: SAP Real Estate

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Examples: Different Adjustment Objects

460 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

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Rent Adjustments: Printing Letter/Reminder

April 2001 461

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure6. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

7. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

8. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 462: SAP Real Estate

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Activating Rent Adjustments

462 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

2. Choose the Activate function from the required adjustment method menu option.

3. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

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4. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

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Example LO: Selection Options for Activating

464 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

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Editing Details for the Adjustment

April 2001 465

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

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Displaying Rent Adjustments

466 April 2001

Displaying Rent Adjustments1. Choose Display in the required adjustment method menu option.

2. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 467: SAP Real Estate

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Reversing Rent Adjustments

April 2001 467

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

2. Choose Reverse in the menu of the required adjustment method.

3. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

4. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

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Reversing Rent Adjustments

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Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

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Example: Rent Adjust. Select. Opt. During Reversal

April 2001 469

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

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Reversing Active Rent Adjustments

470 April 2001

Reversing Active Rent Adjustments1. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

2. Delete the corresponding condition item.

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Adjustment Method: Amount Transfer

April 2001 471

Adjustment Method: Amount TransferUseTransfer of selected conditions and condition amounts from the:

� Rental units to the corresponding lease-outs

� Lease-outs to the corresponding rental units

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

IntegrationControl mechanism for the amount transferred

On rental unit On lease-out For adjustment run

External usage type Adjustment type

Adjustment block percondition type

To determine if condition types of sourceobject that do not exist in the target objectshould be created for the target object

FeaturesThe simulation or calculation of the condition transfer is made for selected objects and for eachselected condition type according to the control mechanism and prerequisites listed above.

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Simulating Amount Transfer

472 April 2001

Simulating Amount TransferUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Amount transfer � Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

3. Choose Execute.

ResultYou have a list of the objects for the simulated adjustment.

Action Choose

Display error log Log

Display details of the adjustment Detail [Seite 703]

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Rent Adjustment � Save.

You have to activate [Seite 701] the rent adjustment in thelease-outs or the rental units so that it is copied to thelease-outs

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Simulating Amount Transfer

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Calculating Amount Transfer

474 April 2001

Calculating Amount TransferPrerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Amount transfer � Calculate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

3. Choose Execute.

ResultThe conditions or the condition amounts are copied from the rental unit onto the lease-out or viceversa according to the setting.

You have to activate [Seite 701] this condition adjustment to make it valid.

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Activating Rent Adjustments

April 2001 475

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure5. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

6. Choose the Activate function from the required adjustment method menu option.

7. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

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Activating Rent Adjustments

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8. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 477: SAP Real Estate

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Example LO: Selection Options for Activating

April 2001 477

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 478: SAP Real Estate

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Editing Details for the Adjustment

478 April 2001

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

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Displaying Rent Adjustments

April 2001 479

Displaying Rent Adjustments3. Choose Display in the required adjustment method menu option.

4. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 480: SAP Real Estate

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Reversing Rent Adjustments

480 April 2001

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure5. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

6. Choose Reverse in the menu of the required adjustment method.

7. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

8. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

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Reversing Rent Adjustments

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Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

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Example: Rent Adjust. Select. Opt. During Reversal

482 April 2001

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

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Reversing Active Rent Adjustments

April 2001 483

Reversing Active Rent Adjustments3. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

4. Delete the corresponding condition item.

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Adjustment Method: Representative List of Rents

484 April 2001

Adjustment Method: Representative List of RentsUseAdjustment of selected condition types based on a representative list of rents (specific toGermany).

Prerequisites� A valid representative list of rents has been defined in Customizing for Real Estate.

� Representative list is assigned to a business entity.

� Lease-outs have the intended adjustment type for the adjustment method (setting inCustomizing for Real Estate).

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� The selected condition type is assigned to a lease-out.

IntegrationControl mechanism for the rent adjustment using the representative list of rents

Businessentities

Buildings Rental units Lease-outs Adjustment run

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Adjustment Method: Representative List of Rents

April 2001 485

Representativelist of rents

ConstYr External usagetype

Percentage rateof increase

Fixtures andfittingscategory/sizeclasses

Fixture andfittingscharacteristics

Modernizationdate

Condition typeappreciationsurcharge

Adjustment type

Condition typeappreciationsurcharge

Adjustment blockper condition type

Take into accountpercentage rate ofincrease?

Take into accountappreciationsurcharge?

Adjust only forincrease?

Adjustment ofconditions on lease-outs and/or rentalunits?

Adjustment of validconditions only inthe future?

Generate (assign)new condition typeson lease-outs and/orrental units duringadjustment?

Also adjust non-active lease-outs,i.e. lease-outswithout systemstatus ACTV?

FeaturesRepresentative list of rentsDifferent representative lists of rents can be defined in the system. The representative list takesinto account the following parameters:

� Building age classes

� Location classes

� Surcharge/reduction classes

� Size classes

� Fixtures and fittings category

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Adjustment Method: Representative List of Rents

486 April 2001

1 Simple fixt./fittings2 Medium fixt./fittings ...

Structure of Representative List of Rents

Building age from 01/01/1995 to 12/311995Fixt./fittings Simple fixt./fittingsLocation Basic resid. areaArea From: To: From amount To amount Mean value

20.00 50.0050.00 70.0070.00 . . .

Building age classesFrom date Valid to

12/31/193001/01/1931 12/31194501/01/1946 12/31/1955

From Area To Area

20.00 49.0050.00 69.0070.00 . . .

DescriptionBasic resid. loc.Average resid loc. ...

Values table

Fixt. and fittings categories

Location classes

Size classes

1 Surcharge 12 Surcharge 2 . . .

Surch./reduction classes

The values tables can either be filled on the basis of a points system or with fixed amounts.

You can define individual calculation bases in Customizing using a representative list of rentscontrol table to calculate the adjustment amounts (see relevant documentation in Customizing).

Simulation/calculationSimulation/calculation of the rent is carried out per selected condition type for the required lease-outs and takes the following into account:

� A percentage rate of increase - as an option (Overview Table: Taking Account of PercentageRate of Increase in Rent Adjustments [Seite 445] ).

� The settings defined in Real Estate Customizing on chargeable rent adjustments (OverviewTable: System Settings for Adjustment Methods [Seite 443] ).

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

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Adjustment Method: Representative List of Rents

April 2001 487

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Comparison procedureThe adjustment can also be carried out by comparing the adjustment procedure applied forcomparative apartments (Method Comparison: Representative List of Rents versus ComparativeApartment [Seite 527]).

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Maintaining Representative Lists of Rents

488 April 2001

Maintaining Representative Lists of RentsPrerequisitesYou need a maintenance authorization as these settings have to be made in Customizing forReal Estate.

Contact your system administrator to get maintenance authorization.

Procedure1. Choose Accounting � Real estate management � Tools � Current settings � Rent

adjustment

2. Either

a. Maintain the representative list of rents (Customizing documentation) by ��, MaintainRepresentative List of Rents or

b. Create your own calculation basis for the representative list of rents (Customizingdocumentation) by choosing ��Edit individual list of rents

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Simulating Adjustments

April 2001 489

Simulating AdjustmentsUseUse this function to simulate a rent adjustment. This simulation can be subsequently saved ascalculation so that you do not have to repeat the calculation using Calculate.

Prerequisites� Representative list of rents is assigned to a business entity.

� Lease outs of the business entity have the intended adjustment type for the adjustmentmethod (setting in Customizing for Real Estate).

� Rental units of the business entity are assigned to an external usage type for which theadjustment method can be used.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Rent calculation �

Representative list of rents �� Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.

For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment in the calculated form. If yousave the simulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

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Simulating Adjustments

490 April 2001

Choose Back Choose Rent Adjustment � Save.

You have to activate [Seite 701] the rent adjustment in thelease outs or the rental units so that it is copied to the leaseouts

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Calculating Adjustments

April 2001 491

Calculating AdjustmentsPrerequisites� Representative list of rents is assigned to one business entity.

� Lease outs of the business entity have the intended adjustment type for the adjustmentmethod (setting in Customizing for Real Estate ).

� Rental units of the business entity are assigned to an external usage type for which theadjustment method can be used.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Rent calculation �

Expert opinion �� Representative list of rents ��Calculate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.

For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease outs or rental units

Page 492: SAP Real Estate

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Examples: Different Adjustment Objects

492 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

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Printing Correspondence and Reminders

April 2001 493

Printing Correspondence and RemindersPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category

SAP delivers standard letters for rent adjustments. You can create your own standard letters(see Correspondence [Seite 798]).

Procedure1. Accounting � Real estate management � Rent adjustment � Calculation ��

Representative list of rents ��Calculate.

Adjustment letter Apartm.val. NL Approval reminder

Choose this menu option if youhave created the representativelist of rents according to Germanstandards

Choose a relevantcorrespondence activity category

Choose this menu option ifyou have created therepresentative list of rentsaccording to the Dutch pointsystem

Choose a relevantcorrespondence activitycategory

Prints a reminder forselected subject-to-approvalrent adjustments for which areminder has been sent totenant but response not yetreceived

2. Enter your selection criteria and choose Execute.

ResultThe system prints the corresponding letters to the recipients of your choice.

The standard SAP letters inform the tenants about the planned rent adjustments.

Page 494: SAP Real Estate

Real Estate Management SAP AG

Activating Rent Adjustments

494 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure9. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

10. Choose the Activate function from the required adjustment method menu option.

11. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

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Activating Rent Adjustments

April 2001 495

12. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 496: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

496 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 497: SAP Real Estate

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Editing Details for the Adjustment

April 2001 497

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 498: SAP Real Estate

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Displaying Rent Adjustments

498 April 2001

Displaying Rent Adjustments5. Choose Display in the required adjustment method menu option.

6. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 499: SAP Real Estate

SAP AG Real Estate Management

Reversing Rent Adjustments

April 2001 499

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure9. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

10. Choose Reverse in the menu of the required adjustment method.

11. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

12. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 500: SAP Real Estate

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Reversing Rent Adjustments

500 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 501: SAP Real Estate

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Example: Rent Adjust. Select. Opt. During Reversal

April 2001 501

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 502: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

502 April 2001

Reversing Active Rent Adjustments5. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

6. Delete the corresponding condition item.

Page 503: SAP Real Estate

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Adjustment Method: Comparative Group of Apartments

April 2001 503

Adjustment Method: Comparative Group of ApartmentsUseAdjustment of particular condition types using the comparative rent of selected comparativeapartments.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� The rental unit of the lease-out is assigned to a comparative group [Extern] which has therequired number of comparative apartments as specified in Customizing for Real Estate.

IntegrationControl mechanism for the rent adjustment using comparative apartments

Rental unit Lease-out Adjustment run

External usage type

Percentage rate of increase

Condition type appreciationsurcharge

Adjustment type

Condition typeappreciation surcharge

Adjustment block percondition type

Take into account percentagerate of increase?

Take into account appreciationsurcharge?

Adjust only for increase?

Adjustment of conditions onlease-outs and/or rental units?

Adjustment of valid conditionsonly in the future?

Generate (assign) new conditiontypes on lease-outs and/or rentalunits during adjustment?

Also adjust non-active lease-outs, i.e. lease-outs withoutsystem status ACTV?

Comparative Group of ApartmentsYou can edit the comparative apartments (comp.apartmt) and assign them to a comparativegroup of apartments (c) in various ways:

External comp.apartmt Internal comp.apartmt

Page 504: SAP Real Estate

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Adjustment Method: Comparative Group of Apartments

504 April 2001

Comp.apartmts that do not belong to your ownrental unit portfolio, have to be explicitly createdwith the necessary calculation and comparisonbases.

The allocation is made within the master data ofa comp.grp.

Internal comp.apartmts already exist asrental units of the internal portfolio.

The allocation is made within the masterdata of a comp.grp.In this case, you can select using criteriarelevant to representative list of rents,condition, and area. All relevant master dataof the selected rental units (for example,condition, fixtures and fittings,representative list of rents, living area) iscopied.From the assigned comparative apartments,you then choose the number required bylaw by deleting the ones you do not need.

Assigning the comparative group of apartments to the rental units still to be adjustedYou can assign the rental units to be adjusted to the comparative group of apartments(comp.grp) in various ways:

By means of rental unit master data By means of a special report

You can assign a comp.grp within the rental unitmaster data.

The report generates a list of rental units withlease-outs that have not yet been assignedto a comp.grp.

You then have to assign a comp.grp for eachrental unit.

FeaturesComparative apartment/group of apartmentsA comparative group of apartments is a set of comparable apartments where the total rent orarea rent is used as the basis for the rent adjustment of other rental units. You can choose rentalunits from your own group or from external groups as comparative apartment.

The comparative group of apartments consists of a minimum number (N) of comparativeapartments (settings in Customizing).

As a common useful basis, all apartments of a group should have the same currency and thesame area unit.

Simulation/calculationSimulation or calculation of the rent is carried our for each chosen condition type for the requiredlease-outs on the basis of the N-highest rent of a comparative apartment, taking account of:

� A percentage rate of increase - as an option (Overview Table: Taking Account of PercentageRate of Increase in Rent Adjustments [Seite 445] ).

� The settings defined in Customizing for Real Estate on chargeable rent adjustments(Overview Table: System Settings for Adjustment Methods [Seite 443] ).

Page 505: SAP Real Estate

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Adjustment Method: Comparative Group of Apartments

April 2001 505

Rent Adjustment Based on Comparative Group

Comp. group 1111, Assign Living area 150 m2

with living area Basic rent:140 - 150 m2 Adjust 2000 USD3 rooms � = 13.33 USD / m2

Comparative apartment 1Living area: 149 m2

Basic rent: 14.28 USD /m2

3 roomsComparative apartment 2Living area: 140 m2

Basic rent: 13.30 USD /m2

3 roomsComparative apartment 3Living area: 145 m2

Basic rent : 13.80 USD /m2

3 roomsComparative apartment 4Living area: 150 m2

Basic rent : 1450 USD /m2

3 roomsComparative apartment 5Living area: 150 m2

Basic rent : 14.10 USD /m2

3 rooms

Livingroom

BedroomNursery

Scale 1:75

For a minimum no. of 3 apartments(Customizing setting):� Adjustment based on third most expensive apartment� 14.10 USD

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated in therespective objects as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

� If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Page 506: SAP Real Estate

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Adjustment Method: Comparative Group of Apartments

506 April 2001

Comparison procedureThe adjustment can also be carried out by comparing the adjustment procedure applied forrepresentative list of rents (Method Comparison: Representative List of Rents versusComparative Apartment [Seite 527]).

Page 507: SAP Real Estate

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Creating External Comparative Apartments

April 2001 507

Creating External Comparative ApartmentsUseYou can create apartments that are not in your portfolio or that are defined in the master data ofRE and use these for comparing rent adjustments.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation ��Comparative group � Ext.comp.aprtmnt � Create.

2. Enter your data and choose Aprtmnt data.

You can also use the Copy from... function. You receive a dialog box, where thespecifications for the new comparative apartment are displayed and you can make yourentries for copying.

You branch to the general apartment data screen.

3. Maintain your data.

Your entries in the group box Calculation base are decisive for the calculation of thecomparative rent.

The specifications in the fields Locat.class and Fix./fit. categ. depend on therepresentative list of rents. If a representative list of rents makes specifications on thelocation and the fixtures and fittings, the respective possible entries are displayed forthese fields.

4. There are further options available to maintain data for the comparative apartment:

Action Choose

Define fixtures and fittings of comparativeapartment

Disp.fix.+ fitt.feat.

Select the existing fixtures and fittingscharacteristics and copy them using the Backfunction.

Create partner for comparativeapartment (for example, tenant, owner)

The tenant's address is later displayedas address of the comparative apartment

Partner list [Seite 509]

5. Save your entries.

ResultYou have created external comparative apartments that serve as the basis for the adjustment.

Ensure that the rental unit to be adjusted is assigned to the same representative list of rentsas the comparative apartment. The same area unit should also be used.

Page 508: SAP Real Estate

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Creating External Comparative Apartments

508 April 2001

Page 509: SAP Real Estate

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Comparative Apartment: Business Partner

April 2001 509

Comparative Apartment: Business Partner R/3 Real Estate provides Business partners [Seite 123] for the Comparative apartmentapplication. In Real Estate Customizing, you can create further role categories and role types forthe application.1. To access partner management, choose Partner list .

2. There are several ways to edit partners:

Action Choose

Create partner CreateIn the dialog box, position the cursor on therequired role and press ENTERYou can now edit partners for the role category[Seite 132].

Assign partner (from client) with role AssignIn the dialog box, position the cursor on therequired role and press ENTERYou can now assign a partner with the chosenrole category [Seite 139].

Edit assigned partner The required partner and then Edit � Choosepartner.You can now change partner [Seite 133] data.

Cancel assignment DeleteChange address category of apartner

The required partner and then Edit ��changeaddress categ.

Page 510: SAP Real Estate

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Maintaining/Displaying Comparative Group of Apartments

510 April 2001

Maintaining/Displaying Comparative Group ofApartmentsUseYou assign the minimum number of comparative apartments as specified in Customizing for RealEstate to the comparative group; alternatively you can assign the group to the rental unitsparticipating in the rent adjustment.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Comparative group �� Comparative group�� Maintain.

2. Enter your selection criteria and choose Comparative group.

3. You branch to the Maintain Comparative Group screen.

4. Starting from this screen, assign comparative apartments to the comparative group.

If Then

You enter external comparativeapartments

You only have to enter the company code andthe number of the comparative apartment

You enter internal comparativeapartments

Enter the company code, the business entity,and the rental unit

You want to automatically assign internalcomparative apartments to thecomparative group

Choose Assign RU

Maintain your selection criteria and chooseExecute

The rental units that are found according to yourselection criteria are automatically written to thelist of the comparative group

You want to display apartment data of acomparative apartment

Position the cursor on the respective apartmentand choose the Details function

5. Decide how the rent adjustment based on comparative apartments should be carried out:

If you want to Then

Carry out the adjustment using the basicrent per area unit

Do not flag the Adjustment based on total rentfield

Carry out the adjustment using the totalbasic rent

Flag the Adjustment based on total rent field

6. Save your comparative group.

Page 511: SAP Real Estate

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Comparative Group: Assigning Internal Rental Units

April 2001 511

Comparative Group: Assigning Internal Rental UnitsPrerequisitesOnly those rental units are taken into account that are assigned to the internal usage typePrivately financed apartments (settings in Customizing for Real Estate.)

You can also assign a comparative group while editing a rental unit.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Comparative group �� Assign rental unit.

2. Enter your selection criteria and choose Execute.

You get a list of the selected rental units.

3. To assign a comparative group to a rental unit, position the cursor on the required lease-outand choose the Assign comparative group function.

4. Enter the required comparative group in the dialog box.

5. You have the following editing options:

Action Choose

Display comparative group of apartments Display comp.group

Delete comparative group assignment Delete

Assign comparative group Assign or press ENTER.

6. The following editing options are additionally available:

Action Choose

Display comparative group of rental unit The required rental unit and then Displaycomp.group

Display rental unit The required rental unit and then Display rental unit

7. Save your entries.

ResultYou have created the calculation basis for adjusting the rent of rental units on the basis of acomparative group of apartments.

Page 512: SAP Real Estate

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Comparative Group: Simulating Adjustments

512 April 2001

Comparative Group: Simulating AdjustmentsUseBy means of this function you simulate a rent adjustment based on a comparative group ofapartments. This simulation can be subsequently saved as calculation. This way you do not haveto repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The rental unit of the lease-out is assigned to a comparative group which has the requirednumber of comparative apartments as specified in Customizing for Real Estate.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Comparative group �� Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.

For all further processing steps, you refer to the executed adjustments by means of thisidentification.

3. Choose Execute.

An apartment that serves as a comparative apartment in the comparative group isnot included in the calculation.

Examples: Different Adjustment Objects [Seite 699]

ResultThe system displays a list with all details relevant to the adjustment.

The calculation of the rent adjustment takes into account the upper limits required by law, forinstance rent cap in Germany which are set in Customizing for Real Estate. If the adjustmentexceeds the rent cap, the system automatically reduces the adjustment to the maximumpermitted amount set.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

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Comparative Group: Simulating Adjustments

April 2001 513

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Rent adjustment � Save

You have to activate [Seite 701] the rent adjustment so thatit is copied to the lease-outs

Page 514: SAP Real Estate

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Comparative Group: Calculating Adjustments

514 April 2001

Comparative Group: Calculating AdjustmentsPrerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� The rental unit of the lease-out is assigned to a comparative group which has the requirednumber of comparative apartments as specified in Customizing for Real Estate.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Comparative group �� Calculate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.

3. For all further processing steps, you refer to the executed adjustments by means of thisidentification.

4. Choose Execute.

If you have selected rental units that have not yet been assigned to a comparative groupof apartments, then these are listed. You can use the Assign comp. group function toassign a comparative group [Seite 511] to these rental units.

To continue the adjustment, choose Back.

An apartment that serves as a comparative apartment in the comparative group is notincluded in the calculation.

Examples: Different Adjustment Objects [Seite 699]

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 515: SAP Real Estate

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Comparative Group: Calculating Adjustments

April 2001 515

Page 516: SAP Real Estate

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Examples: Different Adjustment Objects

516 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 517: SAP Real Estate

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Rent Adjustments: Printing Letter/Reminder

April 2001 517

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure9. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

10. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

11. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

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Activating Rent Adjustments

518 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure13. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

14. Choose the Activate function from the required adjustment method menu option.

15. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

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Activating Rent Adjustments

April 2001 519

16. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 520: SAP Real Estate

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Example LO: Selection Options for Activating

520 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 521: SAP Real Estate

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Editing Details for the Adjustment

April 2001 521

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

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Displaying Rent Adjustments

522 April 2001

Displaying Rent Adjustments7. Choose Display in the required adjustment method menu option.

8. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 523: SAP Real Estate

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Reversing Rent Adjustments

April 2001 523

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure13. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

14. Choose Reverse in the menu of the required adjustment method.

15. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

16. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 524: SAP Real Estate

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Reversing Rent Adjustments

524 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 525: SAP Real Estate

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Example: Rent Adjust. Select. Opt. During Reversal

April 2001 525

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 526: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

526 April 2001

Reversing Active Rent Adjustments7. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

8. Delete the corresponding condition item.

Page 527: SAP Real Estate

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Comparison: Rep. List of Rents <-> Comparative Group

April 2001 527

Comparison: Rep. List of Rents <-> Comparative GroupUseThis function simulates or calculates a rent adjustment by comparing different adjustmentmethods:

� Representative list of rents

� Comparative group of apartments

Use this function if you want to find out which adjustment method provides the more favorablerent adjustment.

Prerequisites� Lease-outs have the intended adjustment type for both adjustment methods (setting in

Customizing for Real Estate).

� You have assigned rental units to an external usage type that enables the adjustmentmethod (setting in Customizing for Real Estate).

� The system can only compare conditions that are permitted for both adjustment methods(Customizing settings).

� The rental unit of the lease-out is assigned to a comparative group that has the requirednumber of comparative apartments as specified in Customizing for Real Estate.

� A valid representative list of rents has been defined in Customizing for Real Estate.

� Representative list of rents is assigned to one business entity.

IntegrationControl mechanism for comparing adjustment method of representative lists of rents withthat of comparative apartment

Business entity Rental unit Lease-out Adjustment run

Page 528: SAP Real Estate

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Comparison: Rep. List of Rents <-> Comparative Group

528 April 2001

Representative list ofrents

External usage type

Percentage rate ofincrease

Fixtures and fittingscategory/locationclass of therepresentative list ofrents

Condition typeappreciationsurcharge

Adjustment type

Condition typeappreciationsurcharge

Adjustment block percondition type

Take into accountpercentage rate ofincrease?

Take into accountappreciationsurcharge?

Adjust only forincrease?

Adjustment ofconditions on lease-outs and/or rentalunits?

Adjustment of validconditions only in thefuture?

Generate (assign)new condition typeson lease-outs and/orrental units duringadjustment?

Also adjust inactivelease-outs (lease-outswithout system statusACTV)?

FeaturesThe simulation or calculation can be carried out for each condition type of a lease-out.

SimulationThe simulation selects in a list either the highest or lowest adjustment amount for bothadjustment methods per selected lease-out or rental unit.

CalculationThe calculation optionally adjusts each selected lease-out or rental unit according to the highestor the lowest adjustment amount of the two adjustment methods.

Take rent increase into accountThe system ignores optional adjustments that are lower than the old condition amount.

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

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Comparison: Rep. List of Rents <-> Comparative Group

April 2001 529

Page 530: SAP Real Estate

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Comparison: Simulating Rep. List of Rents/Comparative Apartment

530 April 2001

Comparison: Simulating Rep. List of Rents/ComparativeApartmentUseUse this function to simulate a rent adjustment. This simulation can be subsequently saved ascalculation so that you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for both adjustment methods (setting in

Customizing for Real Estate).

� You have assigned rental units to an external usage type that enables the adjustmentmethod (setting in Customizing for Real Estate).

� The rental unit of the lease-out is assigned to a comparative group that has the requirednumber of comparative apartments as specified in Customizing for Real Estate.

� The system can only compare conditions that are permitted for both adjustment methods(Customizing settings).

� A valid representative list of rents has been defined in Customizing for Real Estate.

� Representative list of rents is assigned to one business entity.

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Rent calculation �

Method comparison �� Simulate.

2. Enter your selection criteria.

The user ID, validity date and adjustment type identify the adjustment run. Assignthis identification once only.For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

ResultA list of lease-outs is displayed showing the old and new rent calculation for each lease-outdepending on the adjustment specifications.

You can change the selection of the highest or lowest rent for each lease-out using thecorresponding function.

Calculated adjustment amounts that lie below the old rent do not have to be considered bythe system if the corresponding settings are made, and they will therefore not appear in the list.

You can exit the simulation without saving the data or you can save the simulation as calculation.

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Comparison: Simulating Rep. List of Rents/Comparative Apartment

April 2001 531

Save the simulation only if you want to keep the adjustment in the calculated form. If yousave the simulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Save.

You have to activate [Seite 701] the rent adjustment for it totake effect.

Page 532: SAP Real Estate

Real Estate Management SAP AG

Comparison: Calculating Rep. List of Rents/Comparative Apartment

532 April 2001

Comparison: Calculating Rep. List ofRents/Comparative ApartmentPrerequisites� Lease-outs have the intended adjustment type for both adjustment methods (setting in

Customizing for Real Estate).

� You have assigned rental units to an external usage type that enables the adjustmentmethod (setting in Customizing for Real Estate).

� The rental unit of the lease-out is assigned to a comparative group that has the requirednumber of comparative apartments as specified in Customizing for Real Estate.

� A valid representative list of rents has been defined in Customizing for Real Estate.

� Representative list of rents is assigned to one business entity.

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Rent calculation

� Method comparison �� Calculate.

2. Enter your selection criteria.

The user ID, validity date and adjustment type identify the adjustment run. Assignthis identification once only.For all further processing steps, you refer to the adjustments made using thisidentification.

You have to indicate in the Selection requirements group box whether the rent should beincreased by the highest or lowest adjustment amount calculated by the two adjustmentmethods.

Select minimum amounts Select maximum amounts

The adjustment is carried out on the basisof the lowest adjustment amount of thetwo adjustment methods

The adjustment is carried out on the basis ofthe highest adjustment amount of the twoadjustment methods

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute Functions in the Background [Seite 447]

ResultThe adjustment is calculated on the basis of your adjustment requirements.

Calculated adjustment amounts that lie below the old rent will not be considered by the system;that means no adjustment is carried out using this method.

Page 533: SAP Real Estate

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Comparison: Calculating Rep. List of Rents/Comparative Apartment

April 2001 533

Page 534: SAP Real Estate

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Examples: Different Adjustment Objects

534 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 535: SAP Real Estate

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Adjustment Method: Expert Opinion

April 2001 535

Adjustment Method: Expert OpinionUseAdjustment of selected condition types using specifications in the master data of expert opinion.

Prerequisites� Master data has been created for the expert opinion.

� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

IntegrationControl mechanism for the rent adjustment using expert opinions

Rental unit Lease-out Expert opinion Adjustment run

External usage type

Percentage rate ofincrease

Condition typeappreciation surcharge

Adjustment type

Condition typeappreciationsurcharge

Adjustment blockper condition type

Surcharge andreduction per areaunit

New amount perarea unit

Rental unitassignments

Take into accountpercentage rate ofincrease?

Take into accountappreciation valuesurcharges?

Adjust only for increase?

Adjustment of conditionson lease-outs and/orrental units?

Adjustment of validconditions only in thefuture?

Generate (assign) newcondition types onlease-outs and/or rentalunits during adjustment?

Also adjust non-activelease-outs, i.e. lease-outs without systemstatus ACTV?

Page 536: SAP Real Estate

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Adjustment Method: Expert Opinion

536 April 2001

FeaturesSimulation/calculationThe simulation/calculation of the rent is carried out for a selected condition type depending on thesurcharges/reductions or on the new amount specified in the expert opinion.

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated in therespective objects as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Page 537: SAP Real Estate

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Expert Opinion

April 2001 537

Expert OpinionDefinitionExpert opinion [Extern]

StructureOverview of key data:

� Specification of the calculation basis for the adjustment:

� Surcharges or reductions per area unit

� New amount per area unit

� Assigning the relevant rental units

Livingroom

BedroomNursery

Scale 1:75

Expert opinion: 4711Company code: 0001 SAP AG model co.Date of exp.opin.: 01/31/1998Surch./reduct. 3.20- USD / m2

New amount

Reasons for surch./red. Participating rental unitsMold in bath and shower BE from RU to RUWindow in need of repair 0001 1234 1238. . . 7777 4711 4717

. . . . . . . . .

Calculation Base for Expert Opinion

Page 538: SAP Real Estate

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Expert Opinion: Maintaining Reasons for Surcharges/Reductions

538 April 2001

Expert Opinion: Maintaining Reasons forSurcharges/ReductionsPrerequisitesThe settings are made directly in Customizing for Real Estate, therefore you need a maintenanceauthorization.

Contact your system administrator.

ProcedureStarting from the initial screen, choose Accounting � Real estate management � Tools �Current settings � Rent adjustment � Expert opinion: reasons for surcharges and reductions(Customizing documentation [Extern]).

Page 539: SAP Real Estate

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Editing Expert Opinion

April 2001 539

Editing Expert OpinionUseYou create an expert opinion to establish the calculation basis for a rent adjustment and tospecify which rental units participate in the adjustment.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Expert opinion �� Expert opinion � Create.

2. Enter an identification for the expert opinion and choose the General data function or pressENTER.

3. Maintain your data.

If you want to enter a reduction, enter a minus sign ( - ) behind the amount.

Reasons for surcharges/reductions can be defined in Customizing for Real Estate:Expert Opinion: Maintaining Reasons for Surcharges/Reductions [Seite 538].

4. To maintain the partners (court, architect, expert) belonging to the expert opinion, choose thePartner list [Seite 540] function.

5. To assign the rental units that are to participate in the rent adjustment using expert opinion,choose Rental units.

6. Save your entries.

Page 540: SAP Real Estate

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Expert Opinion: Business Partner

540 April 2001

Expert Opinion: Business Partner

R/3 Real Estate supplies a Business partner [Seite 124] for the Expert opinionapplication. In Real Estate Customizing, you can create further role categories for theapplication.

1. To access partner management, choose Partner list.

2. You have several options for editing partners:

Action Choose

Create partner Edit � Partner maintenance � Create partner

You can now edit partners for the role category[Seite 132]

Assign partner (from client) with role Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosenrole category [Seite 139].

Edit assigned partner Choose partner

You can now change partner [Seite 133] data.

Cancel assignment Delete partner

Page 541: SAP Real Estate

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Expert Opinion: Simulating Adjustments

April 2001 541

Expert Opinion: Simulating AdjustmentsUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the appropriate adjustment type for the adjustment method and their rental

unit is assigned to an expert opinion.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Expert opinion �� Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Save

You have to activate [Seite 701] the rent adjustment so that itis copied to the lease-outs

Page 542: SAP Real Estate

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Expert Opinion: Simulating Adjustments

542 April 2001

Page 543: SAP Real Estate

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Expert Opinion: Calculating Adjustments

April 2001 543

Expert Opinion: Calculating AdjustmentsPrerequisites� Lease-outs have the appropriate adjustment type for the adjustment method and their rental

unit is assigned to an expert opinion.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Expert opinion �� Calculate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 544: SAP Real Estate

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Examples: Different Adjustment Objects

544 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 545: SAP Real Estate

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Rent Adjustments: Printing Letter/Reminder

April 2001 545

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure12. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

13. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

14. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 546: SAP Real Estate

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Activating Rent Adjustments

546 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure17. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

18. Choose the Activate function from the required adjustment method menu option.

19. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

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Activating Rent Adjustments

April 2001 547

20. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 548: SAP Real Estate

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Example LO: Selection Options for Activating

548 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 549: SAP Real Estate

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Editing Details for the Adjustment

April 2001 549

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 550: SAP Real Estate

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Displaying Rent Adjustments

550 April 2001

Displaying Rent Adjustments9. Choose Display in the required adjustment method menu option.

10. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 551: SAP Real Estate

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Reversing Rent Adjustments

April 2001 551

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure17. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

18. Choose Reverse in the menu of the required adjustment method.

19. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

20. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 552: SAP Real Estate

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Reversing Rent Adjustments

552 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 553: SAP Real Estate

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Example: Rent Adjust. Select. Opt. During Reversal

April 2001 553

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 554: SAP Real Estate

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Reversing Active Rent Adjustments

554 April 2001

Reversing Active Rent Adjustments9. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

10. Delete the corresponding condition item.

Page 555: SAP Real Estate

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Adjustment Method: Construction Measures/Modernizations

April 2001 555

Adjustment Method: ConstructionMeasures/ModernizationsUseAdjustment of selected condition types on the basis of the actual costs of a construction measureor modernization.

Prerequisites� Master data on modernization measure has been created.

� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� Rental units are assigned the measure.

IntegrationControl mechanism for the rent adjustment using the construction measures

Customizing forReal Estate

Rental unit Lease-out Adjustment run

Percentage ratedefining themaximum permittedrent increase relatedto the actual costs ofthe measure

External usage type

Percentage rate ofincrease

Apportionment factor

Adjustment type

Apportionment factor

Adjustment block percondition type

Take into accountpercentage rate ofincrease?

Adjustment ofconditions on lease-outs and/or rentalunits?

Adjustment of validconditions only in thefuture

Generate (assign)new condition typeson lease-outs and/orrental units duringadjustment?

Also adjust non-activelease-outs, i.e. lease-outs without systemstatus ACTIVE?

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Adjustment Method: Construction Measures/Modernizations

556 April 2001

FeaturesSimulation/calculationThe simulation/calculation of the rent is carried out for selected condition types and takes intoaccount the settings made in Customizing for Real Estate for chargeable rent adjustments(Overview Table: System Settings for Adjustment Methods [Seite 443] ).

If the apportionment unit is the basis for the calculationDuring the calculation, the sum total of the apportionment unit indicated is determined and thetotal costs are distributed among the rental units.

Depending on the percentage rate defined in Customizing for Real Estate, an amount isdetermined from this calculated value and distributed among 12 monthly rents, which then is therent adjustment.

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, you can change the calculated adjustment amounts manually changed for eachagreement.

Page 557: SAP Real Estate

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Adjustment Method: Construction Measures/Modernizations

April 2001 557

Overview: Rental Adjustment Construction Work/Modernization

AdjustmentAdjustmentApportionments Apportionments

Rental UnitsRental Units

NotificationNotification

Planned costs Actual costs

Change lease-outconditions

ConstructionConstructionmeasuresmeasures

Page 558: SAP Real Estate

Real Estate Management SAP AG

Construction Measures

558 April 2001

Construction MeasuresDefinitionConstruction Measures [Extern]

UseIn the master data, you specify:

� The estimated planned costs or actual costs on completion

� The rental units

� The cost distribution (per apportionment unit or direct entry)

� The assignment to the rental units

The system calculates the expected adjustment on the basis of the planned costs. The tenant isinformed of this using the standard correspondence.

Page 559: SAP Real Estate

SAP AG Real Estate Management

Creating Construction Measures: Planning Data

April 2001 559

Creating Construction Measures: Planning DataUseYou use the master record to determine the calculation basis for the rent adjustment and therental units participating in the adjustment.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Construction measure �� Construction measure �Create.

2. Enter an ID for the measure and choose the Master data function or press ENTER.

3. Enter a description of the modernization measure as well as the planning data in the groupbox Planning data. Note the following:

Planning data group box Actual data group box

Enter the estimated/planned costs for themeasure here

This data is used to inform the tenants of theplanned adjustment amount in thecorrespondence

You would not normally enter an amounthere at this stage since the actual costs arenot yet known.

4. To assign rental units to a modernization measure, choose Assign RU.

5. Select the required rental unit and choose Back.

When you save the construction measure, no obvious plausibility check of the rentalunits is carried out. If you assign more rental units than exist in the building, your entriesare transferred. However, the system only stores the existing rental units.

6. When you call up change mode, your entries for the rental units are checked and ifnecessary, automatically changed and corrected.

ResultYou have assigned rental units to a construction measure. The adjustment (planned or actual)can now be carried out for all active lease-outs of these rental units.

Page 560: SAP Real Estate

Real Estate Management SAP AG

Changing Construction Measures: Actual Costs

560 April 2001

Changing Construction Measures: Actual CostsUseOnce the construction measure is complete, the final costs are known. You enter these in thesystem as the calculation basis for the rent adjustment. You can also carry out directly a rentadjustment for the rental units and lease-outs affected by the construction measure that has justbeen processed.

PrerequisitesUsing this function, you can calculate or update a rent adjustment based on the actual costs of aconstruction measure, in the following conditions:

� An adjustment run already exists for the measure on basis of planned costs.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Construction measure �� Construction measure �Change.

2. Enter the modernization measure for which you want to create the actual costs and chooseMaster data or press ENTER.

3. Enter the actual costs in the Actual data group box.

If you want to calculate or update the adjustment on the basis of the actual costs, chooseUpdate adjustment.

ResultIf you have chosen Update adjustment, the adjustment is recalculated/updated for the lease-outsor rental units concerned.

You have to activate [Seite 701] the adjustment run in order to transfer the adjustment on thebasis of actual costs as a new condition item to the respective lease-outs or rental units.

Page 561: SAP Real Estate

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Simulating Construction Measures

April 2001 561

Simulating Construction MeasuresUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� Rental units are assigned to the measure.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Construction measure �� Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

ResultThe adjustment is made using the costs that are maintained in the construction measures, i.e.planned or actual costs are used.

The system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Page 562: SAP Real Estate

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Simulating Construction Measures

562 April 2001

Choose Back Choose Rent adjustment � Save

You have to activate [Seite 701] the rent adjustment so thatit is copied to the lease-outs

Page 563: SAP Real Estate

SAP AG Real Estate Management

Calculating Construction Measures: Planned/Actual Costs

April 2001 563

Calculating Construction Measures: Planned/ActualCostsPrerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� Rental units are assigned to the measure.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Construction measure �� Calculate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute (see also: Execute functions in the background [Seite 447]).

4. The following actions depend on the data maintained in the respective expert opinion:

Only planned costs maintained Planned and actual costs maintained

The system calculates the estimatedadjustment based on the planned costs.

You can also simulate the expectedadjustment based on planned costs usingConstruc.measures � Simulate as a basis forthe letter of notification.

In this case the system ignores theplanned costs and calculates the finaladjustment on the basis of the actualcosts.

You can also carry out the calculation ofthe adjustment in the master data of aconstructive measure based on the actualcosts while editing the expert opinion.

To continue the adjustment, choose Back.

ResultThe adjustment based on planned/actual costs is carried out.

Adjustment using planned costsYou can now inform the tenant in writing about the expected adjustment (based on plannedcosts).

Page 564: SAP Real Estate

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Calculating Construction Measures: Planned/Actual Costs

564 April 2001

Adjustment using actual costsYou have to activate [Seite 701] the adjustment run in order to transfer the adjustment on thebasis of actual costs as a new condition item to the respective lease-outs or rental units.

Page 565: SAP Real Estate

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Examples: Different Adjustment Objects

April 2001 565

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 566: SAP Real Estate

Real Estate Management SAP AG

Construction Measures: Printing Notification/Adjustment

566 April 2001

Construction Measures: PrintingNotification/AdjustmentPrerequisitesPrint notification (on basis of planned costs)There must be a corresponding adjustment run (ID identification) on planned costs to be able toprint the letters to the tenants announcing the expected adjustment.

Print notification (on basis of actual costs)There must be a corresponding activated adjustment run (user identification) on actual costs tobe able to print the letters to the tenants announcing the actual adjustment.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Construction measure �� Print.

2. Starting from this menu, you have the following options:

Action Choose

Printing letters with the planned rent adjustment Notification

Printing letters with the actual adjustment Adjustment

3. Maintain your selection criteria required and choose Execute.

ResultThe system prints the corresponding letters on adjustments for those lease-outs selected bymeans of their user identification.

The standard SAP letters inform the tenants about the planned or actual rent adjustment,depending on the respective option.

Page 567: SAP Real Estate

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Activating Rent Adjustments

April 2001 567

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure21. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

22. Choose the Activate function from the required adjustment method menu option.

23. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 568: SAP Real Estate

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Activating Rent Adjustments

568 April 2001

24. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 569: SAP Real Estate

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Example LO: Selection Options for Activating

April 2001 569

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 570: SAP Real Estate

Real Estate Management SAP AG

Editing Details for the Adjustment

570 April 2001

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 571: SAP Real Estate

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Displaying Rent Adjustments

April 2001 571

Displaying Rent Adjustments11. Choose Display in the required adjustment method menu option.

12. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 572: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

572 April 2001

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure21. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

22. Choose Reverse in the menu of the required adjustment method.

23. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

24. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 573: SAP Real Estate

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Reversing Rent Adjustments

April 2001 573

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 574: SAP Real Estate

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Example: Rent Adjust. Select. Opt. During Reversal

574 April 2001

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 575: SAP Real Estate

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Reversing Active Rent Adjustments

April 2001 575

Reversing Active Rent Adjustments11. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

12. Delete the corresponding condition item.

Page 576: SAP Real Estate

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Adjustment Method: Index-Linked Rent Adjustment

576 April 2001

Adjustment Method: Index-Linked Rent AdjustmentUseAdjustment of selected condition types based on index levels.

The possible rent adjustments are determined from the increase or reduction of the individualindices. Depending on the contract, the agreed adjustment deadlines, minimum changes andpass on percentage rate are included.

Prerequisites� You set valid index levels in Customizing for Real Estate.

� Lease-outs have the intended adjustment type for the adjustment method (setting inCustomizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

IntegrationControl mechanism for index-based rent adjustments:

Rental unit Lease-out Adjustment run

External usage type Adjustment type

Basis for calculating (indexseries, base year, adjustmentfrequency, start of the firstadjustment, percentage rate ofpassed-on index clauses aswell as specification, as ofwhich amount of index changeis to be adjusted)

Adjustment block percondition type

Adjustment of conditions on lease-outs and/or rental units?

Adjustment of valid conditions only inthe future

Generate (assign) new condition typeson lease-outs and/or rental unitsduring adjustment?

Also adjust non-active lease-outs, i.e.lease-outs without system statusACTIVE?

FeaturesIndex levelIndex levels can be determined in Real Estate Customizing using the following parameters:

� Index data

� Index series

� Base years

Alternatively, you can determine that the index has to increase or decrease by at least one pointor one percent in order for a rent adjustment to be carried out.

Page 577: SAP Real Estate

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Adjustment Method: Index-Linked Rent Adjustment

April 2001 577

Simulation/calculation

The simulation or calculation of the adjustment takes into account the flexible controlmechanisms saved on the lease-out as adjustment data:

� Adjustment per condition type, whereby different index series can be selected as an optionfor conditions of the same lease-out.

� Determining at which index level of the assigned index series the first adjustment may begin.

� Determining a monthly adjustment frequency that automatically sets the earliest possibledate for the next rent adjustment in accordance with the date of the last rent adjustment.

� Controlling the validity of the adjustment calculated by means of a temporary adjustmentdelay.

� Determining or combining the adjustment arrangements, such as:

� Adjustment is only carried out in the event of an index increase.

� Rent increase is only carried out in the event of a certain, user-defined index increaserate (absolute or percentage).

� Details of a freely definable pass-on percentage rate that determines what share of thecalculated increased is passed on to the tenant. (Overview Table: Taking Account ofPercentage Rate of Increase in Rent Adjustments [Seite 445] )

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� For lease-outs and relevant rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated in therespective objects as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval (for index-linked lease-outs subject to approval)

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, the calculated adjustment amounts can be manually changed for lease-outs subject toapproval.

Page 578: SAP Real Estate

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Maintaining Index Data

578 April 2001

Maintaining Index DataPrerequisitesThe settings are made directly in Customizing for Real Estate, therefore you need a maintenanceauthorization.

Contact your system administrator.

ProcedureStarting from the initial screen, choose Accounting � Real estate management � Tools �Current settings � Rent adjustment � Maintain index data (Customizing documentation:Maintain Index Data [Extern]).

Page 579: SAP Real Estate

SAP AG Real Estate Management

Simulating Index-Linked Rent Adjustments

April 2001 579

Simulating Index-Linked Rent AdjustmentsUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� You set valid index levels in Customizing for Real Estate.

� Lease-outs have the intended adjustment type for the adjustment method.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Index �� Simulate.

2. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.

For all further processing steps, you refer to the executed adjustments by means of thisidentification.

3. You have the following options for simulation:

Option Procedure

Only adjust lease-outs or also thecorresponding rental units?

Edit Adjustment objects group box (Examples:Different Adjustment Objects [Seite 699]

Simulation dependent on approval Choose your option in the Adjustment objectsgroup box

Subject to approval depends on theselected clause in the lease-out (Index-LinkedLO Value Guarantee Clause [Seite 199] )

You want to adjust subsequent graduatedrents in the index adjustment run as well(recommended only in combination withadjustment types graduated rent andindex-linked rent in the lease-out)

Set the Adjust subsequent conditions? indicatorunder the Parameters tab

Page 580: SAP Real Estate

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Simulating Index-Linked Rent Adjustments

580 April 2001

You want to consider sales-based rents ortheir gradings in the index adjustment (onlyin combination with adjustment types sales-based rent and index-linked rent in thelease-out)

Enter a sales-based condition in the Conditiontype field (definable in Customizing for RealEstate) under the Parameters tab and chooseyour option in the Adjust what? group box

4. Choose Execute.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Save

You have to activate [Seite 701] the rent adjustment ascondition item so that it is copied to the lease-outs or rentalunits

Page 581: SAP Real Estate

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Calculating Index-Linked Rent Adjustments

April 2001 581

Calculating Index-Linked Rent AdjustmentsPrerequisites� You set valid index levels in Customizing for Real Estate.

� Lease-outs have the intended adjustment type for the adjustment method.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� You have assigned rental units to an external usage type that makes the adjustment methodpossible.

Procedure5. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent calculation � Index �� Calculate.

6. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

7. You have the following options for simulation:

Option Procedure

Only adjust lease-outs or also thecorresponding rental units?

Edit Adjustment objects group box (Examples:Different Adjustment Objects [Seite 699]

Simulation dependent on approval Choose your option in the Adjustment objectsgroup box

Subject to approval depends on theselected clause in the lease-out (Index-LinkedLO Value Guarantee Clause [Seite 199] )

You want to adjust subsequent graduatedrents in the index adjustment run as well(recommended only in combination withadjustment types graduated rent andindex-linked rent in the lease-out)

Set the Adjust subsequent conditions? indicatorunder the Parameters tab

You want to consider sales-based rents ortheir gradings in the index adjustment (onlyin combination with adjustment types sales-based rent and index-linked rent in thelease-out)

Enter a sales-based condition in the Conditiontype field (definable in Customizing for RealEstate ) under the Parameters tab and chooseyour option in the Adjust what? group box.

8. Choose Execute.

Page 582: SAP Real Estate

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Calculating Index-Linked Rent Adjustments

582 April 2001

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 583: SAP Real Estate

SAP AG Real Estate Management

Examples: Different Adjustment Objects

April 2001 583

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 584: SAP Real Estate

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Rent Adjustments: Printing Letter/Reminder

584 April 2001

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure15. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

16. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

17. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 585: SAP Real Estate

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Activating Rent Adjustments

April 2001 585

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure25. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

26. Choose the Activate function from the required adjustment method menu option.

27. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 586: SAP Real Estate

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Activating Rent Adjustments

586 April 2001

28. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 587: SAP Real Estate

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Example LO: Selection Options for Activating

April 2001 587

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 588: SAP Real Estate

Real Estate Management SAP AG

Editing Details for the Adjustment

588 April 2001

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 589: SAP Real Estate

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Displaying Rent Adjustments

April 2001 589

Displaying Rent Adjustments13. Choose Display in the required adjustment method menu option.

14. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 590: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

590 April 2001

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure25. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

26. Choose Reverse in the menu of the required adjustment method.

27. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

28. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 591: SAP Real Estate

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Reversing Rent Adjustments

April 2001 591

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 592: SAP Real Estate

Real Estate Management SAP AG

Example: Rent Adjust. Select. Opt. During Reversal

592 April 2001

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 593: SAP Real Estate

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Reversing Active Rent Adjustments

April 2001 593

Reversing Active Rent Adjustments13. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

14. Delete the corresponding condition item.

Page 594: SAP Real Estate

Real Estate Management SAP AG

Adjustment Method: Any Conditions

594 April 2001

Adjustment Method: Any ConditionsUseIncrease or reduction of condition amounts of selected lease-outs or rental units by means ofabsolute or percentage values.

The differences from the adjustment procedure of the free adjustment are:

Any conditions Free adjustment

Adjustment of several conditions of the selectedobjects

Adjustment of a condition type of theselected objects

Prerequisites� Condition types are permitted for the adjustment method (setting in Customizing for Real

Estate).

� Lease-outs have the intended adjustment type for the adjustment method (setting inCustomizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure (settingin Customizing for Real Estate).

IntegrationControl mechanism for the adjustment of user-defined conditions

Rental unit Lease-out Adjustment run

External usage type

Percentage rate of increase

Adjustment type

Adjustment block percondition type

Take into account percentage rateof increase?

Only adjust valid conditions in thefuture?

Adjustment of conditions on lease-outs and/or rental units?

Adjustment of valid conditions onlyin the future

Generate (assign) new conditiontypes on lease-outs and/or rentalunits during adjustment?

Also adjust non-active lease-outs,i.e. lease-outs without systemstatus ACTIVE?

Page 595: SAP Real Estate

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Adjustment Method: Any Conditions

April 2001 595

FeaturesSimulation/calculationThe simulation/calculation of the rent is carried out for selected lease-outs for each selectedcondition type.

� Relative increase (in percent)

� Total increase

� Increase per area unit

� Total new amount

� New amount per area unit

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, you can change the calculated adjustment amounts manually changed for eachagreement.

Page 596: SAP Real Estate

Real Estate Management SAP AG

Simulating an Adjustment Using Any Conditions

596 April 2001

Simulating an Adjustment Using Any ConditionsUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Condition types are permitted for the adjustment method (setting in Customizing for Real

Estate).

� Lease-outs have the intended adjustment type for the adjustment method (setting inCustomizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure (settingin Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Any conditions ��Simulate.

2. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute to simulate the adjustment.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose SaveYou have to activate [Seite 701] the rent adjustment so that itis copied to the lease-outs.

Page 597: SAP Real Estate

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Simulating an Adjustment Using Any Conditions

April 2001 597

Page 598: SAP Real Estate

Real Estate Management SAP AG

Calculating Adjustment Using Any Conditions

598 April 2001

Calculating Adjustment Using Any ConditionsPrerequisites� Condition types are permitted for the adjustment method (setting in Customizing for Real

Estate).

� Lease-outs have the intended adjustment type for the adjustment method (setting inCustomizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure (settingin Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

Procedure4. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Any conditions �� Calculate.

5. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

6. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 599: SAP Real Estate

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Examples: Different Adjustment Objects

April 2001 599

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 600: SAP Real Estate

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Rent Adjustments: Printing Letter/Reminder

600 April 2001

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure18. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

19. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

20. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 601: SAP Real Estate

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Activating Rent Adjustments

April 2001 601

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure29. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

30. Choose the Activate function from the required adjustment method menu option.

31. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 602: SAP Real Estate

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Activating Rent Adjustments

602 April 2001

32. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 603: SAP Real Estate

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Example: Rent Adjust. Select. Opt. During Reversal

April 2001 603

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 604: SAP Real Estate

Real Estate Management SAP AG

Editing Details for the Adjustment

604 April 2001

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 605: SAP Real Estate

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Displaying Rent Adjustments

April 2001 605

Displaying Rent Adjustments15. Choose Display in the required adjustment method menu option.

16. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 606: SAP Real Estate

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Reversing Rent Adjustments

606 April 2001

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure29. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

30. Choose Reverse in the menu of the required adjustment method.

31. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

32. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

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Reversing Rent Adjustments

April 2001 607

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 608: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

608 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 609: SAP Real Estate

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Reversing Active Rent Adjustments

April 2001 609

Reversing Active Rent Adjustments15. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

16. Delete the corresponding condition item.

Page 610: SAP Real Estate

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Adjustment Method: Cost Efficiency Analysis

610 April 2001

Adjustment Method: Cost Efficiency AnalysisUseThis function is primarily designed to represent the adjustment of lease-outs and rental unitsbased on the cost rent [Extern] of a cost efficiency analysis (German law).

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� You have assigned rental units to an external usage type that enables the adjustmentmethod (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� You have maintained master data for the cost efficiency analysis.

IntegrationControl mechanism for the cost efficiency analysis

On rental unit On lease-out For adjustment run

External usage type

Percentage rate ofincrease

Adjustment type

Adjustment block percondition type

Take into account percentage rate ofincrease?

Adjustment of conditions on lease-outsand/or rental units?

Adjustment of valid conditions only in thefuture?

Generate (assign) new condition typeson lease-outs and/or rental units duringadjustment?

Also adjust non-active lease-outs, i.e.lease-outs without system statusACTIVE?

FeaturesSimulation/calculationThe system calculates the new rent for each condition type specified according to the calculationbasis of a cost efficiency analysis.

Adjustment objectsYou can choose how the adjustment is updated:

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

Page 611: SAP Real Estate

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Adjustment Method: Cost Efficiency Analysis

April 2001 611

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, you can change the calculated adjustment amounts manually changed for eachagreement.

Page 612: SAP Real Estate

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Cost Efficiency Analysis

612 April 2001

Cost Efficiency AnalysisDefinitionCost efficiency analysis [Extern]

UseCovering costs of real estateThe master record of the cost efficiency analysis forms the basis for determining the cost rent[Extern] relevant to your real estate portfolio.

For selected rental units of a business entity (BE) or for the entire business entity, the systemdetermines if the current rent covers the costs by comparing expenses and revenues (time-dependently).

Calculating expenseThe system calculates the expense [Extern] on the basis of the data entered in the financing planand the current expenses; the expense calculation takes account of:

� Time-dependent factors

� Financing type or expense type (you define these details yourself)

� Distribution keys (also user-defined)

Passing on expensesThese expenses form the basis for the rent adjustment. You can:

� Change the amounts

� Determine which amount is used for the rent adjustment

StructureA cost efficiency analysis (CEA) consists of a main cost efficiency analysis (MCEA) and apartial cost efficiency analysis (PCEA).

You use the PCEA to map different usage categories of the MCEA. For example, you can divideyour entire real estate portfolio in the MCEA into "privately financed" or "publicly subsidized" toallow you to calculate the expense based on different data.

You create an additional calculation if additional costs are incurred for a partial cost efficiencyanalysis for which authorization has already been given. The PCEA and the additional calculationare the final valid calculation basis for adjusting the rent of your real estate portfolio.

LayoutThe layout of a PCEA or additional calculation is adapted to the requirements of the CalculationRegulations (German law) with regard to the following factors:

� Total costs

� Financing plan

� Current expenses and revenues

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Cost Efficiency Analysis

April 2001 613

The system automatically checks if the amounts entered in the financing plan match the totalcosts for each specified time.

IntegrationRental unit / lease-outYou assign participating rental units to the PCEA or additional calculation by specifying their areafactors.

You can define your own criteria to determine how an assigned rental unit participates in the costefficiency analysis.

For example, you can exempt rental units assigned to the PCEA from the CEA (= no rentadjustment) although current expenses are incurred on them; in this case the system apportionsthe current expenses of these particular rental units to the other rental units participating in theCEA.

Page 614: SAP Real Estate

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Editing Cost Efficiency Analysis

614 April 2001

Editing Cost Efficiency AnalysisUseTo provide the calculation basis for the adjustment run.

ProcedureTo perform the activities listed in the table, choose Accounting � Real estate management �Rent adjustment � Country specifics � Germany: Cost efficiency analysis � Cost efficiencyanalysis � Create or Change.

Function Menu

(Goto � Otheroptions)

Information

Determine validity period andusage category

General data screen To enter other costs for anauthorized cost efficiency analysis,create an additional calculation[Extern] for a partial CEA

Assign the rental unitsinvolved

Rental unit assignmentscreen

Here you can also specify for eachrental unit if other rental units areapportioned to these currentexpenses or not

Enter total costs Total costs screen

Create financing plan Financing plan screen

In the validity period of a partial CEAor an additional calculation, the sumof the total costs and the financingplan have to be identical all times

Enter the current expenses asthe calculation base for theexpense [Extern]

Current expensesscreen

You can assign individual items ofcurrent expenses to rental units;

You can also specify if an item is tobe used as a calculation base for therent adjustment at all

Overview (comparison) ofcurrent expenses and rentrevenue of all partial oradditional calculations of themain cost efficiency analysis

Overviewexpenses/revenuescreen

Purely for information; the datadisplayed is not relevant foradjustments

Determine amounts for therent adjustment

Rent adjustment datascreen

ResultYou have

a. Calculated the expense for each item of current expense to be considered as a rentadjustment amount

b. Specified which rental units or lease-outs are to participate in the rent adjustment

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Editing Cost Efficiency Analysis

April 2001 615

You have to trigger the rent adjustment with another function (Implementing Cost EfficiencyAnalysis [Seite 618]).

Page 616: SAP Real Estate

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Simulating Cost Efficiency Analysis

616 April 2001

Simulating Cost Efficiency AnalysisUseUse this function to simulate a rent adjustment. This simulation can be subsequently saved ascalculation so that you do not have to repeat the calculation using the Calculate function.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� Rental units are assigned to an external usage type that permits the adjustment method(setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� You have maintained master data for the cost efficiency analysis.

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Country specifics �

Germany: Cost efficiency analysis �� Cost efficiency analysis �� Simulate.

2. Enter your selection and adjustment criteria.

The user ID, validity date and adjustment type identify the adjustment run. Assignthis identification once only.For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute to simulate the adjustment.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment in the calculated form. If yousave the simulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Choose Back Choose Save.You have to activate [Seite 701] the rent adjustment so that itis copied to the lease-outs.

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Simulating Cost Efficiency Analysis

April 2001 617

Page 618: SAP Real Estate

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Implementing Cost Efficiency Analysis

618 April 2001

Implementing Cost Efficiency AnalysisPrerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� Rental units are assigned to an external usage type that permits the adjustment method(setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� You have maintained master data for the cost efficiency analysis.

Procedure4. Choose Accounting � Real estate management � Rent adjustment � Country specifics �

Germany: Cost efficiency analysis �� Cost efficiency analysis �� Simulate.

5. Enter your selection and adjustment criteria.

The user ID, validity date and adjustment type identify the adjustment run. Assignthis identification once only.For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

6. Choose Execute.

Execute Functions in the Background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

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SAP AG Real Estate Management

Examples: Different Adjustment Objects

April 2001 619

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 620: SAP Real Estate

Real Estate Management SAP AG

Activating Rent Adjustments

620 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure33. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

34. Choose the Activate function from the required adjustment method menu option.

35. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 621: SAP Real Estate

SAP AG Real Estate Management

Activating Rent Adjustments

April 2001 621

36. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 622: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

622 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 623: SAP Real Estate

SAP AG Real Estate Management

Editing Details for the Adjustment

April 2001 623

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 624: SAP Real Estate

Real Estate Management SAP AG

Displaying Rent Adjustments

624 April 2001

Displaying Rent Adjustments17. Choose Display in the required adjustment method menu option.

18. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 625: SAP Real Estate

SAP AG Real Estate Management

Reversing Rent Adjustments

April 2001 625

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure33. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

34. Choose Reverse in the menu of the required adjustment method.

35. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

36. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 626: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

626 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 627: SAP Real Estate

SAP AG Real Estate Management

Example: Rent Adjust. Select. Opt. During Reversal

April 2001 627

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 628: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

628 April 2001

Reversing Active Rent Adjustments17. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

18. Delete the corresponding condition item.

Page 629: SAP Real Estate

SAP AG Real Estate Management

Adjustment Method: Garage Rent

April 2001 629

Adjustment Method: Garage RentUseThis function adjusts selected condition types to garage rent.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� Lease-outs have rental units with the following internal usage types assigned to their externalusage types in Customizing for Real Estate:

� 04 Comm.parking space

� 05 Priv. parking space

� 09 Mixed parking space

� Rental units are assigned to an external usage type that permits the adjustment method(setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

IntegrationControl mechanism for the adjustment of the garage rent

On rental unit On lease-out For adjustment run

External usage type

Percentage rate ofincrease (OverviewTable: Taking Account ofPercentage Rate ofIncrease in RentAnpassung [Seite 445])

Adjustment type

Adjustment block percondition type

Take into account percentage rate ofincrease?

Adjustment of conditions on lease-outsand/or rental units?

Adjustment of valid conditions only in thefuture?

Generate (assign) new condition typeson lease-outs and/or rental units duringadjustment?

Also adjust non-active lease-outs, i.e.lease-outs without system statusACTIVE?

FeaturesSimulation/calculationThe simulation/calculation of the rent is carried out for selected lease-outs for each selectedcondition type.

� Relative increase (in percent)

� Total increase

Page 630: SAP Real Estate

Real Estate Management SAP AG

Adjustment Method: Garage Rent

630 April 2001

� Increase per area unit

� Total new amount

� New amount per area unit

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, the calculated adjustment amounts can be manually changed for each lease-out.

Page 631: SAP Real Estate

SAP AG Real Estate Management

Simulating a Garage Rent Adjustment

April 2001 631

Simulating a Garage Rent AdjustmentUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� Lease-outs have rental units with the following internal usage types assigned to their externalusage types in Customizing for Real Estate:

� 04 Comm.parking space

� 05 Priv. parking space

� 09 Mixed parking space

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Free adjustment garages ��Simulate.

2. Enter data as required.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute to simulate the adjustment.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Page 632: SAP Real Estate

Real Estate Management SAP AG

Simulating a Garage Rent Adjustment

632 April 2001

Choose Back Choose Save

You have to activate [Seite 701] the rent adjustment inthe lease-outs or the rental units so that it is copied tothe lease-outs

Page 633: SAP Real Estate

SAP AG Real Estate Management

Calculating a Garage Rent Adjustment

April 2001 633

Calculating a Garage Rent AdjustmentPrerequisites� Lease-outs have the intended adjustment type for the adjustment method.

� Lease-outs have rental units with the following internal usage types assigned to their externalusage types in Customizing for Real Estate:

� 04 Comm.parking space

� 05 Priv. parking space

� 09 Mixed parking space

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Rent specifications ��Free adjustment garages ��Calculate.

2. Enter data as required.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 634: SAP Real Estate

Real Estate Management SAP AG

Examples: Different Adjustment Objects

634 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 635: SAP Real Estate

SAP AG Real Estate Management

Rent Adjustments: Printing Letter/Reminder

April 2001 635

Rent Adjustments: Printing Letter/ReminderPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category.

SAP delivers standard letters for rent adjustments. You can create your ownstandard letters (refer to: Correspondence [Seite 798]).

Procedure21. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

22. Choose Print for the required adjustment run.

Adjustment letter Approval reminder

Prints rent adjustment letters for selectedlease-outs

Prints a reminder for selected subject-to-approval rent adjustments for which areminder has been sent to tenant butresponse not yet received

23. Enter your selection criteria and choose Execute.

ResultThe system prints the letter to the requested recipients.

Page 636: SAP Real Estate

Real Estate Management SAP AG

Activating Rent Adjustments

636 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure37. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

38. Choose the Activate function from the required adjustment method menu option.

39. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 637: SAP Real Estate

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Activating Rent Adjustments

April 2001 637

40. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 638: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

638 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 639: SAP Real Estate

SAP AG Real Estate Management

Editing Details for the Adjustment

April 2001 639

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 640: SAP Real Estate

Real Estate Management SAP AG

Displaying Rent Adjustments

640 April 2001

Displaying Rent Adjustments19. Choose Display in the required adjustment method menu option.

20. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 641: SAP Real Estate

SAP AG Real Estate Management

Reversing Rent Adjustments

April 2001 641

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure37. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

38. Choose Reverse in the menu of the required adjustment method.

39. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

40. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 642: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

642 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 643: SAP Real Estate

SAP AG Real Estate Management

Example: Rent Adjust. Select. Opt. During Reversal

April 2001 643

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 644: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

644 April 2001

Reversing Active Rent Adjustments19. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

20. Delete the corresponding condition item.

Page 645: SAP Real Estate

SAP AG Real Estate Management

Adjustment Method: Area Change

April 2001 645

Adjustment Method: Area ChangeUseIncrease or reduction of condition amounts in selected lease-outs or rental units with the Changeof area-related condition types in the master record of that object.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� Rental unit / lease-out has a reference area [Seite 58] or a condition type which is assigneda specific area type (setting in Customizing for Real Estate).

� The values for the reference areas or area type for the condition are not updated in themaster data of object but changed.

IntegrationControl mechanism for the adjustment of conditions with the area changes:

Rental unit Lease-out Only for adjustment run (bulkchange)

External usage type

Reference areas

Percentage rate ofincrease

Adjustment type

Reference areas

Adjustment block percondition type

Take into account percentage rateof increase?

Adjust only for increase?

Only adjust valid conditions in thefuture?

Adjustment of conditions on lease-outs and/or rental units?

Adjustment of valid conditionsonly in the future

Generate (assign) new conditiontypes on lease-outs and/or rentalunits during adjustment?

Also adjust non-active lease-outs,i.e. lease-outs without systemstatus ACTIVE?

FeaturesYou can calculate the new condition amounts in two ways:

� You can immediately update condition amount when changing the area size in the masterrecord of that object.

Page 646: SAP Real Estate

Real Estate Management SAP AG

Adjustment Method: Area Change

646 April 2001

� You can update condition amount later in the bulk process.

Simulation/calculation (bulk process)The simulation or calculation of the condition amounts is made using the new areas andmultiplying the area size by the amount for each area unit.

Adjustment objects (bulk process)You can choose how the adjustment is updated:

� Only for lease-outs

� Only for rental units

� For both lease-outs and rental units

Examples: Different Adjustment Objects [Seite 699]

ActivateYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease-outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes. The systemautomatically copies the due date of the original transaction.

Optionally, you can change the calculated adjustment amounts manually changed for eachagreement.

Page 647: SAP Real Estate

SAP AG Real Estate Management

Simulating Adjustment due to Area Change

April 2001 647

Simulating Adjustment due to Area ChangeUseYou use this function to simulate a rent adjustment. This simulation can be subsequently savedas calculation. This way you do not have to repeat the calculation using Calculate.

Prerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� Rental unit / lease-out has a reference area or a condition type which is assigned a specificarea type (setting in Customizing for Real Estate).

� The values for the reference areas or area type for the condition are not updated in themaster data of object but changed.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Area change � Simulate.

2. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifiesthe adjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute to simulate the adjustment.

ResultThe condition position is adjusted in accordance to the new sizes of the reference area or thecondition type of condition.

The system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease-out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment as calculated. If you save thesimulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Page 648: SAP Real Estate

Real Estate Management SAP AG

Simulating Adjustment due to Area Change

648 April 2001

Choose Back Choose Save

You have to activate [Seite 701] the rent adjustment so that itis copied to the lease-outs.

Page 649: SAP Real Estate

SAP AG Real Estate Management

Adjustment Calculation due to Area Change

April 2001 649

Adjustment Calculation due to Area ChangePrerequisites� Lease-outs have the intended adjustment type for the adjustment method (setting in

Customizing for Real Estate).

� Rental units are assigned to an external usage type that makes the adjustment methodpossible (setting in Customizing for Real Estate).

� Rental unit / lease-out has a reference area or a condition type which is assigned a specificarea type (setting in Customizing for Real Estate).

� The values for the reference areas or area type for the condition are not updated in themaster data of object but changed.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Area change � Calculate.

2. Enter your selection and adjustment criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.For all further processing steps, you refer to the executed adjustments by means of thisidentification.

Examples: Different Adjustment Objects [Seite 699]

3. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe condition position is adjusted in accordance to the new size of the reference area or thecondition type for the condition.

The adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease-out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease-outs or rental units.

Page 650: SAP Real Estate

Real Estate Management SAP AG

Examples: Different Adjustment Objects

650 April 2001

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 651: SAP Real Estate

SAP AG Real Estate Management

Area Change Adjustment: Printing Letter

April 2001 651

Area Change Adjustment: Printing LetterPrerequisites� You have implemented the adjustment.

� You have defined the standard letter and correspondence activity category

SAP delivers standard letters for rent adjustments. You can create your own standard letters(refer to: Correspondence [Seite 798]).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment � Area change � Print.

2. Enter your selection criteria and choose Execute.

ResultThe system prints the letters on adjustments for those lease-outs selected by means of their useridentification.

The standard SAP letters inform the tenants about the planned rent adjustments.

Page 652: SAP Real Estate

Real Estate Management SAP AG

Activating Rent Adjustments

652 April 2001

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure41. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

42. Choose the Activate function from the required adjustment method menu option.

43. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 653: SAP Real Estate

SAP AG Real Estate Management

Activating Rent Adjustments

April 2001 653

44. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 654: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

654 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 655: SAP Real Estate

SAP AG Real Estate Management

Editing Details for the Adjustment

April 2001 655

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 656: SAP Real Estate

Real Estate Management SAP AG

Displaying Rent Adjustments

656 April 2001

Displaying Rent Adjustments21. Choose Display in the required adjustment method menu option.

22. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 657: SAP Real Estate

SAP AG Real Estate Management

Reversing Rent Adjustments

April 2001 657

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure41. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

42. Choose Reverse in the menu of the required adjustment method.

43. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

44. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 658: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

658 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 659: SAP Real Estate

SAP AG Real Estate Management

Example: Rent Adjust. Select. Opt. During Reversal

April 2001 659

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 660: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

660 April 2001

Reversing Active Rent Adjustments21. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

22. Delete the corresponding condition item.

Page 661: SAP Real Estate

SAP AG Real Estate Management

Rent Adjustment: Switzerland

April 2001 661

Rent Adjustment: SwitzerlandUseAdjustment of selected condition types according to Swiss law.

The system supports the following adjustment methods based on Swiss law:

� Absolute factors

� Standard local rent

� Gross yield not breaking even

� Relative factors

� Increase rate not cleared

� Change to mortgage loan rates

� Cost-of-living and operating costs increase rate not cleared

Rent reserveDepending on the default settings, the system calculates the corresponding rent reserve duringan adjustment run.

Prerequisites� Valid indices are determined in Real Estate Customizing

� Swiss law has been assigned to the business entity

� Lease outs of the business entity have the intended adjustment type for the adjustmentmethod (standard 6 country specific). (Setting in the Real Estate Customizing).

� Rental units are assigned to an external usage type that enables the adjustment method(setting in the Real Estate Customizing).

IntegrationBusiness entity Rental unit Lease out Adjustment run

Swiss tenancylaw

Location (foradjustment withrelative factors)

External usage type

Additional Data RentAdjustmentSwitzerland

Condition types forthe standard localrent and for thereserve fromcomprehensiveimprovement/renovation investment

Adjustment type

Adjustment block percondition type

See Swissspecifications:Simulate/calculaterental adjustment[Seite 663]

Page 662: SAP Real Estate

Real Estate Management SAP AG

Rent Adjustment: Switzerland

662 April 2001

FeaturesIndex levelsThe following index levels relevant for rent adjustments can be determined:

� Price increase indexes

� Reference mortgage loan rate and adjustment rates

Simulation/calculationSimulation/calculation of the rent is carried out per selected condition type for the required leaseouts or rental units.

ActivatingYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes, the systemautomatically copies the due date of the original transaction.

Page 663: SAP Real Estate

SAP AG Real Estate Management

Swiss Specifications: Simulating/Calculating Rent Adjustments

April 2001 663

Swiss Specifications: Simulating/Calculating RentAdjustmentsPrerequisites� Swiss law has been assigned to the business entity.

� Lease-outs of the business entity have the intended adjustment type for the adjustmentmethod (standard setting 6 country specific). (Setting in Customizing for Real Estate).

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

� Rental units are assigned to an external usage type that permits the adjustment method(setting in Customizing for Real Estate).

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Country specifics �

Swiss law �� Simulate or calculate.

2. Enter your selection criteria.

The user ID, validity date and adjustment type identify the adjustment run. Assignthis identification once only.For all further processing steps, you refer to the adjustments made using thisidentification.

Activity Tab Procedure

You only want to pass on rent increasesand not any rent reductions resulting fromthe rent adjustment

Select the Adjust only forincreases field

Determine validity of adjustment

Parameters

Edit the Valid from date andNext normal date of noticefields (Example [Seite 673])

You want to adjust the rent reserve fromcomprehensive renovation andinvestment in the same relationship asthe adjustment based on relative factors

Select the Added value on adj.reserve field (Example [Seite666])

You want to first pass on rent reductions(for adjustment based on relative factors)to the rent reserve, and only then to therent once the reserve has been exhausted

Procedure

Select the Forward reductionto rent reserve field.

You also have the option ofprioritizing the rent reservesrequired for this.

(Example [Seite 667])

Page 664: SAP Real Estate

Real Estate Management SAP AG

Swiss Specifications: Simulating/Calculating Rent Adjustments

664 April 2001

Adjust rent based on gross yield Select the Marginal gross yieldfield. (See also Additional Datafor Swiss Rent Adjustment[Seite 65])

Adjust rent based on standard local rent Select the Rent inaccordance with locality field

Update adjusted, standard local rent in therental unit as new rent

Select the Adjustment typicallocal rent field

Adjust rent based on interest series andindex series

Maintain the fields in the groupbox Relative method (Example[Seite 674])

Restrict adjustment to a certain amount(percentage, absolute, area unit)

Limits If the adjustment amountexceeds the value definedhere, the excess amount ispassed on to the rent reserve(added value)

3. Choose Execute.

Execute Functions in the Background [Seite 447]

Page 665: SAP Real Estate

SAP AG Real Estate Management

Determining Reference Interest Rates for Rent Adjustments

April 2001 665

Determining Reference Interest Rates for RentAdjustmentsUseTo determine time-dependent interest rates in order to make rent adjustments according torelative factors using an interest reference.

PrerequisitesThe settings are made directly in Real Estate Customizing, therefore you need a maintenanceauthorization.

Contact your system administrator.

ProcedureStarting from the initial screen, choose Accounting � Real estate management � Tools �Current settings � Rent adjustment � Switzerland: maintain reference interest rates(Customizing documentation [Extern]).

Page 666: SAP Real Estate

Real Estate Management SAP AG

Example Rent Reserve Adjustment

666 April 2001

Example Rent Reserve Adjustment Starting pointThe following values exist:

– Old rent: 1000 SFR

– Reserve from comprehensive renovation/improvements: 200 SFR

You have set the indicator for the rent reserve adjustment.

An increase of 15 % (in other words, 150 SFR) was determined due to theadjustment using the relative factors.

Result of adjustment– New rent: 1150 SFR (1000 + 15%)

– Rent reserve: 230 SFR (200 + 15%)

Page 667: SAP Real Estate

SAP AG Real Estate Management

Example: Rent Reserve and Rent Reduction

April 2001 667

Example: Rent Reserve and Rent Reduction Starting pointThe following values exist:

– Old rent: 1000 SFR

– Reserve from comprehensive renovation/improvements: 30 SFR

– Rent reserve from standard local rent: 45 SFRstandard local rent: 1045)

The following adjustments were determined due to an adjustment using relativefactors:

– Rent reduction due to a decrease in the mortgage loan rate: 50 SFR

– Rent increase due to price increase index: 60 SFR

Result of adjustmentExample 1 [Seite 668] : Forward reduct. to rent res. indicator not set

Example 2 [Seite 669] : Forward reduct. to rent res. indicator setResPrio investm.: 1 / ResPrio-Locality: 2

Example 3 [Seite 670] : Forward reduct. to rent res. indicator setResPrio investm.: 2 / ResPrio-Locality: 1

Example 4 [Seite 671] Forward reduct. to rent res. indicator setResPrio investm.: 1 / ResPrio-Locality: 0

Example 5 [Seite 672] Forward reduct. to rent res. indicator setResPrio investm.: 0 / ResPrio-Locality: 1

Page 668: SAP Real Estate

Real Estate Management SAP AG

Example 1

668 April 2001

Example 1Result after adjustment:

– New rent: 1010 SFR (old rent + 60 - 50)

– Rent reserve (investm.): Unchanged

– Rent reserve (std. local): 35 SFR (1045-1010)

Page 669: SAP Real Estate

SAP AG Real Estate Management

Example 2

April 2001 669

Example 2Result after adjustment:

– Rent reserve (investm.): 0 SFR (30 -60)

– New rent: 1060 SFR (old rent + 60)

– Rent reserve (std. local): 0 SFR (1045-1060)

Page 670: SAP Real Estate

Real Estate Management SAP AG

Example 3

670 April 2001

Example 3Result after adjustment:

– Rent reserve (std. local): 0 SFR

– Rent reserve (investm.): 15 SFR

– New rent: 1060 SFR

Page 671: SAP Real Estate

SAP AG Real Estate Management

Example 4

April 2001 671

Example 4Result after adjustment:

– Rent reserve (investm.):0 SFR

– New rent: 1040 SFR

– Rent reserve (std. local): 5 SFR

Page 672: SAP Real Estate

Real Estate Management SAP AG

Example 5

672 April 2001

Example 5Result after adjustment:

– Rent reserve (investm.): 30 SFR

– New rent: 1045 SFR

– Rent reserve (std. local): 0 SFR

Page 673: SAP Real Estate

SAP AG Real Estate Management

Example Validity Date Rent Adjustment (CH)

April 2001 673

Example Validity Date Rent Adjustment (CH)In Switzerland, you can carry out a rent adjustment only for the next possible date of notice.Starting from the periods of notice in the lease-out master data, the validity date of theadjustment is calculated, whereby two situations have to be taken into account:

A. Notice periods are maintained on the lease-outThe date maintained in the Effective from (earliest) field is used as a basis for calculatingthe periods of notice.

Starting point

- Date in the Effective from (earliest) field: 01.03.96

- Notice period of a lease-out: 2 months for the end of the quarter

Result

The lease-out is adjusted with effect from July 1st 1996 (if the rent adjustment wasactivated).

B. Notice periods are not maintained on the lease-outIf you have not specified a notice period in the lease-out, the adjustment becomeseffective from the date entered in the Next normal date of notice field.

Page 674: SAP Real Estate

Real Estate Management SAP AG

Swiss Specifications: Adjustment Based on Relative Factors

674 April 2001

Swiss Specifications: Adjustment Based on RelativeFactorsHere you determine by selection which relative adjustment procedures are used for theadjustment run.

In the Adjust index to status of date fields of the respective adjustment procedure, enter the datespecifying the status of the current interest or index series, according to which an adjustment isto be carried out.

Following the adjustment (adjustment is effective), the status of the index series or interest seriesis copied into the additional data of the rental units as new status.

Starting point

The current rent is based on the status of the mortgage loan rate on 01/01/95 andthe price increase rate from 04/01/95.

Due to the new status of the two factors from 01/01/96, you adjust a lease-outeffective from 07/01/1996.

Result

In addition to the adjustment of the rent as of the effective-from date, the new statusof the mortgage loan rate and price increase rate (01/01/96) is also updated in theadditional data of the rental unit.

See also: Editing Rental Unit: Additional Data Rent Adjustment Switzerland [Seite 65]

Page 675: SAP Real Estate

SAP AG Real Estate Management

Examples: Different Adjustment Objects

April 2001 675

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 676: SAP Real Estate

Real Estate Management SAP AG

Swiss Specifications: Activating Rent Adjustments

676 April 2001

Swiss Specifications: Activating Rent AdjustmentsPrerequisitesYou have carried out an adjustment run (user identification).

Procedure1. Choose Accounting � Real estate management � Rent adjustment � Country specifics �

Swiss law �� Activate.

2. Enter your selection criteria.You have the following options in the selection screen:

Options Procedure

You do not want to activate all rent adjustmentsof one adjustment run (User-ID(s) or Valid fromdate)

Select the lease-outs for which you want toactivate the rent adjustment in the Businessentity, Rental unit, Lease-out fields.

Example LO: Selection Option for Activating[Seite 704]

You want to release all adjustments of an objectselection to be activated

This date is copied to the selectedadjustments but can be manually changed.

Otherwise the approval date proposal has tobe added manually to each adjustment of alease-out in order to activate it.

You want to activate directly all adjustments ofan object selection

Flag the Activate directly? field

3. Choose Execute.

Only selected adjustments are activated.

Activity Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail[Seite 679]

Display rent reserves of all contracts Rent reserve

Display rent reserves of one contract The contract and then LO reserve

Do not activate adjustment A selected adjustment and then Selectionon/off

Select all adjustments or reset all selections Select all or Deselect all

Do not activate adjustment(s) Back

Activate all selected adjustments Activate.

This updates the adjustment in the lease-outs on the dates specified in theadjustment run

Page 677: SAP Real Estate

SAP AG Real Estate Management

Swiss Specifications: Activating Rent Adjustments

April 2001 677

Page 678: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

678 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 679: SAP Real Estate

SAP AG Real Estate Management

Rent Adjustment Switzerland: Editing Detailed Adjustment Data

April 2001 679

Rent Adjustment Switzerland: Editing DetailedAdjustment Data

1. Maintain your changes.

If Then

You want to change the adjustmentamount,

enter your change in the Increase field.

The system does not acceptamounts that exceed the definedmaximum amounts (settings in RealEstate Customizing).

You want to display and edit furtherdetails (original adjustment data, newand old status of the adjustment data),

choose Additional data.

Group box Original increase:

displays originally calculatedincrease/reduction, regardless of whether it wasforwarded completely or not.

Group box New status:

releases the current status of the index/interestseries or gross yield, according to which theadjustment was carried out.

Group box Old status:

displays the current status of the index/interestseries prior to the adjustment.

You want to reset data to their originalstatus after having made changes,

choose Reset data.

2. Save your changes.

Choose Back to return to the corresponding edit screen.

Page 680: SAP Real Estate

Real Estate Management SAP AG

Swiss Specifications: Displaying Rent Reserves

680 April 2001

Swiss Specifications: Displaying Rent Reserves1. Choose Accounting � Real estate management � Rent adjustment � Country specifics �

Swiss law �� Display �� Rent reserve.

2. Enter your selection criteria.

Activity Select

Display all rent reserves of the contracts Default settings per location field

Display certain rent reserves The required reserves.

In this case, the Default settings per location mustnot be selected.

3. Choose Execute.

ResultA list of rent reserves for the selected contracts valid on the specified key date is displayed(Example [Seite 681]).

You can display or print any calculation errors using the functions provided.

Page 681: SAP Real Estate

SAP AG Real Estate Management

Example List of Rent Reserves

April 2001 681

Example List of Rent Reserves CoCd BE RU LO Old

RentNewrent

Basis forreserve

Olddate

Oldvalue

Newdate

Newvalue

Res% Absol. reserve

0001 1 5 0001.00005.01

1000

01Incr.consumer prices [Seite682]

01/01/89

100.00 11/01/95

145.00 18.00 180.00

02 Mortgageloan rate[Seite 683]

04/01/95

9.00 01/26/96

8.5 3.920 32.92

04 COL/OC[Seite 684]

04/01/95

12/01/95

0.582 0.582 5.82

08 Standardlocal [Seite685]

01/26/96

1045.00

4.5 45.00

09 Grossyield [Seite686]

7.00 9.00 22.222 285.71

11Renov./Improv. [Seite 687]

26.01.96

30.00 0.3 30.00

Page 682: SAP Real Estate

Real Estate Management SAP AG

List of Rent Reserves: Increase of Consumer Prices

682 April 2001

List of Rent Reserves: Increase of Consumer PricesThe following is displayed here:

� The index status of the "country-specific index of the consumer prices" defined inCustomizing for the location as well as the date, on which the currently valid rent is based.

� The most recent index status displayed for the key date.

The percentage rate of this index increase that is passed on is also defined in Customizing.

The current rent in the example is based on the country-specific index of consumer prices from01/01/1989, which corresponds to a status of 100 points.

The most recently maintained status before the key date is the status from 11/01/1995 with 145points. The index has therefore increased by 45 %, 40 % of which (defined in Customizing) canbe passed on to the tenant, which corresponds to a rent reserve of 18 % or 180 SFR.

Page 683: SAP Real Estate

SAP AG Real Estate Management

List of Rent Reserves: Mortgage Loan Rate Change

April 2001 683

List of Rent Reserves: Mortgage Loan Rate ChangeThe following is displayed here:

� The status of the mortgage loan rate, that is defined in Customizing for the regional locationfor the date, on which the currently effective rent is based.

� The most recent mortgage loan rate displayed on the key date.

The percentage of the mortgage loan rate that is passed on to the tenant is defined inCustomizing.

The current rent in the example is based on the mortgage loan rate from 04/01/1995 with 9 %.

The mortgage loan rate effective on the key date 01/26/1996 is 8.5%.

The result is a rent reduction of 3.92 % in accordance with the rules defined in Customizing (1.96% per quarter percentage point).

Page 684: SAP Real Estate

Real Estate Management SAP AG

List of Rent Reserves: Increase in Cost of Living/Operating Costs

684 April 2001

List of Rent Reserves: Increase in Cost ofLiving/Operating CostsThe following is displayed here:

� The date, on which the currently effective rent is based.

� The percentage points, by which the cost-of-living and operating costs index has changed inthe mean time (up to the most recent status before the key date).

In the example, the current rent is based on the status of 04/01/1995, the last status maintainedbefore the key date is from December 1995.

For the cost-of-living and operating costs index, the percentage difference compared with theprevious year is maintained in Customizing for each month.An increase of the index of 0.5% for two months has been maintained and an increase of 1% for6 months.

In total, this results in a rent increase of

(2 x 0.5% + 6 x 1%) / 12 = 0.583 %

Page 685: SAP Real Estate

SAP AG Real Estate Management

List of Rent Reserves: Standard Local

April 2001 685

List of Rent Reserves: Standard LocalHere the standard local rent maintained in the rental unit is displayed for the key date, 1045francs in the example.

Page 686: SAP Real Estate

Real Estate Management SAP AG

List of Rent Reserves: Gross Yield Not Breaking Even

686 April 2001

List of Rent Reserves: Gross Yield Not Breaking EvenHere the "current gross yield" maintained on the rental unit is displayed as "old value" and the"break-even gross yield" as "new value".

In the example, the current gross yield amounts to 7 %, the break-even gross yield 9 %. Thisresults in a potential rent of (current rent * 9% / 7%) = 1285.71 SFR and a reserve of:

Potential rent - Current rent = 285.71 SFR

The percentage reserve is displayed here based not on the current rent but on the potential rent.

Page 687: SAP Real Estate

SAP AG Real Estate Management

List of Rent Reserves: Renovation/Improvement

April 2001 687

List of Rent Reserves: Renovation/ImprovementHere the "Reserve from the comprehensive renovation/improvement" maintained on the rentalunit is displayed on the key date, 30 SFR in the example.

Page 688: SAP Real Estate

Real Estate Management SAP AG

Displaying Rent Adjustments

688 April 2001

Displaying Rent Adjustments23. Choose Display in the required adjustment method menu option.

24. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 689: SAP Real Estate

SAP AG Real Estate Management

Reversing Rent Adjustments

April 2001 689

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure45. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

46. Choose Reverse in the menu of the required adjustment method.

47. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

48. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

Page 690: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

690 April 2001

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 691: SAP Real Estate

SAP AG Real Estate Management

Example: Rent Adjust. Select. Opt. During Reversal

April 2001 691

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 692: SAP Real Estate

Real Estate Management SAP AG

Reversing Active Rent Adjustments

692 April 2001

Reversing Active Rent Adjustments23. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

24. Delete the corresponding condition item.

Page 693: SAP Real Estate

SAP AG Real Estate Management

Rent Adjustment: The Netherlands - Representative Lists of Rents in Points

April 2001 693

Rent Adjustment: The Netherlands - RepresentativeLists of Rents in PointsUseAdjustment of selected condition types according to Dutch law.

IntegrationControl mechanism for the rent adjustment using the representative list of rents in points

Business entity Rental unit Lease out Adjustment run

Representativelist of rents inpoints

Location (ifadjustment isaccording tolocationdependentcriteria. Specialcalculationmethod 01 ->defined in theCustomizing)

External usage type

Number of points(each according tosetting in the RealEstate Customizing)

Fixtures and fittingscategory of therepresentative list ofrents

Percentage rate ofincrease

Condition typeappreciation valuesurcharge

Adjustment type

Adjustment block percondition type

Take into accountpercentage rate ofincrease?

Take into accountappreciation valuesurcharge?

Adjust only forincrease?

Adjustment ofconditions on leaseouts and/or rentalunits?

Adjustment of validconditions only in thefuture?

Generate (assign)new condition typeson lease outs and/orrental units duringadjustment?

Also adjust non-activelease outs, i.e. leaseouts without systemstatus ACTIVE?

Prerequisites� Valid representative list of representative list of rents in points is determined in Real Estate

Customizing.

� Representative list of rents in points is assigned to a business entity.

� Lease outs have the intended adjustment type for the adjustment method (setting in the RealEstate Customizing).

� You have assigned rental units to an external usage type that enables the adjustmentmethod.

Page 694: SAP Real Estate

Real Estate Management SAP AG

Rent Adjustment: The Netherlands - Representative Lists of Rents in Points

694 April 2001

FeaturesRepresentative list of rentsDifferent representative lists of rents can be defined in the system. The values tables can eitherbe filled on the basis of a points system or with fixed amounts.

Simulation/calculationThe simulation/calculation of the rent is carried out per selected condition type for the selectedlease outs.

Adjustment objectsYou can choose how the adjustment is updated:

� Only for lease outs

� Only for rental units

� For lease outs and rental units

ActivatingYou have to activate the adjustment run so that calculated adjustments are updated on therespective lease outs or rental units as valid condition items.

When activating, you have to specify per agreement:

� Date of tenant approval

� Date from which the adjustment is valid

� Date from which, in the case of retroactive condition changes, subsequent payments canbe posted to the tenant account

If a credit note has to be issued due to retroactive condition changes, the systemautomatically copies the due date of the original transaction.

Page 695: SAP Real Estate

SAP AG Real Estate Management

Maintaining Representative Lists of Rents

April 2001 695

Maintaining Representative Lists of RentsPrerequisitesYou need a maintenance authorization as these settings have to be made in Customizing forReal Estate.

Contact your system administrator to get maintenance authorization.

Procedure3. Choose Accounting � Real estate management � Tools � Current settings � Rent

adjustment

4. Either

a. Maintain the representative list of rents (Customizing documentation) by ��, MaintainRepresentative List of Rents or

b. Create your own calculation basis for the representative list of rents (Customizingdocumentation) by choosing ��Edit individual list of rents

Page 696: SAP Real Estate

Real Estate Management SAP AG

Simulating Adjustments

696 April 2001

Simulating AdjustmentsUseUse this function to simulate a rent adjustment. This simulation can be subsequently saved ascalculation so that you do not have to repeat the calculation using Calculate.

Prerequisites� Representative list of rents is assigned to a business entity.

� Lease outs of the business entity have the intended adjustment type for the adjustmentmethod (setting in Customizing for Real Estate).

� Rental units of the business entity are assigned to an external usage type for which theadjustment method can be used.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure4. Choose Accounting � Real estate management � Rent adjustment � Rent calculation �

Representative list of rents �� Simulate.

5. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.

For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

6. Choose Execute.

ResultThe system displays a list with all details relevant to the adjustment.

If you want to display detailed data on the rent adjustment, position your cursor on the requiredlease out and choose the detail [Seite 703] function.

You can exit the simulation without saving the data or you can save the simulation as calculation.

Save the simulation only if you want to keep the adjustment in the calculated form. If yousave the simulation, you have calculated the rent adjustment.

Exit simulation without saving Save simulation as calculation

Page 697: SAP Real Estate

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Simulating Adjustments

April 2001 697

Choose Back Choose Rent Adjustment � Save.

You have to activate [Seite 701] the rent adjustment in thelease outs or the rental units so that it is copied to the leaseouts

Page 698: SAP Real Estate

Real Estate Management SAP AG

Calculating Adjustments

698 April 2001

Calculating AdjustmentsPrerequisites� Representative list of rents is assigned to one business entity.

� Lease outs of the business entity have the intended adjustment type for the adjustmentmethod (setting in Customizing for Real Estate ).

� Rental units of the business entity are assigned to an external usage type for which theadjustment method can be used.

� The system only adjusts conditions that are permitted for this adjustment procedure(Customizing settings).

Procedure4. Choose Accounting � Real estate management � Rent adjustment � Rent calculation �

Expert opinion �� Representative list of rents ��Calculate.

5. Enter your selection criteria.

The user ID together with the effective from date and the adjustment type identifies theadjustment run. Assign this identification once only.

For all further processing steps, you refer to the adjustments made using thisidentification.

Examples: Different Adjustment Objects [Seite 699]

6. Choose Execute.

Execute functions in the background [Seite 447]

ResultThe adjustment of the selection is calculated and displayed in the result list.

If you want to display detailed data on the rent adjustment or to change the adjustment result,position your cursor on the required lease out and choose the detail [Seite 703] function.

You have to activate [Seite 701] the rent adjustment as condition item so that it is copied to thelease outs or rental units

Page 699: SAP Real Estate

SAP AG Real Estate Management

Examples: Different Adjustment Objects

April 2001 699

Examples: Different Adjustment ObjectsIn the Adjustment objects group box, you determine whether the adjustment run takes account ofrental units OR lease-outs, or BOTH objects.

Additional parameters can be used to control the adjustment run.

Effect of Adjustment objects and Parameters on the adjustment

Adjustment objectindicator

Valid parameters in thegroup boxes

Examples

Only adjust lease-outs LO/RU parameter

Lease-out adjustment

Refer to detailed F1documentation for these fields

Only adjust rental units LO/RU parameter

Rental unit adjustment

Refer to detailed F1documentation for these fields

Adjust both Base object

LO/RU parameter

Lease-out adjustment

Rental unit adjustment

Refer to detailed F1documentation on these fieldsor sample calculation (seebelow)

Sample calculation for adjusting both objects

Lease-out 4711 (with rental unit 11) is selected for an adjustment run with the indicator Adjustboth. Depending on the settings in the parameters for the base objects group box, the followingresults are possible:

Object Previousrent(USD)

New rent with an adjustmentof 10% with indicator set

Lease-out Rental unit Separatecalculation

Lease-out 4711

Basic rent500

550 1100 550

Rentalunit 11

Basic rent1000

550 1100 1100

If the base object Lease-out is blocked for adjustment, the rental unit will also not beadjusted.

Page 700: SAP Real Estate

Real Estate Management SAP AG

Printing Correspondence and Reminders

700 April 2001

Printing Correspondence and RemindersPrerequisites� You have carried out an adjustment (user identification exists).

� You have defined the standard letter and correspondence activity category

SAP delivers standard letters for rent adjustments. You can create your own standard letters(see Correspondence [Seite 798]).

Procedure3. Accounting � Real estate management � Rent adjustment � Calculation ��

Representative list of rents ��Calculate.

Adjustment letter Apartm.val. NL Approval reminder

Choose this menu option if youhave created the representativelist of rents according to Germanstandards

Choose a relevantcorrespondence activity category

Choose this menu option ifyou have created therepresentative list of rentsaccording to the Dutch pointsystem

Choose a relevantcorrespondence activitycategory

Prints a reminder forselected subject-to-approvalrent adjustments for which areminder has been sent totenant but response not yetreceived

4. Enter your selection criteria and choose Execute.

ResultThe system prints the corresponding letters to the recipients of your choice.

The standard SAP letters inform the tenants about the planned rent adjustments.

Page 701: SAP Real Estate

SAP AG Real Estate Management

Activating Rent Adjustments

April 2001 701

Activating Rent AdjustmentsUseYou first have to activate adjustment runs so that the adjustment amounts calculated for thecondition types are updated in the corresponding rental units or lease-outs.

The debit position only takes account of the new amounts on the date specified once theadjustment has been activated; however you can still change the adjustment amounts in any ofthe objects.

PrerequisitesYou have an adjustment run (user identification).

Procedure45. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

46. Choose the Activate function from the required adjustment method menu option.

47. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to activate all rentadjustments of one adjustment run (User-ID(s) or Valid from date)

Select the lease-outs or rental units forwhich you want to activate the rentadjustment in the Business entity, Rentalunit, Lease-out fields

Example Rent Adjustment: SelectionOptions For Activating [Seite 704]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to directly release all subject-to-approval adjustments of a lease-out selectionfor activation Enter the required date in the Approval date

proposal field

This date is copied to the selectedadjustments but can still be manuallychanged

Otherwise you have to add the approvaldate to each individual subject-to-approvaladjustment for a lease-out to be able toactivate them

You want to activate directly all adjustmentsof an object selection

Enter the required date in the Approval dateproposal field and flag the Activate directly?field

Page 702: SAP Real Estate

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Activating Rent Adjustments

702 April 2001

48. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf you have selected the Activate directly? field, the system activates the adjustment and updatesthe respective lease-outs or rental units as new condition items.

If you have not selected the Activate directly? field, you get a list of adjustments for furtherediting:

Action Choose

Edit adjustment (change amount, enterapproval/rejection)

The required adjustment and then Detail [Seite703]

Reset all selections or reselect all adjustments Deselect all or Select all function (foradjustments subject to approval, the lease-outs selected are only those for which anapproval date has been entered)

Do not carry out activation Back

Activate all selected adjustments Activate

The adjustment is thus copied to therespective lease-outs or rental units as anew condition item with the specified date

Page 703: SAP Real Estate

SAP AG Real Estate Management

Editing Details for the Adjustment

April 2001 703

Editing Details for the AdjustmentUseYou can change a simulated or calculated adjustment for a rental agreement or rental unit; youcan also

� Change adjustment amount

The system does not accept amounts that exceed the legal maximum amountsdefined in Customizing for Real Estate.

� Specify a change amount

� Create an approval or rejection for an adjustment subject to approval or set a reminder levelfor the approval

You can only activate an adjustment if you have set a date in the Approval on field.

PrerequisitesA particular adjustment method prevents you from processing the data (Overview Table: SystemSettings for Adjustment Methods [Seite 443])

Page 704: SAP Real Estate

Real Estate Management SAP AG

Example LO: Selection Options for Activating

704 April 2001

Example LO: Selection Options for Activating Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

You now want to activate an adjustment for business entities 1 and 25.

ProcedureEnter in the User identification field Example run and for the business entity usingindividual value selection the business entities 1 and 25.

Page 705: SAP Real Estate

SAP AG Real Estate Management

Displaying Rent Adjustments

April 2001 705

Displaying Rent Adjustments25. Choose Display in the required adjustment method menu option.

26. Using this menu, you can display the following information:

Protocols Adjustments

Displays a list of all saved protocols containingthe following information:

� Adjustment method

� Valid-from date

� User ID

� Date/time of the run

Using Choose, you can call up a log.

Displays a list which is dependent on theselection parameter you have chosen. In thislist, the following information can be called upfor the selected rental adjustments (lease-outor rental unit):

� Adjusted condition type

� Absolute old/new rent or acc. to areaunits

� Rent permitted by law

� Reason text

� Date for theapproval/adjustment/activation/reversal/last adjustment

� …

Page 706: SAP Real Estate

Real Estate Management SAP AG

Reversing Rent Adjustments

706 April 2001

Reversing Rent AdjustmentsPrerequisitesThis function only reverses inactive adjustments.If you want to reverse active adjustments, you have to delete [Seite 709] the correspondingcondition item in the object where the reversal is to be made.

Procedure49. Starting from the general menu, choose Accounting � Real estate management � Rent

adjustment.

50. Choose Reverse in the menu of the required adjustment method.

51. Maintain your selection criteria.

You have the following options in the selection screen:

Options Procedure

You do not want to reverse all rentadjustments of one or several adjustmentruns (User-ID(s) or Valid from date).

Select the lease-outs or rental units for whichyou want to activate the rent adjustment in theBusiness entity, Rental unit, Lease-out fields

Example Rent Adjustment: Selection Optionsfor Reversal [Seite 708]

You want to have adjustments done forlease-outs once the tenant has approved

Set the indicator in the Selection acc. tocategory and status group box

You want to define a proposal reversaldate for all adjustments of an objectselection

Enter the required date in the Reversal datefield

This date is copied to the selected adjustmentsbut can still be manually changed

Otherwise you have to enter manually thereversal date for each lease-out/rental unitadjustment

You want to reverse all adjustments of anobject selection

Enter the required date in the Reversal datefield and flag the Reverse directly? field

52. Choose Execute.

Execute functions in the background [Seite 447]

ResultIf the Reverse directly? field is flagged, the system reverses the adjustment for the respectivelease-outs/rental units with the Reversal date entered.

If the Reverse directly? field is not marked, you receive a list of adjustments for further editing:

Action Choose

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Reversing Rent Adjustments

April 2001 707

Exclude individual adjustments from beingreversed

The required adjustment and then Edit �Selection on/off

Reset all selections or reselect alladjustments

Deselect all or Select all

Display details of the adjustment The required adjustment and then the Detailfunction

No reversal Back

Reverse all selected adjustments Reverse

Page 708: SAP Real Estate

Real Estate Management SAP AG

Example: Rent Adjust. Select. Opt. During Reversal

708 April 2001

Example: Rent Adjust. Select. Opt. During Reversal Starting pointYou have carried out an adjustment run for all lease-outs of business entities 1, 2,and 25 (for example, with user identification: Example run)

However you only want to carry out a reversal of the (not activated !!) adjustment.ProcedureEnter in the User identification field, Example run and in the business entity field,business entity 2.

Page 709: SAP Real Estate

SAP AG Real Estate Management

Reversing Active Rent Adjustments

April 2001 709

Reversing Active Rent Adjustments25. Go into the change mode of the object to be reversed:

Lease-out (active): Accounting � Real estate management ��Rental � Lease-out �Change � Conditions of active lease-outs.

Lease-out (not active): Accounting � Real estate management ��Rental � Lease-out� Change � Master data lease-out.

Rental unit: Accounting � Real estate management � Master data � Rental unit �Change.

26. Delete the corresponding condition item.

Page 710: SAP Real Estate

Real Estate Management SAP AG

Rent Adjustment: Austria

710 April 2001

Rent Adjustment: AustriaUseAdjustment of selected condition types according to the Austrian adjustment method which isbased on a combination of the adjustment methods, graduated rent and index-linked rent.

Prerequisites� You set valid index levels in the Real Estate Customizing.

� Lease outs have the intended adjustment type for the both adjustment methods (setting inthe Real Estate Customizing).

� You have assigned rental units to an external usage type that enables the adjustmentmethod (setting in the Real Estate Customizing).

IntegrationControlling mechanism for the adjustment according to Austrian methods

Rental unit Lease out Adjustment run index-linked rentadjustment

External usage type Primary adjustment type forgraduated rent

Secondary adjustment typefor the index-linked rentadjustment

Basis for calculatinggraduated rent and index-linked rent (index series,base year, adjustmentfrequency, start of the firstadjustment, percentage rateof passed-on index clausesas well as specification, as ofwhich amount of indexchange is to be adjusted)

Adjustment block percondition type

Adjustment of valid conditions onlyin the future (subsequent conditions[Seite 711])?

Adjustment of conditions on leaseouts and/or rental units?

Generate (assign) new conditiontypes on lease outs and/or rentalunits during adjustment?

Also adjust non-active lease outs,i.e. lease outs without system statusACTIVE?

Activating1. You set the graduation on a graduated lease out [Seite 168]

2. You have to start an index-linked rent adjustment [Seite 581] for each condition type startingfrom the date from which the new graduation is valid.

Page 711: SAP Real Estate

SAP AG Real Estate Management

Example: Adjust Subs. Conditions for Index-Linked LO

April 2001 711

Example: Adjust Subs. Conditions for Index-Linked LO

Starting Point

You want to adjust a graduated rent for 07/01/1995 using an index adjustment. Theindex has increased from 100 to 110 points (thus approx.10%).

Result

The adjustment run for the index-linked rent adjustment with the Adjust subsequentconditions indicator produces the following result:

ConditionsBefore the Adjustment After the Adjustment

01/01/94: 1000 USD 01/01/94: 1000 USD

01/01/95: 1100 USD 01/01/95: 1100 USD

07/01/95: 1210 USD

01/01/96: 1200 USD 01/01/96: 1320 USD

01/01/97: 1300 USD 01/01/97: 1430 USD

Page 712: SAP Real Estate

Real Estate Management SAP AG

Third-Party Management

712 April 2001

Third-Party ManagementPurposeR/3 Real Estate third-party management comprises:

� Management contract: This contains the contractual regulations between manager andowner of objects concerning the tasks of the manager and the respective assessment ofthese tasks (fees).

� Fee settlements taking account of periodic (for instance monthly) or event-driven (forinstance the rental of a particular rental unit) fees.

� Owner settlement: Settlement of costs and revenues of the manager placed on the owner.

Implementation ConsiderationsInstall this component if you act as the manager of external rental properties.

Page 713: SAP Real Estate

SAP AG Real Estate Management

Third-Party Management

April 2001 713

Third-Party ManagementPurposeIf you are the operator of third-party rental properties, you use a management contract to specifywith the owner/owners which objects are to be managed to which conditions.

Using a flexible fee calculation and calculation form you specify the fee share to be invoiced tothe payer.

The company-specific differentiation of fee types ensures that flat-rate, event-related and object-related activities of the management are taken into account. Periodic fees guarantee you aregular monthly or quarterly share. On the other hand, fees, even event-driven ones such as atenant changeover to implemented or the sale of an object can be defined.

You use object-related fees to compensate for the increase of management time and expenseincurred by objects that are hard to rent by assigning these objects increased fee amounts.

Manager and owner are stored in the system as two companies; each one having a distinctcompany code. This ensures proper accounting as well as transparency in business since thetwo company codes ensure that there is a distinction made in accounting between expense andrevenues to be paid by the manager as well as the owner.

Process FlowI Company code

Check that:

� a company code of the manage and a company code of the objects to be managed havebeen set (Real Estate Customizing).

� In Real Estate Customizing, the indicator for management contract has been set for thesecompany codes.

� In the case of a subsequent owner settlement, the indicator for the Owner management is setin the Customizing for the object to be managed.

II Editing partners for third-partner managementThe following parameters are necessary to make the postings for the management debit position(periodic fees), for the management costs settlement (event-driven fees), and for the ownersettlement (settlement costs/revenues to owners):

Fees Settlement Owner settlement

Page 714: SAP Real Estate

Real Estate Management SAP AG

Third-Party Management

714 April 2001

Company code of the managerHere you have to create a customer thatrepresents all owners of the objects to bemanaged.

Company code of the objects to be managedHere you have to create vendor thatrepresents the manager of the objects.

You create the partners via FinancialAccounting.

For the owner settlement, you have to assignthe owners (role category 0800 Owner) withtheir property shares to each real estateobject.The total of the property shares has toamount to 100% for each object.

You have to assign the respective vendoraccount (of the owner) to all owners.

You create the owners via the real estate-specific partner management.

III Editing master data of the managed objectsAll real estate objects managed

� have to be maintained in the company code of the objects.

� have to have the system status Released [Seite 970].

� have the owners with their property shares assigned as business partners.

IV Editing management contractCreate a management contract and assign the vendors, customers, objects to be managed andfees. Activate the contract

IV Carrying out postings/settlementsIn return for the management of real estate objects on behalf of the owners, the managerreceives a corresponding fee.

Posting periodic feesYou post periodic fees using a debit position and the following posting procedures:

� Revenue posting to the management contract with a posting of costs to the customer(representing the owners) in the manager’s company code.

� Posting of costs to the real estate objects managed with revenue posting to the vendor (=manager) in the company code of the objects managed.

� The costs are displayed proportionately on the managed or assigned real estate objects.

Posting event-driven feesContrary to periodic fees, event-driven fees are posted using their own settlement function.

In this case, you have to first create and then settle the events that lead to a fee receivable, asdefined in the management contract.

The posting procedures are the same as those for the management contract debit position.

Owner settlementBy means of the owner settlement, periodic and event-driven fees are charged proportionatelyto the owners of the objects managed after the debit position or management cost settlement.

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SAP AG Real Estate Management

Third-Party Management

April 2001 715

ResultYou are stored as two distinct companies in the system - as manager and owner of the rentalproperties. This ensures proper accounting as well as transparency in business since there is adistinction made in accounting between expense and revenues:

� Fee receivables arising from the management activities are entered as revenue appear onthe management profit and loss statement. On the other hand, these receivables areconsidered as payments in the owners’ accounts for fee settlement and owner settlementpayment.

� Costs arising from management are listed in the loss and profit statement of the owner.

The following situation arises in the company code of the managed objects:

Revenues Costs

From the rental of the managed objects thatthe manager has earned appear on thelease-out.May also appear on the real estate objects(for instance resulting from sales of themanaged objects).

In connection with fee receivables to beinvoiced to the owners appear on the realestate objects concerned.

For the management and maintenance of themanaged objects also appear on the objects inquestion.

A balance is created out of the revenues and costs, which the manager normally pays to theowners (Revenues > Costs).

Should the revenues be smaller than the costs, the manager claims the balance from the owners.

The following situation arises in the manager’s company code:

The revenues (fee receivables) from the management activities appear on the managementcontract and are entered in the manager’s balance sheet.

Page 716: SAP Real Estate

Real Estate Management SAP AG

Management Contracts

716 April 2001

Management ContractsDefinitionContracts between the owner of real estate and the real estate manager according to which themanager manages the real estate on behalf of the owner. The following is specified inmanagement contracts:

� The objects to be managed

� The fees agreed upon for managing the objects

UseThe management contract represents the contractual relationship between a real estate manager(= R/3 user) and the owners of the real estate objects.

In this case, the owners do not manage the real estate objects themselves but entrust themanager with this task.

FeesIn return for services rendered, the manager receives a corresponding fee that can consist ofseveral fee types:

� Periodic fees

� The fee is due after certain periods (for example, monthly). The settlement is then carried outperiodically by means of a debit position.

� Event-driven fees

� The fee is due when a certain event occurs (for example, tenant changeover).

� Object-related fees

� You may assign periodic and event-driven fee types to the management contract as a wholeas well as to the individual Real estate objects that are being managed. Consequently youcan define fees or calculate them for each individual object of the management contract.

Fee calculationYou define a permitted calculation rule for the fees in Customizing for Real Estate using threedifferent factors:

� Fee type for which the amount is being calculated

� Calculation method

� This determines how the fee amount can be determined, for example as a fixed amount, as afixed amount per object, or a share of a calculation base in % (for example, current basic rentof the rental unit, costs for construction work, purchase price, sales price).

� Selection type

� This determines whether a fee calculation is carried out using the calculation form for acertain object or object-independently.

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SAP AG Real Estate Management

Management Contracts

April 2001 717

The permitted combinations of calculation form and selection type are determined inCustomizing for Real Estate and can be combined as required in the Real Estate component.

IntegrationFor posting reasons you have to process the management contract in a company code (CC)other than that in which the objects themselves are managed:

CC management contract CC managed objects

Account assignment of the revenues for eachcontract (fees)

Account assignment of the managementcosts (fees) for the individually managedReal Estate objects

Page 718: SAP Real Estate

Real Estate Management SAP AG

Editing Management Contract

718 April 2001

Editing Management Contract You can create, change, display a management contract. Below follows a descriptionon how to create a management contract.

1. Starting from the general menu, choose Accounting � Real estate management �Third-party management..

2. Choose Management contract � Management contract � Create.

3. Enter your data and choose the General data function or press ENTER.

You branch to the General Data screen.

You have to create a management contract in a different company code than theobjects to be managed.

Starting from this screen, maintain the following data:

Editing Management Contract: General Data [Seite 719]

Editing Management Contract: Business Partner [Seite 720]

Editing Management Contract: Assigning Objects [Seite 722]

Editing Management Contract: Editing Fees [Seite 724]

Editing Management Contract: Additional Functions [Seite 728]

4. Save your entries.

If Then

you choose Management contract � Save, the management contract is not taken intoaccount during the debit position.

choose Management contract �Save/Activate,

the partner contract is activated and takeninto account during the debit position.

Only possible in change mode(Management contract ®Change).

Page 719: SAP Real Estate

SAP AG Real Estate Management

Editing Management Contract: General Data

April 2001 719

Editing Management Contract: General Data1. Editing group box Term data

If you enter the contract start and validity period, the system automatically calculates thecontract end.

2. Editing group box Allocation

Here you can set up a link to a business area and a profit center [Seite 940].

3. Editing group box Notice data

Here you can maintain data for the notice.

4. Editing group box Status

Choose Edit � Functions to carry out activities that change the status [Seite 967] of themanagement contract.

For more information on the status, see Status Management [Extern].

Page 720: SAP Real Estate

Real Estate Management SAP AG

Editing Management Contract: Business Partner

720 April 2001

Editing Management Contract: Business PartnerRequirementThe respective company code has a vendor and a customer.

You can create the required vendors or customers using the menu option of themanagement contract. To do so, choose Management contract � Vendor orCustomer menu.

Procedure1. Choose Partner

2. Edit posting reason partner:

Assign the vendor and customer:

a) Company code of manager

Here you assign a customer who represents all owners of the objects managed.

b) Company code of the objects managed

Here you assign a vendor who acts as manager of the objects.

You can lock/unlock the posting procedures in the company codes using the functionDeselect relation.

3. Editing correspondence:Choose Correspondence partner.

Action Choose

Create partner Create partner

Position the cursor on the required role and pressENTER.

You can now edit partners for the role category[Seite 132]

Assign partner (from client) with role Assign partner

Position the cursor on the required role in thedialog box and press ENTER.

You can now assign a partner with the chosen rolecategory [Seite 139].

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Editing Management Contract: Business Partner

April 2001 721

Display or copy role types for partner Role types

You define role types for role categoriesin Real Estate Customizing.

Edit assigned partner Choose partner

You can now edit [Seite 133] the master data forthe business partner.

Cancel assignment Delete partner

After you have edited the partner, you branch back to the management contract viaBack.

4. Edit account determination [Seite 731] group box.

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Editing Management Contract: Assigning Objects

722 April 2001

Editing Management Contract: Assigning Objects1. Choose the Managed objects function.

2. In the group box Real estate objects, enter the objects to be managed.

If Then

you want to include the objects subordinate to an object, select the Includinghierarchy field.

Press ENTER to display thenumber of objects in thegroup box Number

you want expand or collapse the hierarchy of an object, position the cursor on anobject with the hierarchy IDand choose the Expandhierarchy or Compresshierarchy function.

You want to remove an object/object hierarchy from thecontract

place the cursor on theobject/hierarchy and selectDelete object.

You want to edit the allocation period of an object/objecthierarchy

place the cursor on theobject/hierarchy and selectallocation periods.

If you create a subordinate object for anobject with the hierarchy ID, the hierarchy isnot updated automatically. You have to dothis manually. (Example [Seite 723])

3. Press ENTER to carry out a plausibility check.

The system allows you to assign objects to several management contracts. In thiscase, however, services performed once are calculated several times with thesettlement of the contracts.

You receive a warning for this.

The system automatically copies the term data as allocation period of the objects forthe contract.

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Examples: Updating Object Hierarchy Mgnt Contract

April 2001 723

Examples: Updating Object Hierarchy Mgnt Contract Starting pointYou have created a management contract with the business entity (BE) 2000including the hierarchy ID assigned to it. This BE has 25 rental units assigned to it.

Changing the hierarchyYou create two new rental units for BE 2000. When you call up the managementcontract again, you can see from the No.RU field that no update has taken place.

ProcedureYou update the hierarchy, proceed as follows:

1. Delete the selection for the Inc. hier field.

2. Press ENTER.

3. Reselect the Inc. hier. field.

4. Press ENTER.The No. BE field is updated.

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Real Estate Management SAP AG

Editing Management Contract: Fees

724 April 2001

Editing Management Contract: FeesIf Then

you want to assign periodic fees, Choose Periodicfees

you want to assign event-driven fees. Choose Eventfees

Further processing is almost the same in both cases.

You can set a jurisdiction code [Seite 834] for each feetype for the relevant Customizing settings.

1. Choose the required fee filter.

By means of this filter, you control the display of the fee types in the group box Periodicfees or Event-driven fees.

In the group box Periodic fees or Event-driven fees, enter the required fee types.

If you want to assign object-related fees to the management objects (function Managedobjects.), then you have to maintain the respective fee type here as well.

With in the periodic fees processing, you have the following further options:

Action Procedure

Edit tax code, payment frequency,payment method, calculation on monthlybasis

enter the data in the respective fields.

If you want to maintain differentdata values for the individualfee types, you cannot assignthese to the same conditiontype (settings in Real EstateCustomizing).

In this case the debit positiondoes not work.

Change the payment period display Select payments per month Changepayment periods in the group box: Month -> Quarter -> Half-year -> Year

2. To determine the required amount for each fee type, position the cursor on a fee type andchoose the Calculation forms function.

If Then

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Editing Management Contract: Fees

April 2001 725

you have chosen object-related fee types, you receive a list of the possible objects tochoose from.

Select the objects, to which you want toassign an object-related fee, and choosethe Calculation form function.

you have not chosen any object-relatedfee types,

you branch directly to calculation formsprocessing screen.

3. Enter your data in the group box Calculation forms.

Enter the net amount for periodic fees when dealing with fixed amounts: the systemcalculates the gross amount in accordance with the settings in the field Sales tax in thegroup box Periodic Fees.

It is defined in Real Estate Customizing which calculation forms can be combinedwith which selection type.

Action Choose

Update result of calculation choose the Recalculate function or press ENTER.

Change key date of calculation the Change key date function.

4. Choose Back.

You return to the screen of the periodic or event-driven fees.

Object-related fees assigned to the management contract can be assigned to areal estate object and edited by means of a different procedure: Editing ManagementContract: Object-Related Fees [Seite 726]

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Real Estate Management SAP AG

Editing Management Contract: Object-Related Fees

726 April 2001

Editing Management Contract: Object-Related FeesPrerequisitesA requirement is that for the real estate objects, corresponding object-related fee types havebeen assigned to the management contract (Example [Seite 727]).

ProcedureThe procedure is the same both for object-related event-driven and periodic fees.

1. Within the Managed Objects function, position the cursor on the real estate object, towhich you want to assign an event-driven fee and choose Extras � Object-related fees� Obj-rel. period.fees or Obj-rel. event.fees

You receive a list of the fees allowed for the object.

2. To edit the fee amounts, select the required fee types and choose the Calculation formsfunction.

3. Enter your data in the group box Calculation forms.

It is defined in Real Estate Customizing which calculation forms can be combinedwith which selection type.

4. To receive the result of the calculation, press ENTER.

5. Choose Back.

You return to the screen of the objects to be managed.

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Example: Object-Related Fee Types

April 2001 727

Example: Object-Related Fee Types Starting pointYou create a management contract with the business entity (BE) 2000 including thehierarchy assigned to it as a managed object.You want to assign the following object-related fees to this business entity:

– Monthly basic fee per management contract (periodic fee): USD 200

– Fee per tenant changeover within the BE (event-driven fee): USD 50

ProcedureYou must assign the object-related fee types to the respective objects usingPeriod. fees or Event. fees before you can edit the object-related fee amountsusing the appropriate functions. You can enter the fee amounts in this processingstep.

Once you have done this, you can assign object-related fees to further objects, editor change them using Extras � Object-related fees � Obj-rel. period. fees andObj-rel.event. fees.

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Real Estate Management SAP AG

Editing Management Contract: Additional Functions

728 April 2001

Editing Management Contract: Additional FunctionsMenu Function

Extras � User data... Displays which user created and/or changed the object.Goto � Status � Display status [Seite 980]

� Set/reset user status [Seite 979]

Extras � Assignments �Document management/Opticalarchive

Link to document management and optical archive.

Environment � Changedocuments � For field

Displays the change documents for a field.

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SAP AG Real Estate Management

Changing Management Contracts: Active Mgt Contracts

April 2001 729

Changing Management Contracts: Active Mgt Contracts1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management.

2. Choose Management contract � Management contract ��Change active contract.

3. Maintain your changes.

If you want to display the actual records of the current cash flow (follow-up postings areonly updated after debit position!), choose the Cash flow (actual) [Seite 730] function.

4. Save your entries.

ResultThe following changes to the master data make follow-up postings necessary:

� Changes to the settlement amount of the fee types that have already been enteredand posted in the cash flow (actual records)

� Insertion of additional objects that are assigned to the contract in a period that hasalready been posted (debit position)

� Changed contract term data within already posted periods

The cash flow is only updated during the next debit position.

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Real Estate Management SAP AG

Editing Management Contract: Cash Flow

730 April 2001

Editing Management Contract: Cash Flow1. You receive an overview of the actual records of all periodic fees of a management

contract.

2. The settlement amount including sales tax and due date

If you use the Jurisdiction code [Seite 834] then the amounts for the sales tax canvary from those amounts that are to be posted.

Reason: The tax calculation based on jurisdiction code is dependent on the postingor document date; this cannot be seen when the cash flow is displayed.

Therefore, the due date for the calculation is used for the display.

a) For the corresponding condition type

b) For the corresponding flow type

c) For the debit position ID [Seite 793]

3. You can edit the list using the menu function in more than one way.

4. To return to the processing of the management contract, choose Back.

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Fees Settlement Periodic Fees

April 2001 731

Fees Settlement Periodic FeesUseIn return for the management of real estate objects on behalf of the owners, the managerreceives a corresponding fee.

You use this function to settle periodic fee types.

PrerequisitesOnly fee types of active management contracts are taken into account.

FeaturesPeriodic fee receivables are posted:

� As revenues from the management activities and are entered in the manager’s balance sheet

� As costs on the Real Estate objects concerned

Account determinationYou can set two parameters for the account determination in the Real Estate Customizing:

� Flow typededuced from the conditions in a management contract

� Account determination key 2must be maintained directly in the master data of the rental units and agreementsconcerned

Advantage: A different account determination control is possible for each managementcontract.

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Real Estate Management SAP AG

Management Contract Simulating Debit Position

732 April 2001

Management Contract Simulating Debit PositionPrerequisitesThe requirement here is that all involved objects have system status Released (see also StatusReal Estate Objects: Mass Release [Seite 109]).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management.

2. Choose Postings � Mgt cntrt.debit pos. � Simulate.

3. Maintain your selection criteria and choose Execute.

ResultBy means of this function, you can select all flow records not yet posted up to the specifiedmonth for the fee type and present them as simulation.

You can display the following information in the posting log:

� Document overview, line item

� Master data real estate object, G/L account, account receivable, account payable

� Real estate account assignment

To do this, position the cursor on the required line and choose the respective function.

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SAP AG Real Estate Management

Management Contract: Carrying Out Debit Position

April 2001 733

Management Contract: Carrying Out Debit PositionPrerequisitesThe requirement here is that all involved objects have system status Released (see also StatusReal Estate Objects: Mass Release [Seite 109]).

– Prior to the final debit position, carry out a simulation [Seite 732] first to eliminate the

errors documented in the error log.

– Have your system administrator create a background job that automatically starts thedebit position in the required intervals.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management.

2. Choose Postings � Mgt cntrct. debit pos. � Execute.

3. Maintain your selection criteria and choose Execute.

ResultBy means of this function

� all flow records not yet posted for the periodic fee types up to the specified month areselected.

� an account determination [Seite 731] and creates a debit and credit posting for each flowrecord is carried out.

� a cash flow with actual postings is generated for the selected flow records in themanagement contracts concerned (management contract: Extras � Cash flow) Extras �Cash flow

Posting Log

You can display the following information in the posting log:

� Document overview, line item

� Master data real estate object, G/L account, account receivable, account payable

� Real estate account assignment

To do this, position the cursor on the required line and choose the respective function.

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Reversal of Postings

734 April 2001

Reversal of PostingsUseThis function reverses the following posting procedures:

� Debit position (lease-out, rental unit)

� Periodic postings (general contract)

� Periodic fee settlement: management contract debit position

� Event-driven fee settlement: management contract

� Accrual/deferral (rent paid in advance or in arrears / sales-based rent accrual or deferral

IntegrationThis function uses the document reversal function in Financial Accounting.

FeaturesYou can select the posting run by selecting either the debit position ID [Seite 793] or thecorresponding object (only use debit position ID for accrual/deferral and event-driven feesettlement).

Documents that cannot be reversed are marked red. If a document has already been cleared byan incoming payment, it is also marked red.

You can do the following:

� Check if a document can be reversed

� Reverse all documents in the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the debit position document), this automatically reverses the clearingdocument for the item

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Reversing Postings

April 2001 735

Reversing PostingsFinanzstrom [Extern]

PrerequisitesPosting documents are reversible.

Procedure9. Choose Accounting � Real estate management:

a. Lease-out: Rental accounting � Postings � LO debit position � Reverse

b. Rental unit: Rental accounting � Postings � Vacancy debit position � Reverse

c. Accrual/deferral: Rental accounting � Postings � Accrual/deferral � Reverse

d. Management contract

i. Third-party management � Postings � Management contract debit position��Reverse

ii. Third-party management � Postings � Management contract debit position��Reverse

10. Enter selection criteria and choose Execute.

11. The system issues a list of all debit position run documents:

If you position the cursor on an entry in the Document or Reversed by column and selectdisplay, the document display in Financial Accounting appears.

If you position the cursor on the debit position run, the Real Estate (RE) posting logappears.

12. Check the documents that you want to reverse and select Reverse.

ResultAccording to the setting on the selection screen, the documents are:

� Updated in a batch input session. The reversal is carried out only when the batch inputsession is processed.

You can process the session by System � Services ��Batch input � Sessions���Process

� Or, reverse online.

In both cases:

� A reversal indicator is set in the posting document.

� If the reversal has been carried out correctly, the indicator changes from "I" (actual record) to"P" (planned record).

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Reversing Postings

736 April 2001

Page 737: SAP Real Estate

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Settling Event-Driven Fees

April 2001 737

Settling Event-Driven FeesUseIn return for the management of real estate objects on behalf of the owners, the managerreceives a corresponding fee.

You use this function to settle event-driven fee types.

PrerequisitesOnly fee types of active management contracts are taken into account.

FeaturesEvent-driven fee receivables are posted:

� As revenues from the management activities and are entered in the manager’s balance sheet

� As costs on the Real Estate objects concerned

Activating� Create event for the fee type

� Settle the event

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Real Estate Management SAP AG

Management Contract: Editing Events

738 April 2001

Management Contract: Editing EventsPrerequisitesYou can assign an event only to a real estate object with a management contract effective(=active) at the specified point in time.

You can create, change, or display an event. A description follows on how toproceed to create a land register.

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Third-party management..

2. Choose Management contract � Event settlement � Create.

3. Maintain your data.

� The company code to be entered is that of the managed object.

� Depending on the parameter setting in Customizing, the number of the eventcan be assigned either externally or internally.

4. Edit group box Event data.

Maintain your data. The following information is important:

Field Function

Event categ. Determines the event category defined in Real EstateCustomizing, for example, tenant change.

Event date Determines when the event took place.

Together with the group box object data, this date checkswhether a management contract exists for the chosen objecton the date specified.

Amount here you enter the value of an event only if a proportional fee(% of event) for the event type has been defined in themanagement contract within the calculation form of event-driven fees.The percentage rate is defined per event category in RealEstate Customizing.

(Example [Seite 740])

5. Edit group box object data.

Here assign the appropriate object to the event category and press ENTER.

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Management Contract: Editing Events

April 2001 739

If Then

the object has not yet been assigned to amanagement contract at the specifieddate,

you cannot create an event for the object.

the object is assigned to an activemanagement contract,

the data for the management contract inthe group box Management contract isdisplayed.

you want to display the master data ofthe contract or object,

choose the corresponding functions.

6. Save your data.

ResultThe basis for the settlement of event-driven fees for the management contract concerned ismade via the event.

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Real Estate Management SAP AG

Example: Event for Management Contract

740 April 2001

Example: Event for Management Contract Starting pointYou create a management contract, to which the business entity (BE) 2000 isassigned as managed object. The BE contains the rental units 1 - 10.You assign the following object-related, event-driven fees to this business entity:

– fee per tenant change within the BE: USD 200

– sales fee per rental unit within the BE: 1% of the sales price

Tenant change/sales of rental unitFor the rental units (BE) No. 3, 6 and 8, you have processed a tenant changeover.

You have sold BE No. 10 at the price of USD 250,000.

ProcedureTo settle the thus incurred fees, proceed as follows:

– Tenant changeover

For the BEs 3, 6, and 8, you have to create an event with event category MIW(tenant changeover) within the validity period of the management contract.

The Amount field is irrelevant here and is also not ready for input.

– Sales of BE

For the BE No. 10, you have to create an event with event category VER (objectsale) within the validity period of the management contract.

In the Amount field, specify the sales price of USD 250,000 as calculation base.

Then carry out the settlement in the system.

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SAP AG Real Estate Management

Management Contract: Simulating Event Settlement

April 2001 741

Management Contract: Simulating Event SettlementPrerequisitesThe requirement here is that all involved objects have system status Released (see also StatusReal Estate Objects: Mass Release [Seite 109]).

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management..

2. Choose Postings � Event settlement � Simulate

3. Maintain your selection criteria and choose Execute.

ResultThe postings of the events affected are simulated.

You can display the following information in the posting log:

� Document overview, line item Master data real estate object, G/L account, accountreceivable, account payable

� Real estate account assignment

To do this, position the cursor on the required line and choose the respective function.

Page 742: SAP Real Estate

Real Estate Management SAP AG

Mgnt Contract Carrying Out Settlement For Event

742 April 2001

Mgnt Contract Carrying Out Settlement For EventPrerequisitesThe requirement here is that all involved objects have system status Released (see also StatusReal Estate Objects: Mass Release [Seite 109]).

Prior to the final settlement, carry out a simulation [Seite 741] first to eliminate theerrors documented in the error log.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management.

2. Choose Postings � Event settlement � �Execute.

3. Maintain your selection criteria.

4. Choose Execute.

ResultThe postings of the events affected are executed.

You can display the following information in the posting log:

� Document overview, line item

� Master data real estate object, G/L account, account receivable, account payable

� Real estate account assignment

To do this, position the cursor on the required line and choose the respective function.

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Reversal of Postings

April 2001 743

Reversal of PostingsUseThis function reverses the following posting procedures:

� Debit position (lease-out, rental unit)

� Periodic postings (general contract)

� Periodic fee settlement: management contract debit position

� Event-driven fee settlement: management contract

� Accrual/deferral (rent paid in advance or in arrears / sales-based rent accrual or deferral

IntegrationThis function uses the document reversal function in Financial Accounting.

FeaturesYou can select the posting run by selecting either the debit position ID [Seite 793] or thecorresponding object (only use debit position ID for accrual/deferral and event-driven feesettlement).

Documents that cannot be reversed are marked red. If a document has already been cleared byan incoming payment, it is also marked red.

You can do the following:

� Check if a document can be reversed

� Reverse all documents in the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the debit position document), this automatically reverses the clearingdocument for the item

Page 744: SAP Real Estate

Real Estate Management SAP AG

Reversing Postings

744 April 2001

Reversing PostingsFinanzstrom [Extern]

PrerequisitesPosting documents are reversible.

Procedure13. Choose Accounting � Real estate management:

a. Lease-out: Rental accounting � Postings � LO debit position � Reverse

b. Rental unit: Rental accounting � Postings � Vacancy debit position � Reverse

c. Accrual/deferral: Rental accounting � Postings � Accrual/deferral � Reverse

d. Management contract

i. Third-party management � Postings � Management contract debit position��Reverse

ii. Third-party management � Postings � Management contract debit position��Reverse

14. Enter selection criteria and choose Execute.

15. The system issues a list of all debit position run documents:

If you position the cursor on an entry in the Document or Reversed by column and selectdisplay, the document display in Financial Accounting appears.

If you position the cursor on the debit position run, the Real Estate (RE) posting logappears.

16. Check the documents that you want to reverse and select Reverse.

ResultAccording to the setting on the selection screen, the documents are:

� Updated in a batch input session. The reversal is carried out only when the batch inputsession is processed.

You can process the session by System � Services ��Batch input � Sessions���Process

� Or, reverse online.

In both cases:

� A reversal indicator is set in the posting document.

� If the reversal has been carried out correctly, the indicator changes from "I" (actual record) to"P" (planned record).

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Reversing Postings

April 2001 745

Page 746: SAP Real Estate

Real Estate Management SAP AG

General Contract Processing

746 April 2001

General Contract ProcessingPurposeUse General Contract Processing for processes that require different views such as credit-/debit-side cash flows within the (traditional) rental and tenant-rental processes.

Lease-in process [Seite 771] provides a typical example of the above.

ConstraintsGeneral contract processing cannot replace the Rental and Third-party managementcomponents.

Differences between rental contracts and general contractsThe core process of the RE component, that is the renting of real estate objects, must be realizedwith the lease-out as the general contract does not support important rental processes, suchas:

� Dunning specific to real estate

� Correspondence

� Rent collection (Account statement entry/manual incoming payment with contractnumber) specific to real estate

� Service charge settlement

� Application and offer management

We recommend using rental processes as part of the general contract processing if you aremanaging simple real estate usage rights (for example, right of way) in return for rent or a one-offpayment.

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General Contract

April 2001 747

General Contract

General ContractsDefinitionA flexible contract (object) used to represent the rental processes from different viewpoints:

� Vendor view (tenant rental)

� Customer view (for instance for the hiring of rights such as rights of way)

� Vendor/customer view (for instance tenant rental with subsequent rental of rights)

The different views are defined by means of the contract type.

UseThe following (sample) scenarios can be represented in the system:

Vendor contracts (e.g. tenant rental) Vendor/customercontracts

Customercontracts

Ownusage

You are a tenant of real estate.

Example: you can create a lease-in[Extern] for your business activities.

Cash flows for the contract appear asexpense on the balance sheet.

See also:Tenant Rental Process [Seite 771]

You are both tenantand landlord at thesame time.

Example: you havetenant-rented realestate and grant asimple usage right for aLI object to a thirdparty.

Cash flows for thecontract appear asexpense (vendor view)and revenue (customerview) on the balancesheet.

You are alandlord.Example:you rentsimpleusagerights, suchas the rightof way for aproperty orthe right tostorecertainobjects ona property.

Cash flowsappear asrevenue onthe balancesheet.

You are theowner ofthe realestateobjects inquestionand renttheminternally(vendorview).

Cash flowsappear onthe costcenters ofyourorganization, withauxiliaryaccountassignmentof therevenue onthecontract.

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Real Estate Management SAP AG

General Contracts

748 April 2001

You cannot representthe complete rentalprocess of Real Estateobjects with thecustomer view of thegeneral contractbecause the generalcontract does notsupport the followingprocesses (in allviews):

� Service chargesettlement

� Rent adjustment

� Dunning specific toReal Estate

� Accrual/deferral

� Application/offermanagement

� ...

You have to use thelease-out [Seite 164]for these processes.

You can structure several generalcontracts with a common businessprocess in one contract hierarchy byassigning them to a main contract [Seite753].

StructureContract typeThis is the factor that controls a general contract. You use the contract type to determine:

� If you want to represent vendor and/or customer business processes

� If you want to represent a tenant rental process [Seite 771]

� Which adjustment methods are permitted for the conditions

� If the real estate is rented for own usage

� If costs or revenues from the business transactions are transferred correctly to the individualReal Estate objects

TermYou process the notice data in the contract. It is possible to renew the contract automatically bypredefining renewal options or by setting these options in the contract itself.

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General Contracts

April 2001 749

Subject of contract: Real Estate objectsYou assign Real Estate objects to the contract; the system treats these with their entirehierarchy, in other words, if you assign a business entity [Seite 28] to the contract, the integralparts assigned to the business entity - property, buildings, rental units - are also automaticallyassigned to the contract.

You can either display the objects as a hierarchy or process them (change/display) in thecontract.

The system automatically checks the availability [Seite 773] of the Real Estate objects.

Payment data / conditions / transfer postings on objectsIn the contract, you define the payment details (payment method, payment form, paymentfrequency) for the condition items chosen and assign a business partner [Seite 762] to eachcondition type.

Alternatively, you can determine a portion for each condition type and object that is not to betransferred to the contract but to individual objects; this lets you distribute earned revenue(customer condition type) and costs incurred (vendor condition type) to the objects as and wherethey arise.

In the case of own usage, you can either specify one cost center for the cash flow or a differentcost center for each condition type.

You trigger posting procedures with the Periodic postings [Seite 764] function.

ResubmissionYou can use your own rules to generate resubmission dates for processing the contract.

A special report is available to help you check resubmission dates (Checking ResubmissionDates [Seite 763]).

The following (sample) scenarios can be represented in the system:

Page 750: SAP Real Estate

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General Contracts

750 April 2001

Vendor contracts (e.g. tenant rental) Vendor/customercontracts

Customercontracts

Ownusage

You are a tenant of real estate.

Example: you can create a lease-in[Extern] for your business activities.

Cash flows for the contract appear asexpense on the balance sheet.

See also:Tenant Rental Process [Seite 771]

You are both tenantand landlord at thesame time.

Example: you havetenant-rented realestate and grant asimple usage right for aLI object to a thirdparty.

Cash flows for thecontract appear asexpense (vendor view)and revenue (customerview) on the balancesheet.

You are alandlord.Example:you rentsimpleusagerights, suchas the rightof way for aproperty orthe right tostorecertainobjects ona property.

Cash flowsappear asrevenue onthe balancesheet.

You are theowner ofthe realestateobjects inquestionand renttheminternally(vendorview).

Cash flowsappear onthe costcenters ofyourorganization, withauxiliaryaccountassignmentof therevenue onthecontract.

Page 751: SAP Real Estate

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General Contracts

April 2001 751

You cannot representthe complete rentalprocess of Real Estateobjects with thecustomer view of thegeneral contractbecause the generalcontract does notsupport the followingprocesses (in allviews):

� Service chargesettlement

� Rent adjustment

� Dunning specific toReal Estate

� Accrual/deferral

� Application/offermanagement

� ...

You have to use thelease-out [Seite 164]for these processes.

You can structure several generalcontracts with a common businessprocess in one contract hierarchy byassigning them to a main contract [Seite753].

StructureContract typeThis is the factor that controls a general contract. You use the contract type to determine:

� If you want to represent vendor and/or customer business processes

� If you want to represent a tenant rental process [Seite 771]

� Which adjustment methods are permitted for the conditions

� If the real estate is rented for own usage

� If costs or revenues from the business transactions are transferred correctly to the individualReal Estate objects

TermYou process the notice data in the contract. It is possible to renew the contract automatically bypredefining renewal options or by setting these options in the contract itself.

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General Contracts

752 April 2001

Subject of contract: Real Estate objectsYou assign Real Estate objects to the contract; the system treats these with their entirehierarchy, in other words, if you assign a business entity [Seite 28] to the contract, the integralparts assigned to the business entity - property, buildings, rental units - are also automaticallyassigned to the contract.

You can either display the objects as a hierarchy or process them (change/display) in thecontract.

The system automatically checks the availability [Seite 773] of the Real Estate objects.

Payment data / conditions / transfer postings on objectsIn the contract, you define the payment details (payment method, payment form, paymentfrequency) for the condition items chosen and assign a business partner [Seite 762] to eachcondition type.

Alternatively, you can determine a portion for each condition type and object that is not to betransferred to the contract but to individual objects; this lets you distribute earned revenue(customer condition type) and costs incurred (vendor condition type) to the objects as and wherethey arise.

In the case of own usage, you can either specify one cost center for the cash flow or a differentcost center for each condition type.

You trigger posting procedures with the Periodic postings [Seite 764] function.

ResubmissionYou can use your own rules to generate resubmission dates for processing the contract.

A special report is available to help you check resubmission dates (Checking ResubmissionDates [Seite 763]).

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April 2001 753

Main ContractDefinitionMain contract [Extern]

UseThe possible uses of the main contract are demonstrated in the following example.

To get an overview of your LI-objects, create a lease-in as a vendor general contract.

This object is subject to additional contracts with other parties such as:

a. Utility companies who stipulate that their receivables (for example, for power, water,telephone) are cleared directly and not via a landlord service charge settlement.

b. Parties granted usage authorization for a restricted usage right (such as right of way) inreturn for a fee.

This information can be portrayed by one of the following:

1. Option A: Contract hierarchy: use a main contract (containing various contracts)

Contracts with utility companies are portrayed as vendor general contracts whereascontracts with parties with usage authorization are portrayed as customer generalcontracts.

Group these contracts together and assign them to the lease-in as a general contract inthe General Data tab.

2. Option B: General contract

You can portray the various contracts and contract relationships in one contract by:

a. Creating a vendor/customer general contractb. Entering vendor items (your payments to the landlord and utility companies) and

customer items (payments to your company from parties with usage authorization) in tothis contract.

We recommend using this variant only if all of the contract data such as contract terms,periods of notice, renewal options and so on are exactly the same for all participatingcontract parties.

Advantages/Disadvantages

Main contract with contract hierarchy A contract contains more than one contractualrelationship

Posting procedures are necessary foreach contract

Only one posting procedure per period for all items

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Main Contract

754 April 2001

Different contract data (adjustmenttype/contract term/periods ofnotice/authorization) have to bemaintained for each contract

Only possible to clearly portray contract data if thecontracts in the general contract contain identicalcontract data.

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Periods of Notice

April 2001 755

Periods of NoticeUseYou can either define general keys for periods of notice or make contract-specific settings.

FeaturesYou can set the periods of notice for the general contract in the following ways:

1. Assign a notice key

A notice key defines rules for periods of notice. The rules can be based on the tenancylaw, contract category or in relation to the contract term.

Notice keys are defined in Customizing for Real Estate.

2. Enter user-defined data in the master data of a contract

In the latter case, the system supports a period regulation and a deadline regulation.

Period regulationDepending on the contract:

� You can determine exact periods of notice with frequencies of monthly, quarterly, or sixmonthly periods

� You can calculate the notice date based on the date on which the notice was received

Deadline regulationsDepending on the contract term:

� You can specify the date of notice

� You can calculate the date of notice from the receipt of the notice date

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Real Estate Management SAP AG

Example: Notice (Deadline Regulations)

756 April 2001

Example: Notice (Deadline Regulations)Starting PointA contract has a contract term of less that 12 months and you want to specify that:

Notice comes into effect on 15 March of the following year as long as receipt of noticeis by the 3rd working day in the preceding October.

A contract term is longer than 12 months and you want to specify that:

Notice comes into effect on 30 June of a year as long as the notice is received by the 4March (calendar day) in March of the same year (year in which notice comes intoeffect).

ProcedureSet the above conditions by entering the following data for the deadline regulation of the lease-out.

Term in months Day inmonth

Month

YearIndicator

CD/WD

N.E.D

N.E.M

N.E.Y

12 3 10 1 15 34 3 2 30 6

Term in months: Contract durationDay in month: Day of the month by which thenotice must be received for it to become effectiveon the date stipulated.Month: Month in which notice is givenYear: Year in which notice is givenCD/WD: Indicator for number of working days (1)and number of calendar days (2)N.E.D: Notice effective from dayN.E.M: Notice effective from monthN.E.Y: Notice effective from year

Notice processYou process notices in the general contract in the tab, General Data.

The system automatically calculates the notice date by using the date of receipt. You canoverride the automatically calculated notice date by changing it manually in the Notice per field.

Using the information given in this example, the system calculates the notice dates as follows:

Date of receipt Contract term = Date of noticeBy 3rd working day of month in October 1997 < 12 months 03/15/1998

After 3rd working day of month in October 1997 < 12 months 03/15/199903/04/1997 > 12 months 06/30/199803/05/1997 > 12 months 06/30/1999

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Example: Notice (Deadline Regulations)

April 2001 757

Page 758: SAP Real Estate

Real Estate Management SAP AG

Example: Notice (Period Regulations)

758 April 2001

Example: Notice (Period Regulations)Starting PointA contract has a contract term of less that 12 months and you want to specify that:

a. A period of notice of one month to the end of the quarter applies

b. The receipt of notice must be by the third calendar day of the last month in whichnotice can be given (as stipulated in the contract) for the period of notice to be valid

A contract term is longer than 24 months and you want to stipulate that:

a. A notice period of 14 calendar days to the half-year applies (for example receipt ofnotice must be by 06/17 or 12/18)

b. The notice must be received, at the latest, one calendar day after the last possibleperiod of notice (in this case, a request for notice will be accepted up to 06/18 or 12/19)

ProcedureSet the above conditions by entering the following data for the period regulation of the lease-out

Term in months No.Days

IndicatorCD

(1)/WD(2)

FreM

NtPerMo.

NtPerDy

N.E.M.E

C.E.Y.

Cal

24 3 1 3 1 01

1 2 6 14 01

Term in months: Contract duration

No. days: The receipt of notice can be thisamount of days past the due date for receipt ofnotice and still be accepted

Indicator CD/WD: Indicator for the number ofworking days (1) and calendar days (2)

FreM: Monthly frequency in which notice cancome into effect

NotPerDy Period of notice in months

NtPerDy: Period of notice in days

N.E.M.E Notice effective at end of month?Only set indicator if there is no entry in FreMfield.

C.E.Y. Notice period based on the end of theyear

Cal: Type of calendar being used, for instance01 = standard factory calendar for Germany.

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Example: Notice (Period Regulations)

April 2001 759

Notice processYou process notices in the general contract in the tab, General Data.

The system automatically calculates the notice date by using the date of receipt. You canoverride the automatically calculated notice date by changing it manually in the Notice per field.

Using the information given in this example, the system calculates the notice dates as follows:

Date of receipt Contract term = Date of notice

On 3rd working day of month of April 1997 < 12 months 06/30/1997

On 3rd working day of month of April 1997 < 12 months 09/30/1997

06/18/1997 > 12 months 06/30/1997

06/19/1997 > 12 months 12/31/1997

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Real Estate Management SAP AG

Processing General Contracts

760 April 2001

Processing General ContractsTo perform the activities listed in the table, choose Accounting � Real estate management �Real estate general contract � Contract � Create /Change

Activity Tab Information

Set valid adjustment typesfor the contract

General data You can set the indicators but anadjustment for the contract is not possibleat the moment.

Process data for the status

(Account assignment lock/master data lock/ mark fordeletion)

General data By means of Edit � Functions, you canmake transactions that change the statusof a general contract [Seite 969]. For moreinformation on the status, see statusmanagement [Extern]

Edit data about term andnotice

Renews contractautomatically

Term You can specify periods of notice (forexample deadline regulation [Seite 756] /period regulation [Seite 758]) in the groupbox Notice data and enter the notice on anactive contract.

Specify data relevant topayment for the contract

Payment data Optional: Profit center [Seite 940] /business area [Seite 939] / accountdetermination value [Seite 253]

Assign objects belonging tothe contract

Objects Object availability of real estate objects[Seite 773]

Specify conditions for thecontract

Assign business partners

Conditions You can enter debit-side or credit-sidecondition types according to the contractcategory [Extern]of the contract. You mustassign the appropriate business partner[Seite 762](choose Partner) for eachcondition type for the periodic postings[Seite 764]

Dealing with payment methods (RE RealEstate) [Seite 179]

Generate the resubmissiondates of the contract

Resubmission Enter the necessary parameters for theresubmission rules defined in Customizing.Generate the dates if you want to edit thecontract.

Display or change othercontracts for objects of thegeneral contract.

Contract hierarchy

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Processing General Contracts

April 2001 761

Specify the transfer postingof costs (credit-sideconditions) or revenues(debit-side conditions) onthe assigned objects

Distribution Tab is only available if the contractcategory permits it (setting in Customizingfor Real Estate)

Activate contract Menu:

Contract �Activate

You have to activate the contract so that itis taken into account for the postingprocedures [Seite 764]. The systemassigns the contract the status Activatedand Released.

The system status Released allows you tomake assignments on the contract. Youcan set the status without activating thecontract.

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Partners for the General Contract

762 April 2001

Partners for the General Contract� Only the partners preset by SAP in the standard system are listed!

� Depending on the settings in Customizing, there may be fewer role categories available inyour selection.

� As you can define other role categories specific to your company in Customizing, additionalrole categories may also be available.

� If you have defined role types for the role categories, the role type name appears instead ofthe role category name but the original functions stay the same.

RS Role Function602 Landlord with vendor

accountSpecific partner with customer account for the lease-in [Extern]

Credit View:In the credit view (condition type), the landlord with vendoraccount represents the landlord of the LI objects.The system creates the partner as a Customer. Postings to thevendor account can only be made if:- A vendor (account) has been created for this partner- The partner has been assigned to the master data of the

Landlord with vendor account

Credit View:We recommend making only one assignment - a Contractingpartner with a customer account if this is a lease-in with debit view(condition type).

603 Contracting partnerwith customeraccount

Contracting partner for contracts that have debit views(conditions).

604 Contracting partnerwith vendor account

Contracting partners for contracts that have credit views(conditions). Refer to Landlord with vendor account for informationon making postings to vendor accounts.

998 Clerk

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SAP AG Real Estate Management

Checking Resubmission Dates

April 2001 763

Checking Resubmission DatesUseYou can define resubmission dates in general contracts. This allows you to process accounttransactions for a contract (for example, notice) on time.

This function allows you to check these dates and, if necessary, access the contract forprocessing.

Procedure1. Choose Accounting � Real estate management � General contract � Processes �

Resubmission.

2. Enter your selection criteria and choose Execute.

ResultThe system displays all contracts selected for resubmission that still have to be processed.

You process these contracts according to the resubmission reasons or memos for the contract.Set the completed status for resubmission.

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Periodic Postings

764 April 2001

Periodic PostingsUseIn the general contract, you have assigned business partners [Seite 762] according to theselected view of the condition types (credit-side/debit side).

You post these condition amounts to the accounts of the business partners as credit/debit itemsusing periodic posting activities.

You can also specify whether amounts are to be transfer posted to real estate objects inaccordance with the settings in the general contract.

IntegrationCash flow for the General ContractIf conditions are maintained for the contract, the system generates a cash flow [Extern]. Thiscash flow updates monthly planned records for the postings of each condition type for thenumber of years specified in Customizing. These planning records are assigned the indicator P.

Credit memos are displayed in the cash flow as negative values but the positive amount isposted in accordance with the account determination setting.

Account determinationYou make the account determination in accordance with the settings in Real Estate Customizingor with the account determination value assigned to a contract.

Different parameters can be set for the account determination in Real Estate Customizing:

� Flow type: derived from general contract conditions

� Account assignment value: maintain the value directly in the master data of the relevantgeneral contracts

Advantage: a different account determination control is possible for each contract

Updating the document numberUnlike all other automatic postings in the Real Estate component, the reference documentnumber [Seite 793] generated by the posting is not updated in the Financial Accountingdocuments.

Instead, the system takes the Note to payee (Payment data tab)

CollectionOpen items are cleared by the standard function for Incoming Payment Processing in FinancialAccounting (not by the incoming payment processes specific to Real Estate).

PrerequisitesThe postings can only be made for general contracts and not for lease-outs.

The only general contracts considered are those with the status:

� ACTV (Active). With this status, flow records are in the cash flow (for example, vendorbasic rent, vendor advance payments for sales-based rent)

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Periodic Postings

April 2001 765

� DLFL (no deletion flag) and AALK (no assignment block)

FeaturesA periodic posting is made via the company code. Posting runs can be simulated or reversed. Aposting and error log displays current information about the posting status at all times.

The periodic posting is used to:

� Select all flow records that have not yet been posted but are due (planned records in thecash flow)

� Carry out an account determination for each flow record and create a debit and creditposting in Financial Accounting

The posting processes are made in accordance with the condition type and usage:

Credit-View Condition Type Debit-View Condition Type

Postings to business partner and contract (not ownusage)

System posts amounts as debit on the contract (= expenseson the balance sheet).

Amounts are posted to the partner as credit items.

System posts amounts ascredit on the contract (=revenue on the balance sheet).

Amounts are posted to thepartner as debit items.

The system displays advancepayments for operating costs,heating expenses and sales-based rent as special G/Ltransactions (setting inFinancial AccountingCustomizing). They are postedas advance payment requestsand afterwards balanced withthe incoming payments foradvance payments. Thisbalance results in the totaladvance payments actuallyreceived from the tenant.

Postings for internal usage (cost center contract)

The system posts the costs (for credit-side condition type) orthe revenues (for debit-side condition type) to a cost centerassigned to each condition type for objects assigned to thecontract and designated for internal usage.

This posting can also be made for all company codes. In thiscase, the posting can be made to a cost center belonging toanother company code in the same controlling area.

Postings for transfer posting amounts to objects

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Periodic Postings

766 April 2001

Amounts are posted on a pro rata basis as costs to theobjects.

Amounts are posted on a prorata basis as revenue to theobject.

If required, you can pass on costs and revenue from theobjects by using the owner settlement [Seite 827] or, whereappropriate, pass on costs to the CO settlement [Seite 814].

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Simulating and Executing Postings

April 2001 767

Simulating and Executing PostingsPrerequisitesWhen a posting is made, the system only takes into account the planned records (that do nothave a deletion flag nor an account assignment block) of the cash flow [Extern] for active generalcontracts.

Procedure

Your system administrator creates a background job for you that automatically starts thedebit position in the required intervals.

1. Choose Accounting � Real estate management � Real estate general contract � Postings� Periodic Posting

2. Enter your data

Action Procedure

Assign individual outputs (layout orstructure) of the results list

Enter your variants in the respective fields(log...)

Specify the variants in the list you call (seebelow) and assign them

Only print the result list for the cashflow without screen output

Choose Program � Execute andPrint

Print results without screen output Resultlist/logs on different printer

1. Choose batch job parameter and specifythe print parameters for each list

2. Choose Program � Execute inbackground

In this screen, you enter details forhandling the technical log for the run

Once you have made thesesettings, specify the batch jobparameter

Display result list / log on screen (withoutinstant print)

Choose Execute

ResultPostingThe system:

� Selects flow records not yet posted (planned records in the cash flow) up to the current date.

� Keeps an account determination for every flow record, makes debits, credits and postingsto the real estate objects (but no postings are made during simulation)

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Simulating and Executing Postings

768 April 2001

� Updates the note to payee or contract number in the documents in Financial Accounting asdocument number (if the purpose is not given)

� Generates a reference number for posting run [Seite 793] (not during simulation)

To check whether the posting has been carried out, go to the tab Conditions in the generalcontract. If you have successfully made the posting, the indicator for the condition type wouldhave changed from “P” (planned record) to “A” (actual record).

Preparing the output on screenYou can edit the results list in the following manner:

Action Procedure

Choose object viewThis view displays the total amounts, duedates including totals for the company code

Change the results log view. The first view yousee is the cash flow view (flow types andamount including summation levels for eachcontract and company code)

Choose object viewThis view displays the posting documents andyou can also display:

� Document overview, line item

� Real Estate object master data, G/Laccount, customer, vendor

� Real Estate account assignment

Place the cursor on the required line andchoose the function you require

Set individual views for the results list andsave as a variant

To define your own individual view and save itas a variant, choose Settings ( � Summationlevels / � Columns). You can also defineindividual views for Error logs

You can make these variants the standard inthe selection screen for periodic posting (seeabove)

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Reversing Periodic Postings

April 2001 769

Reversing Periodic PostingsUseThis function reverses documents of the periodic posting.

IntegrationThe reversal uses the document reversal functions of financial accounting.

FeaturesMass reversalThe posting run selection (posting identification = Reference Document Number [Seite 793])displays all documents of the posting procedure for reversal.

Documents that are marked red are documents that either cannot be reversed or have alreadybeen cleared by an incoming payment.

You can do the following:

� Check if document can be reversed

� Reverse all documents of the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the posting document), which automatically reverses the clearingdocument for the item

Individual document reversalIf you know the document number, you can use this function to reverse an individual document.

To find out the document number, use the Real Estate-specific posting log: Posting Log: RealEstate-Specific Documents [Seite 791].

ActivitiesStarting from the general menu, choose Accounting � Real estate management � Real estategeneral contract � Postings � Mass reversal or Individual reversal.

In both cases

� A reversal indicator is set in the posting document

� If the reversal has been carried out correctly, the indicator has changed from „I“ (actualrecord) to„P“ (plan record) in the cash flow [Extern] of the general contract.

If several documents are generated from a periodic posting on a general contract(with transfer postings to objects!), these documents are identified as a cluster. Toensure the consistency of the postings, you should reverse all related documents!

If you delete an individual document from a cluster, the indicator X is set for this item inthe cash flow. These items will not be considered in subsequent periodic postings until all

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Reversing Periodic Postings

770 April 2001

documents of the cluster are reversed and consequently the item has the plan record Pindicator again.

In the next periodic posting, the system displays the documents related to generalcontracts that still have to be reversed. You can then reverse these documentsindividually (Dependent documents function).

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Lease-In Process

April 2001 771

Lease-In ProcessPurposeAs a tenant with a lease-in, you monitor and control business transactions for your rental objects.A lease-in has the following options:

� An overview of your payment obligations to the landlord

� Business transparency as any expense postings and any revenue from the LI objects areentered in your balance

� Checking payments due to the landlord (for example sales-based rent/index rentadjustment)

� Triggering rent retention using the payment block

� An overview of contracts that are coming to the end of their term and have renewaloptions

� Processing notice modalities

� Individual, automated resubmission for processing relevant business transactions ontime

� Automated availability check of real estate objects within the framework of tenant rentaland traditional rental

PrerequisitesYou can portray this process using the general contract defined as a lease-in [Extern] .

Process Flow(Important) Settings in Real Estate CustomizingDefine a suitable contract type [Extern] with tenant rented as the contract reference.

To portray these processes, you set the contract category [Extern] to credit view and specify thecorrect credit-view condition types. If you also want to portray revenues from the LI objects, setthe credit/debit view.

Note: The main contract [Seite 753] also offers possibilities for the above processes.

Process in the application1. Create your LI objects in the system.

2. Assign these objects to one or more lease-ins.

The system automatically carries out the object availability of real estate objects [Seite773].

3. Activate the valid lease-ins.

4. Make periodic postings [Seite 764].

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Lease-In Process

772 April 2001

ResultCash flows for the contract appear as expenses on the balance sheet.

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Object Availability of Real Estate Objects

April 2001 773

Object Availability of Real Estate ObjectsUseYou can use the Real Estate component to assign real estate objects (business entity [Seite 28],property [Seite 37], building [Seite 44], rental unit [Seite 54]) to various business processes:

� Rental (lease-out [Seite 164])

� Lease-in (as lease-in [Extern] using the general contract [Seite 747])

� Third-party management (management contract [Seite 716])

The system checks the availability of an object including the lower-level objects in a hierarchyto ensure business consistency at all times during the assignment.

PrerequisitesThe availability of real estate objects is only checked in the tenant rental and (traditional) rentalprocesses. Object availability is not checked in a management contract so the assignment ofobjects is always possible.

FeaturesThe time-dependent attributes listed by the system for each real estate object containinformation about availability. The system can set these attributes or you can enter certainavailability statuses manually in the master data of the objects.

Object Availability Status Effect

In own portfolio (in a company code)

If a real estate object is created (standardassignment period is normally 00/00/0000 -12/31/9999), the system automatically sets thestatus.

If, for example, you purchase an object thatyou previously tenant rented and want totransfer it to your own portfolio, you can set thesystem status manually.

The system allows:

� the rental of the object

� the tenant rental of the object

The system does not allow the tenant rental ofthe object (except for own usage).

Tenant rented

If an object is assigned to a tenant rentalcontract, the system automatically sets thestatus. An object is also assigned this status ifan object that is a lower-level one in thehierarchy is tenant rented such as all rentalunits in an assigned building.

The status cannot be manually changed.

The system allows the rental of the objects.

The system does not allow the tenant rental(assignment to a lease-in) of the object in thesame period or in periods that overlap.

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Object Availability of Real Estate Objects

774 April 2001

Not availableThe system is not in your own portfolio. Forexample, the corresponding lease-in may haveexpired (the system automatically sets thestatus) or an object is sold from your ownportfolio (set status manually).

We recommend setting this status if the objecthas been created for the tenant rental. Thisensures that the object is not rented to anotherparty prior to the assignment.

Exception: tenant rental of newly createdobjects: If an object is transferred to a lease-inwhile it still has a status that corresponds to thedefault status (In own portfolio for entire timeperiod), the object has the status tenant-rentedand the status Unavailable is automaticallyassigned for the remaining time period (in thiscase, the default status In own portfolio is notapplied to the remaining period).

The system allows the new tenant rental of theobject (assignment to a lease-in).

The system does not allow the rental of theobjects.

Mixed/undefinedDescribes the status of an object if the lower-level objects belonging to it have a differentstatus. For example, a building has three rentalunits with the status Tenant rental, In ownportfolio and Unavailable respectively.

This is the case if the lower-level object isassigned to a lease-in but the higher-levelobject is not.

This status can be manually changed to:

� Not available: always allowed

� In own portfolio: allowed if all thelower-level objects are in your ownportfolio

The system allows the rental of the objectsonly if:

� All lower-level objects have the statusIn own portfolio and/or tenant rentedstatus

� Their lower level objects also (in wholeor in part) have Mixed status.

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Object Availability of Real Estate Objects

April 2001 775

Example: Object Availability of a Real Estate Object

07/01/1999 10/31/2008 12/31/201301/01/1999

Assign tenant RA Purchase objectCreate object

07/01/1999 10/31/2008 12/31/201301/01/1999

PermittedProcesses

Tenant rentalint./ext.

Rentalext./int.

Rental/tenant rental

Manually set

toAutomatically

set to

StatusTenant-rented In own portfolioNot available

Set manually

to

Sell object

Not available

Tenant tentalint./ext.

Ownershipstructure

Third-partyownership

Third-partyownership

In ownportfolio

Third-partyownership

Manually set

to

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Accrual and Deferral

776 April 2001

Accrual and DeferralUseUse accrual and deferral if you occasionally need the posted receivables and revenues of afinancial statement and balance (on an accrual basis) on a particular key date.

Use this function for projecting a periodic comparison or prognosis if receivables or commitmentsare posted on an irregular basis due to contractual obligations.

PrerequisitesIn Customizing for Real Estate, you also have to define the flow types as well as the accountdetermination for accrual and deferral. Use the relevant reference flow types to define these flowtypes (define a flow type for each condition type)

FeaturesYou can make the following accruals and deferrals:

� Accrual and deferral of prepaid rents and rents paid in arrears

� Sales accrual and deferral

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Accrual and Deferral of Prepaid Rents and Rents Paid in Arrears

April 2001 777

Accrual and Deferral of Prepaid Rents and Rents Paid inArrearsUseDeferral

Accrual

IntegrationLease-outThe system makes accruals and deferrals depending on the payment form and the frequencyof the postings. You maintain both of these parameters in the master data of a lease-out.

PrerequisitesPlanned flow records (= anticipated revenue) must be available in the cash flow of a lease-out forthe specified calculation period. If necessary, you have to update the cash flow: Lease-out:refresh cash flow

FeaturesThe system can make the accruals and deferrals to the day or month. The system differentiatesbetween:

� AccrualWhen rent is paid in arrears - for example, quarterly rent paid at the end of the quarter,the revenues are posted for the debit position in the last period of the quarter. Thefinancial statement and profitability statement must have a display (made possible by thecorresponding postings) of the subsequent periods.

During accrual, a clearing posting is made on the receivables that are not due in thesubsequent periods.

Sample calculation accrual

� DeferralWhen rent is prepaid - for example, quarterly rent paid at the start of the quarter, therevenues for the debit position are posted in the first period of the quarter. A display ofthe postings in the subsequent periods is required.

During deferral, a clearing posting is made on the receivables that are due in thesubsequent periods.

Sample calculation deferral

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Accrual and Deferral of Prepaid Rents and Rents Paid in Arrears

778 April 2001

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Example: Accrual Calculation

April 2001 779

Example: Accrual CalculationStarting PointYou have a lease-out with the payment method in arrears and payment frequency 3 months,condition amount 3000 euro

Determination of Accrual AmountThe accrual run (based on a key date) determines if planned flow records (= anticipated revenue)that have a calculation period in or overlapping the current period exist.

The accrual run for the period calculation from (the posting) to the key date (of the accrual run)provides accrual flow records (accrual) for these planned flow records in the cash flow [Extern]and then the system posts them.

The system generatesthe posting records inthe following way

(Posting key [Extern])accountto (postingkey) account

(amount)

Accrual amountJanuary

(40) Accrual (50) Accrual of revenue fromreceivables in arrears(1000 euro)

Accrual February (40) Accrual (50) Accrual of revenue fromreceivables in arrears (2000 euro)

Accrual March (40) Accrual of revenuefrom receivables in arrears

(50) Accrual (2000 euro)

Debit position March (01) Customer receivables (50) Revenue from basic rent (3000euro)

Result: Each postingperiod has a revenueof 1000 euro

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Real Estate Management SAP AG

Example: Deferral Calculation

780 April 2001

Example: Deferral CalculationStarting PointYou have a lease-out with the payment method in advance and payment frequency 3 months,condition amount 3000 euro

Determination of Deferral AmountThe deferral posting (based on the key date) determines if:

a. There are flow records for which a debit position [Extern] has already been posted

b. The date of the calculation to is after the key date

The deferral run for the period calculation from (the posting) to the key date (of the deferral run)provides deferral flow records for these flow records in the cash flow [Extern] and then thesystem posts them.

The system generatesthe posting records inthe following way

(Posting key [Extern])accountto (postingkey) account

(amount)

Debit positionJanuary

(01) Customerreceivables

(50) Revenue from basic rent(3000 euro)

Deferral amountJanuary

(40) Deferral ofrevenue fromadvance rent

(50) Deferral (2000 euro)

Deferral February (40) Deferral ofrevenue fromadvance rent

(50) Deferral (1000 euro)

Deferral March (40) Deferral (50) Deferral of revenue fromadvance rent (1000 euro)

Result: Result: Eachposting period has arevenue of 1000 euro

Page 781: SAP Real Estate

SAP AG Real Estate Management

Sales Accrual and Deferral

April 2001 781

Sales Accrual and DeferralUseYou use the sales accrual/deferral [Extern] to post receivables or payables (resulting from acontract partner's reported sales or planned sales) in time for the key date.

You can let the anticipated revenue from the sales-based lease-outs flow into the profit/lossstatement before the sales settlement is made.

IntegrationIn a lease-out [Seite 164] you define the process for sales accrual/deferral in the sales data(calculation basis for determining the sales-based rent).

You compile sales reports in another function: Maintaining sales reports [Seite 431]

You start the accrual/deferral postings using the function: Carrying out accrual/deferral [Seite787]

PrerequisitesYou have to define reference flow types [Extern] for the accrual/deferral of the advance paymentsfor condition types in Customizing for Real Estate.

FeaturesThe following procedures are used:

1. Sales reports for a part period (without a projection)

We recommend this procedure if the basis for your accrual/deferral is stable (sales thathave already been reported).

2. Sales reports for a part period (projection for the total settlement period)

This procedure offers the advantage that the current revenues are converged. However,amounts, which cannot be posted as revenues at the end of a period, could also beaccrued/deferred in this manner.

3. Planned sales in the lease-out

This procedure can be used if the sales reports are only available at the end of thesettlement period.

4. Combination of 1 and 3

This procedure is used if the sales reports up to the key date are available on the datethat the accrual/deferral (procedure 1). In other cases, accrual is made according toplanned sales.

ActivitiesYou must make an accrual/deferral after the sales settlement to neutralize the accrual/deferralpostings (as the actual revenue has been posted in the meantime)

Execute an accrual/deferral for the key date (last day in the month during which the salessettlement was made)

Page 782: SAP Real Estate

Real Estate Management SAP AG

Sales Accrual and Deferral

782 April 2001

Page 783: SAP Real Estate

SAP AG Real Estate Management

Example: Sales Deferral Calculation

April 2001 783

Example: Sales Deferral CalculationStarting PointYou have the following sales data that can be used as a calculation base:

Net advance payment for sales: 20,000.00 per month to be paid in arrears every quarter /output tax 16%Settlement periods: annually (01/01-12/31)Planned sales: 3 millionAgreementsMinimum rent / Minimum sales: no agreementsSales reporting interval: every quarter with the following sales gradings:

Graduated Sales from Sales up to Annual rent as a % of the sales

1 0 2 million 10 %

2 2 million 0 5 %

Determination of Deferral AmountThe deferral amount is determined in the following way:

1. Post the debit position according to the debit position frequency. In this example, post thefirst debit position on 03/31/1998

2. Post the deferral monthly. The first deferral for the first quarter is made on the key date01/31/1998, the second deferral on the key date 02/28/1998 and the third one is made on03/31/1998.

3. Sales reports are made once a quarter. The sales reports are made in the first month of thefollowing quarter. In this example, the first sales report is made in April 1998. This means thatthis sales report is taken into account for the following deferral (to be made for the secondquarter). An exception to this rule is the procedure used for taking planned sales intoaccount).

Quart. Reported sales(millions)

D=Deferral date

DP=Debit positiondate

S=Salessettlement date

ResultsProcedure 1

ResultsProcedure 2

ResultsProcedure 3

ResultsProcedure 4

Year1998

Deferral amount

D=01/31/98 0.00 0.00 20833.33 20833.33

D=02/28/98 0.00 0.00 20833.34 20834.341

0.04

(in April)DP = 03/31/98D=03/31/98

0.00 0.00 20833.33 20833.33

Page 784: SAP Real Estate

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Example: Sales Deferral Calculation

784 April 2001

D=04/30/98 4000.00 5407.41 20833.33 9171.23

D=05/31/98 0.00 1351.85 20833.34 17917.812

1.20

(in July)DP = 06/30/98 /D=06/30/98

0.00 1351.85 20833.33 17917.81

D=07/31/98 120000.00

123155.00

20833.33 31102.74

D=08/31/98 0.00 18752.31 20833.34 19801.3732.00

(in October)DP = 09/30/98D=09/30/98

0.00 18752.31 20833.33 19801.37

D=31/10/98 138000.00

95057.12 20833.33 71627.85

D=11/30/98 0.00 26382.79 20833.34 24984.0240.96

(in January 1999)DP = 12/31/98D=12/31/98

0.00 26382.79 20833.33 24984.02

Year1999 Deferral amount

D=01/31/99 48000.00

6593.41 20833.33 31025.11

S=02/28/99->calculatedsales-based rent

310000.00

310000.00

310000.00

310000.00

D=02/28/99->neutralizing thedeferral

-310000.00

-310000.00

-229166.66

-289166.66

1� 1998 =

4.2

DP = 03/31/99D=06/30/98

0.00 0.00 20833.33 20833.33

Posting ProceduresSales-based rent settlement

Annual sales Calculationaccording tograduation 1

Calculationaccording tograduation 2

Net annual sales-based rent tobe paid

4200000.00 2000000 * 0.1 =200,000.00

2200000 * 0.05 =110,000.00

310.000.00 (with 16% output tax= 359,600.00)

The system transfers the credit resulting from the advance payment (net 240,000.00 / gross278,400.00) to the customer. The system enters the sales-based rent as a receivable. Theresulting balance is receivable -> net 70,000.00 / gross 81,200.00.

Page 785: SAP Real Estate

SAP AG Real Estate Management

Example: Sales Deferral Calculation

April 2001 785

DeferralAs the sales-based settlement is posted in February of the following year, the subsequentdeferral neutralizes the deferral postings resulting for 1998.

The system generates the postingrecords in the following way

Deferral onkey date02/28/99

(Posting key [Extern]) account to(posting key) account

(amount)

(40) Rent paid in arrears (310,000.00) (50) Other receivablesAmounts

transferredfromprocedure 1

(01) Customer receivables (310,000.00euros)

(50) Revenue from third-party rental

Page 786: SAP Real Estate

Real Estate Management SAP AG

Simulating Accruals and Deferrals

786 April 2001

Simulating Accruals and DeferralsUseUse this function to simulate an accrual and deferral [Extern]

In the lease-out, you use the Acc./def.meth. month (tab Payment methods) to decide whetherthe accrual/deferral is carried out to the day or month.

PrerequisitesReference flow records for accrual and deferral are defined in Customizing.

Procedure3. Choose Accounting � Real estate management � Rental accounting � Postings

��Accrual/deferral � Simulate.

4. Enter your selection criteria and choose Execute.

ResultThe system issues an overview of the simulation. This overview contains all the conditionamounts that have not yet been accrued or deferred and it is categorized according to businessentities and lease-outs with details of the accrual/deferral type.

Page 787: SAP Real Estate

SAP AG Real Estate Management

Carrying Out Accruals and Deferrals

April 2001 787

Carrying Out Accruals and DeferralsIn the lease-out, you use the Acc./def.meth. month (tab Payment methods) to decide whether

the accrual/deferral is carried out to the day or month.

PrerequisitesReference flow records for accrual and deferral are defined in Customizing.

Procedure5. Choose Accounting � Real estate management � Rental accounting � Postings �

Accrual/deferral � Execute.

6. Enter your selection criteria and choose Execute.

ResultThe accrual/deferral is posted and the system issues a list of the rental units affected with thefollowing options for editing:

The accrual/deferral run is assigned an internal reference number (debit position ID) [Seite 793].

To check whether the accrual/deferral has been carried out, choose Extras � Cash flow inthe contracts.The accrual/deferral is updated in the cash flow and appears there with new actual records (I).

Page 788: SAP Real Estate

Real Estate Management SAP AG

Reversal of Postings

788 April 2001

Reversal of PostingsUseThis function reverses the following posting procedures:

� Debit position (lease-out, rental unit)

� Periodic postings (general contract)

� Periodic fee settlement: management contract debit position

� Event-driven fee settlement: management contract

� Accrual/deferral (rent paid in advance or in arrears / sales-based rent accrual or deferral

IntegrationThis function uses the document reversal function in Financial Accounting.

FeaturesYou can select the posting run by selecting either the debit position ID [Seite 793] or thecorresponding object (only use debit position ID for accrual/deferral and event-driven feesettlement).

Documents that cannot be reversed are marked red. If a document has already been cleared byan incoming payment, it is also marked red.

You can do the following:

� Check if a document can be reversed

� Reverse all documents in the run

� Reverse individual documents

� Reverse items already cleared by an incoming payment (this is necessary, for instance, ifyou need to reverse the debit position document), this automatically reverses the clearingdocument for the item

Page 789: SAP Real Estate

SAP AG Real Estate Management

Reversing Postings

April 2001 789

Reversing PostingsFinanzstrom [Extern]

PrerequisitesPosting documents are reversible.

Procedure17. Choose Accounting � Real estate management:

a. Lease-out: Rental accounting � Postings � LO debit position � Reverse

b. Rental unit: Rental accounting � Postings � Vacancy debit position � Reverse

c. Accrual/deferral: Rental accounting � Postings � Accrual/deferral � Reverse

d. Management contract

i. Third-party management � Postings � Management contract debit position��Reverse

ii. Third-party management � Postings � Management contract debit position��Reverse

18. Enter selection criteria and choose Execute.

19. The system issues a list of all debit position run documents:

If you position the cursor on an entry in the Document or Reversed by column and selectdisplay, the document display in Financial Accounting appears.

If you position the cursor on the debit position run, the Real Estate (RE) posting logappears.

20. Check the documents that you want to reverse and select Reverse.

ResultAccording to the setting on the selection screen, the documents are:

� Updated in a batch input session. The reversal is carried out only when the batch inputsession is processed.

You can process the session by System � Services ��Batch input � Sessions���Process

� Or, reverse online.

In both cases:

� A reversal indicator is set in the posting document.

� If the reversal has been carried out correctly, the indicator changes from "I" (actual record) to"P" (planned record).

Page 790: SAP Real Estate

Real Estate Management SAP AG

Reversing Postings

790 April 2001

Page 791: SAP Real Estate

SAP AG Real Estate Management

Posting Log: Real Estate-Specific Documents

April 2001 791

Posting Log: Real Estate-Specific DocumentsUseBy means of this function, you select documents that have been created within debit position,accrual/deferral, input tax processing, service charges settlement, sales clearing, ownersettlement, and adjustment of flat-rates.

FeaturesYou can select the documents by means of four parameter blocks.

Block Real estate-specific reference number

In case of automatic postings in R/3 Real Estate (for example, debit position, accrual/deferral),the posting run is documented by means of a reference number.

The reference number is made up of:

� the activity (for example, debit position, accrual/deferral)

� the internal number of the activity

� the year of the posting run.

Block Selection per document header

Here, you can select documents by entering a document header (for example, company code,document type).

You can further select the real estate-specific documents according to documents from servicecharge settlement, input tax processing (only documents for non-deductible input tax), ordocuments irrelevant for these areas.

Block Selection per line item

Here you can select documents by entering the line items (for example, posting key, customernumber, payment method).

Block Output format of the document

This parameter determines the output format of the list.

ResultAs a result, you receive an overview of the selected documents, where the following informationis available depending on the setting of the output format:

� For each document, data of the document header as well as corresponding information suchas G/L account, customer, vendor, real estate account assignment and their master data.

� Display of the documents within FI.

Currency conversionIf you want to post documents in Financial Accounting using a different currency from you localcurrency, you can switch between these currencies within the document overview function.

Selecting Real Estate-Specific Documents [Seite 795]

Page 792: SAP Real Estate

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Posting Log: Real Estate-Specific Documents

792 April 2001

Page 793: SAP Real Estate

SAP AG Real Estate Management

Reference Document Number (Debit Position ID)

April 2001 793

Reference Document Number (Debit Position ID)DefinitionReference Document Number [Extern]

UseThe documents created during the automatic postings are assigned a reference documentnumber in the Reference number field, located in the document header.

Exception: Periodic Postings [Seite 764] for the general contract.

Use this reference document number to correctly identify posting runs or display the respectiveposting logs related to reverse postings.

StructureThe reference number indication (debit position ID) consists of:

� A number range set in Customizing for Real Estate in which automatic posting runs arecounted (8-digit)

� The business year (4-digit)

� The description defined in Customizing for Real Estate of the posting procedure (4-digitprocedure code)

The following procedures access the number range:

Procedure code Description

ANPA Adjusting Advance Payment and Flat Rates [Seite 391]

Not used in the document!

CNBU General Contract Periodic Postings [Seite 764]

EIGA Owner Settlement [Seite 827]

ENKA Full Settlement of Service Charges [Seite 350]

FHKA External Heating Expenses Settlement [Seite 378]

MESO Vacancy Debit Position (Imputed Costs) [Seite 265]

MVAB Accrual and Deferral of Prepaid Rents and Rents Paid in Arrears [Seite777]

MVEB One-Time Postings [Seite 275]

MVSO Debit Position Lease-Out [Seite 254]

MVUM Sales Settlement [Seite 429]

VSTA Input tax adjustment after transfer posting

VSTB Input Tax Treatment of the Fixed Assets [Seite 852]

Page 794: SAP Real Estate

Real Estate Management SAP AG

Reference Document Number (Debit Position ID)

794 April 2001

VSTX Input Tax Distribution [Seite 843]

VWAB Settling Event-Driven Fees [Seite 737]

VWSO Fees Settlement Periodic Fees [Seite 731]

XTAX Transfer posting - tax on advance payments

Page 795: SAP Real Estate

SAP AG Real Estate Management

Selecting Real Estate-Specific Documents

April 2001 795

Selecting Real Estate-Specific Documents1. Choose Accounting � Real estate management � Rental accounting � Postings �

Posting log.

2. Enter your selection criteria.

Action Procedure

You want make selectionsusing the real estate-specificreference number of thedocument header

Choose the Reference number function.You can make further selections using the fields Posting runactivity, Number of posting run and Year of posting run.

Then press ENTER to update these entries in the Referencenumber field in the group box Selection per documentheader.

Enter your selection criteria in the group box Selection perdocument header.With the following entries in the Sender object ID you selectreal-estate specific documents:

REACC: (debit position LO, RU, MC/accrual-deferral/management costs settlement/salessettlement/service charge settlement (without advancepayment transfer postings) / general contract periodicposting

You want to make selectionsusing data from the documentheader

RETAX (non-deductible input tax documents)

To receive further selection fields, choose More fields.

You want to make selectionsusing data from line items

Choose Line item

You want to display anoverview of the selecteddocuments only using thedocument header

Set the indicator only header.In this case, you can only display a document overview inFI.

You want to display anextended overview of theselected documents using thedocument header

Do not set the indicator only header.In this case, you can display further data in the overview listof the selected documents (for example, master data ofReal Estate objects, customers).

3. Choose Execute.

ResultDepending on whether you have set the indicator only header or not, you receive different listsfor further processing:

Indicator set Double-click on a document to go to document display in FI

Page 796: SAP Real Estate

Real Estate Management SAP AG

Selecting Real Estate-Specific Documents

796 April 2001

Indicator not set You can display the following information:

� Document overview, line item

� Real Estate object master data, G/L account, customer, vendor

� Real Estate account assignment

Place the cursor on the required line and choose the function you require.

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SAP AG Real Estate Management

Correspondence

April 2001 797

CorrespondencePurposeThis component provides correspondence activities for applications of Real Estate Management.

Implementation ConsiderationsInstall this component if you intend to:

1. Use SAP’s Real Estate Management standard correspondence delivery package

2. Define your own standard correspondence

IntegrationWith other R/3 components

Function required Component required

Use of standard SAP correspondence SAPscript

Optical archiving of outgoing correspondence SAPscript

SAP ArchiveLink

Page 798: SAP Real Estate

Real Estate Management SAP AG

Correspondence

798 April 2001

CorrespondencePurposeWith this process you can create your own company-specific correspondence for applications ofthe Real Estate Management component (RE) using the SAP word processing systemSAPscript.The correspondence can be used for each application where there is a business partnerassignment. (See also: Real Estate-Specific Partners [Seite 113]).

The correspondence component is controlled by reports that obtain application-specific data onthe respective correspondence activity from the master data or document information and printsthis out in letter form that can be tailored to your company’s needs.

Forms and language-dependent text modules are used to print correspondence activities;correspondence activities are assigned to correspondence applications [Extern], correspondencegroups [Extern], and differentiating characteristics [Extern], which lets you handle thecorrespondence of even a large number of lease-outs on an individual basis.

For production startup, you can print a letter in which you inform tenants about the newlease-out numbers used in R/3 Real Estate.

What documentation is available?Refer to the following overviews:

� Letter [Seite 805]s

� Maintaining Letters and Text Modules [Seite 809]

� Example Correspondence Control (Print) [Seite 800]

What documentation is NOT available?There is no description of how you create the correspondence in a word processing system otherthan SAPscript.

You will NOT find detailed step-by-step instructions on how to create your correspondence inyour own system but an overview of the process flow.

The detailed procedures to follow are documented in R/3 Customizing. Links to supportingdocumentation are provided.

Page 799: SAP Real Estate

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Processing One-Time Correspondence

April 2001 799

Processing One-Time CorrespondenceUseUse this function if you want to create one-time correspondence, print it, or store it so that youcan view it or edit it at a later date.

Prerequisites

Procedure1. Choose Accounting -> Real Estate Management -> Rental -> Tenant Information.

The Tenant Information Initial Screen appears.

2. Select the contract for which you want to create a one-time correspondence and choose .

Depending on the contract type, the Tenant Information: Contract Data or Lease-Outdata screen appears.

3. Choose .

The choice of mail merge templates is dependent upon Customizing settings.

4. Select the Mail Merge template you want to use and choose .

You now branch to desktop application where you can edit your one-timecorrespondence as required.

5. Choose Store, Store and Print, or Print depending on what you want to do.

If you choose an option with store, your document is stored on the business navigator.Choose to access the business navigator.

ResultOnce you have created your one-time correspondence, you can print it out or store it on theBusiness Document Navigator or on your hard drive by using the desktop option for Save.

You can retrieve your document to display or edit it from the Business Navigator by choosing on the Tenant Information Screen.

Page 800: SAP Real Estate

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Example Correspondence Control (+ Print)

800 April 2001

Example Correspondence Control (+ Print)Here the principle of the correspondence function is explained using the lease-out and lease-outnotice as examples.

Starting PointIn you organization, you want to print lease-outs individually or using mass selection as follows:

Residential lease-outs:a. With a standard letter to the master tenant

b. With a different accompanying letter to an alternative payer, if required

c. In the case of notice, a choice of letters depending on which party gives notice

Commercial lease-outa. With a standard letter to the master tenant

b. With different contractual texts for each contract type [Extern]

c. In the case of notice, a choice of letters depending on which party gives notice

ExecutionSettings in Customizing of Real EstateYou carry out all activities in Customizing under R/3 Real Estate -> Correspondence

Structures required (example)

Residential lease-out Commercial lease-out

Create letter with text modules

MV-01:Residential lease-out GV-01: Commercial lease-out for contracttypes 1 and 4

ANSCHR-01: Letter to master tenant GV-02: Commercial lease-out for contracttypes 2 and 3

ANSCHR-02: Letter to payer ANSCHR-03: Letter to master tenant

For both:

KUEND-M-01: Notice by tenant / KUEND-VM-01:Notice by landlord

Use the correspondence activity [Extern] (CA) tospecify which addressees (businesspartners) should receive which letters

CA: 6010 Residential lease-out CA: 6011 Vertragsart_1_4 / 6012Vertragsart_2_3 (contract type):

For both: CA 6530 Notice by landlord / 6531Notice by tenant

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Example Correspondence Control (+ Print)

April 2001 801

Assign the letters to this correspondence activityand the respective addresses for each letter(master tenant / payer)

Control of lease-out print + letter:Use correspondence groups [Extern] (CG) andcorrespondence applications [Extern] (CA) todetermine which correspondence activitiesare used during print

CG: Apartment

Assign this correspondence group to the objecttype Lease-out with correspondence application6010 Residential lease-out;

There are two ways of controlling the print withthe correspondence group:

a. Assign CG to each residential lease-outin the application

b. Assign CG to all residential lease-outtypes in another Customizing table

CG: Gewerbe_V_1_4 / Gewerbe_V_2_3(commercial)

Assign to object type Lease-out:

a. Correspondence groupGewerbe_V_1_4 (commercial) withcorrespondence application 6011Vertragsart_1_4 (contract type)

b. Correspondence groupGewerbe_V_1_4 (commercial) withcorrespondence application 6012Vertragsart_1_4 (contract type)

Assign the correspondence groups to therequired contract types in anotherCustomizing table

Control of notice letter printYou use differentiating characteristics [Extern]for correspondence applications [Extern] todetermine which correspondence activitiesare printed

Create a function module to determine thedifferentiating characteristics to be printed (ifnotice was given by the tenant or the landlord).

Assign the function module to object type Lease-out with correspondence application 110 Notice;then assign this correspondence application tothe required correspondence activities 6530 and6531 with correspondence group Apartment.

Object types Rental offer, Lease-outadjustments requiring reminders and Rentalcollateral are controlled by the differentiatingcharacteristics. However a combination ofcorrespondence application, correspondenceactivity and differentiating characteristicCANNOT be assigned to a correspondencegroup.

Page 802: SAP Real Estate

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Example Correspondence Control (+ Print)

802 April 2001

Activities in the applicationThere are three ways of printing letters:

1. Using forms: choose the menu path Environment � Correspondence

2. From the master records (lease-out, notice)

3. All lease-out letters from the master record of a lease-out by choosing Lease-out � Saveand more correspondence... (in the change mode) or Lease-out � More correspondence...(in the display mode).

The third method is a convenient way of creating contract-specific correspondence.Depending on the Customizing settings (see above), the lease-out letters with theircorrespondence activities are displayed in list form for selection and print.

For the standard correspondence, all correspondence activities are available for printthat are assigned to the respective correspondence application.

In all cases, print is based on the principle illustrated below.

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Example Correspondence Control (+ Print)

April 2001 803

Is a correspondence group defined in the LO?yes no

Default CG for contract type defined?(table TIVRCTYPCORRGRP)

No CG for corresp.applic.assigned in tableTIVCORRGRPDTLS?

Default corr.appl. entered?(table TIVB2)

Error

Determine corresp.applic. fromassignments in table TIVCORRGRPDTLS

no

no

Correspondence application

Print letters with addressees!

Diff.characteristicsassigned

no

yes

Legend:TIVCORRGRPDTLS: R/3 Real Estate ->Correspondence -> Correspondence Groups and Activities

->Assignment of Correspondence Activities to Correspondence Groups

TIVRCTYPCORRGRP: R/3 Real Estate ->Correspondence -> Correspondence Groups and Activities ->Control via Correspondence Group -> Default CG for Rental Agreement

Contract Type

TIVB2: R/3 Real Estate ->Correspondence -> Correspondence Groups and Activities -> Define Correspondence Activities

Principle of Correspondence Print (Based on Customizing Tables)

yes

yes

How does the R/3 System print?The process is as follows:

When you access the correspondence function, a data retrieval program is called that transfersthe data determined by the system for each letter to a special print program.

What do the correspondence programs do?

Data retrieval program Print program

Page 804: SAP Real Estate

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Example Correspondence Control (+ Print)

804 April 2001

Determines

� The objects entered in the selection screen(for instance all residential lease-outs of abusiness entity)

� The application data (name of tenant,address...) to be entered in the text modulesof each lease-out

This data is stored in the working memory andtransferred to the print program

The print program controls printing on theoutput devices.

As an alternative, you may optically archive[Seite 1133] the letter.

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Letters

April 2001 805

LettersDefinitionStandard letters that are used for correspondence with business partners of the Real Estatecomponent.

UseYou use the standard letters to adjust the correspondence with business partners of real estate-specific applications to your own Company’s requirements.

You make the adjustments in Real Estate Customizing.

StructureA letter consists of the following parts: Processing in the R/3

System:

Page formatfor instance A4, US Letter, Portrait, Landscape...

TransactionSE71 (edit forms)Texts that are to appear in fixedpositions on a page (for instancethe letter heading for thecompany code) should beincluded directly in the form. Youthen do not need to create theseas separate text modules for theletter in Customizing.

Windows for the header and footerThese can be positioned anywhere on the page format withthe required size

Other text windowsAny number of text windows can be positioned anywhere inthe page format with the required size

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Letters

806 April 2001

Text modulesAny number of text windows can be positioned anywhere onthe page format with the required size.

You create texts language-dependently, that meansmultilingual texts can be formulated and printed;

you may also insert graphics, for instance your companylogo;

you can also copy data from the R/3 System to the textmodule (for instance the name of the tenant, address,number of the lease-out etc.)

a) You define the paragraph andcharacter format intransactionSE72 (edit styles)

b) You formulate the texts inReal Estate Customizing;you assign a style for theparagraph and characterformatting

Layout

Content

Window forhead er/ footer

Window forother text

Text moduleTexts / paragraphand characterformatting

Page format

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Text Modules

April 2001 807

Text ModulesDefinitionText elements that can be assigned to letters.

UseYou use text modules to tailor the content of a letter on a Real Estate-specific application to yourCompany’s requirements.

In a text module you can also calculate or output data from a Real Estate-specific applicationusing the entries in the corresponding table fields.

Text modules are defined in Real Estate Customizing.

StructureA text module consists of the following parts:

Part Description

Sequential number Determines position of text module in the letter

Text object Determines global environment in which a text module can be used; textobjects are predefined by SAP, for instance:

FVVI_MV: Text module is only valid for lease-outs

Text name Description of the text module

Text ID Unique identifying characteristic

Language This gives you the option of using text modules in different languages inthe same letter

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Text Modules

808 April 2001

• Text module name consisting of

• Name of text object• Text name

• Program with subroutine that obtains data for table output

• Selection indicator• Indicator mandatory• Indicator that text module contains a table title (header)

1. Detail: Attributes 2. Editor: Text maintenance

Rental objectFor rent ...&VIRUADRS-STRAS(C)&in <G>&VIRUADRS-PSTLZ(C)&&VIRUADRS-ORT01(C)&

STYLE FORM

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Maintaining Letters and Text Modules

April 2001 809

Maintaining Letters and Text ModulesPrerequisitesThe settings are made directly in Customizing for Real Estate, therefore you need a maintenanceauthorization. Contact your system administrator.

It is assumed that the letter form (layout) and the styles (paragraph / character formatting)are already available.

ProcedureParticular attention is given here to the activities carried out in Customizing for Real Estate withregard to editing text modules [Seite 807] of letters [Seite 805]. There are two types of textmodules:

a. Those containing the main text

b. Those containing the header and footer

1. Text modules with main text

See under Customizing for Real Estate under R/3 Real Estate -> Correspondence �Letters and Text Modules � Maintain Letters or � Text Module Bulk Maintenance

Or under the application menu: Starting from the initial screen, choose Accounting �Real estate management � Tools � Current settings � Correspondence

Documentation: Maintaining Letters [Extern]

2. Assignment to a business activity

You assign the letter to a business activity (for instance rent adjustment, service chargesettlement). You assign a business activity to the correspondence by means ofcorrespondence applications that are predefined in the system.

Correspondence application Correspondence activitySales settlement Sales settlement in two

currencies:

Prints the settlement for the mastertenant in two currencies (for instance DMand euros)

You have to indicate the letter form required for every letter and the print program forprinting it. You can also specify whether the administrator receives a selection of textmodules for the letter before print, which can be printed as required.

3. Text modules for the header and footer

There are two ways of determining the contents of the header and footer.

Determine one header/footer for allletters of a company code

Determine different headers/footers forletters in the same company code

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Maintaining Letters and Text Modules

810 April 2001

You make the necessary settingsCustomizing for Real Estate under:

R/3 Real Estate -> Tools -> CentralCorrespondence Maintenance -> DetermineStandard Texts for Headers and Footers

You determine the text for headers andfooters once only; the settings are made foreach letter (form) at the point of print

You specify your requirements by editing theform (transaction SE71):

You have to determine the text for theheaders/footers for each form and for eachcompany code

4. Editing text modules

The next step is to determine the text modules for the letter.

a. You can change existing modules or create new ones. The sequence number of a textmodule determines its positioning in the letter. Note that any changes to a text modulewill affect all the letters to which this text module is assigned.

b. You control the paragraph and character formatting by assigning styles.

c. You control which data is included from the application by assigning forms. Data from theapplication can be used in each text module during print by specifying the fields of theprogram you require in the text module (Example Including Data from the Application[Seite 811]).

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Example Including Data from the Application

April 2001 811

Example Including Data from the ApplicationStarting pointYou wish to generate from the print program the name and the address of the landlord andtenant in a text module.

Procedure

What to do? How does the print look?

a) Choose the text module for the required letter for editing(see under Real Estate Customizing R/3 Real Estate ->Tools -> Central Correspondence Maintenance ->Maintain Letters)

b) Determine the technical name of the fields to be printed

c) Enter the technical names in the text module as follows:

Landlord:&VIBKADR-NAME1&&VIBKADR-STRAS&&VIBKADR-PSTLZ& &VIBKADR-ORT01&

Tenant:&MIETERADR-LINE0&&MIETERADR-LINE1&&MIETERADR-LINE2&&MIETERADR-LINE2&

The print of a selected lease-out would look like this:

Landlord:IDES Holding AGLyoner Stern 23160441 Frankfurt

Tenant:Systema GmbHAm Grossen Platz169346Sandhausen

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Example Including Data from the Application

812 April 2001

How do I choose the printable fields (DDIC fields)?1. When editing the text module, choose Include -> Symbols

-> Program symbols (Strg + F3).The assigned print programs for the required form aredisplayed; you may change the assignments of forms tothe text module.

2. Mark the required print program (report) and press theDDIC fields button.The table structure for the report is displayed.

3. Double-click the table with the field you require. All fieldsof the table are displayed.

4. Double-click the field you require to copy it to the textmodule.

Caution: Not all fields that are displayed canbe printed. To find our which fields can be printed,refer to the report documentation of the selected printprogram (transaction SA38 or choose Help ->Application help in the selection screen.

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Real Estate Controlling

April 2001 813

Real Estate ControllingPurposeThis component contains functions for controlling Real Estate objects.

Implementation ConsiderationsInstall this component if you intend to carry out the following controlling activities for Real Estate-related account assignment objects:

� Settlement of costs incurred by Real Estate objects on other Controlling objects (COsettlement)

� Cost and revenue planning for Real Estate objects

� Profit center accounting

� Internal activity allocation

� Transfer postings in Controlling

� Creation of statistical key figures for Real Estate objects

IntegrationYou have to install the R/3 Controlling component or part components in order to carry out RealEstate Controlling.

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Costs Settlement (CO Settlement)

814 April 2001

Costs Settlement (CO Settlement)PurposeYou can settle costs incurred on Real Estate objects (business entity, property, building, rentalunit, lease-out) on the Real Estate objects themselves as and where they arise, or you can useother account assignment objects in the R/3 System.

Real Estate objects can also receive costs from other account assignment objects, such as froma cost center, an order or an asset.

This documentation only describes the view with the Real Estate object as "sender" of costs.

For detailed information on the CO settlement and the account assignment objects involved,including the Real Estate object as "receiver" of costs, refer to the documentation of theControlling component CO Settlement [Extern].

Note that it is only possible to carry out input tax distribution based on option rates [Seite843] for the Real Estate object if the purchase order [Extern] or invoice has already beenassigned to a Real Estate object in Financial Accounting. If the purchase order or invoice isassigned to another controlling object (such as an order) and then settled to a Real Estate objectin the CO settlement, the tax information on the original document is lost. The Real Estate objectis only debited with the net share.

PrerequisitesAll "receiving" account assignment objects must be released for account assignment.

Process FlowI. CustomizingCheck that the correct settings have been made in Customizing for Real Estate:

� Settlement cost elements

� Settlement schema, source structure, PA transfer structure

� Settlement profile

� Selection variants for collective processing (you can also maintain these in the application)

II. R/3 Real Estate master data objectsYou have to assign each object to be settled a settlement rule [Extern] consisting of:

a. Receiver of the costs (such as cost centers, orders); this data must have been createdand possibly also activated or released in the respective standard applications

b. Settlement schema, source structure, PA transfer structure

c. Settlement profile

III. Posting costs to objectsThe CO settlement takes account of all costs and revenues that have been posted to Real Estateobjects.

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Costs Settlement (CO Settlement)

April 2001 815

IV. Carrying out CO settlementYou do this in R/3 Real Estate. There are two methods:

Single processing Collective processing

Settlement by selecting existing objects; includingthe whole hierarchy if required (for instance, allrental units of a business entity)

Further selection criteria possible by creatinga selection variant (for instance, by usagetype, contract type and so on).

You have to use this procedure if you wantto run the settlement as a background job.

ResultThe CO settlement credits the actual costs on the sender object and debits those on the receiver.How this is done depends on the Customizing settings:

� Either under the same cost element under which the debiting was carried out

� Or under a special settlement cost element (secondary cost element)

You can display the postings in the Controlling reports of the information system.

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CO Settlement: Assigning Settlement Rules

816 April 2001

CO Settlement: Assigning Settlement RulesThe procedure is the same for all objects to be settled (business entity, property, building,

rental unit, lease-out).

1. In the master data of the objects to be settled, choose Extras � CO settlement rules.

2. The procedure for settlements is described in the CO documentation Settlement Rule[Extern].

3. When you have entered your data, choose Back.

You return to the master data of the object.

4. Save your entries.

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Carrying Out CO Settlement

April 2001 817

Carrying Out CO SettlementChoose Accounting � Real estate management � Controlling � Actual Postings � Period-endclosing � Settlement.

There are two ways of settling objects:

Action Procedure

Selection of the objects to be settled, includingthe hierarchy if applicable

Choose Individual processing

Selection of the objects to be settled usingadditional selection criteria (for example, usagetype, contract type)

OrSettlement as a background job

This a two-step process: you have to create avariant before you can execute collectiveprocessing.

To do so, choose:

a) Maintain variant.Here you determine the selectionrequirements for your objects and savethem as a variant.

b) Collective processing.Here you initiate the settlement based ona variant.

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Internal Activity Allocation (RE)

818 April 2001

Internal Activity Allocation (RE)UseUse this function if

� You have carried out internal activities on Real Estate objects

� And you want to enter these and make further settlements on them

Starting point (example)You have employed a team of gardeners to carry out gardening work in your rentedproperty.

You want to apportion the costs of the gardeners' work to the tenants.

ProcedureDetermine the costs using activity allocation and post these to the correspondingsettlement unit.

ResultThese costs are taken into account by the service charge settlement when apportioningthem to the tenants.

ActivitiesChoose Accounting � Real estate management � Controlling � Actual Postings � Activityallocation � Enter.

For more information about the concepts and procedures of this CO function, see Indirect ActivityAllocation [Extern] in the CO documentation.

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Cost and Revenue Planning of Real Estate Objects

April 2001 819

Cost and Revenue Planning of Real Estate ObjectsUseUse this function to determine planning values for the following parameters:

� Primary cost elements

� Activity input

� Revenues

� Statistical key figures

You can set each parameter for the following Real Estate objects [Extern]:

� Business entities, buildings, properties, rental units

� Lease-outs

� Management contracts

You can compare these in the information system with the actual data.

For each planning session you can plan a planning object and a planning type (primary costs,revenues, activity input, statistical key figures).

PrerequisitesPlanned accounting objects must have system status REL Released or ACTV Active.

FeaturesThe following planning areas (illustrated in the following graphic) are available in the Controllingcomponent for Real Estate:

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Cost and Revenue Planning of Real Estate Objects

820 April 2001

Planning Features and Plannning Areas in RE

Statistical keyfigures

RevenuesCosts

Manual statistic keyfigure planning

Manual, primaryand secondary costelement planning,activity dependentand activityindependent

Manual revenueplanning

For more information about cost and revenue planning, see Manual Planning [Extern] in COdocumentation.

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Maintaining Planning Data (RE)

April 2001 821

Maintaining Planning Data (RE)PrerequisitesThe planning layouts or planning profiles for the corresponding planning sessions are available inCustomizing for Real Estate.

ProcedureChoose Accounting � Real estate management � Controlling � Planning.

Choose the required menu options if you want to change the planning settings in Customizing.

For more information, refer to the R/3 Implementation Guide (R/3 Real Estate � Real EstateControlling � Planning, or the documentation of the Controlling component: Executing Planning[Extern].

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Transfer Postings for Costs/Revenues/Line Items (RE)

822 April 2001

Transfer Postings for Costs/Revenues/Line Items (RE)UseUse these functions if

� You want to make a transfer posting (transaction-related) of primary costs while keeping theoriginal cost element.

� If you want to adjust incorrect postings.

� You want to make transfer postings on line items of CO documents.

ActivitiesChoose Accounting � Real estate management � Controlling � Actual Postings

For more information about the concepts and procedures of this CO function, see ReportingCosts and Revenues Manually [Extern] in CO documentation.

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Statistical Key Figures (RE)

April 2001 823

Statistical Key Figures (RE)UseThese are used for Real Estate planning.

ActivitiesChoose Accounting � Real estate management � Controlling � Statistical key figures �Change.

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Profit Center Accounting (RE)

824 April 2001

Profit Center Accounting (RE)UseWith Profit Center Accounting, R/3 provides you with a periodic profit and loss statement forindividual organizational units. The classification of the organization into profit centers forms thebasis for the controlling activities of areas with internal responsibility, allowing businessresponsibility to be delegated to decentralized units.

Making profit center assignments lets you display profit-related business transactions in RealEstate, such as:

� Revenue from basic rent

� Operating costs

� Heating expenses

Your cost planning activities on Real Estate objects are not updated online in the profit centerof the assigned Real Estate objects; you have to run a report to do this as a background job.

IntegrationYou can assign profit centers to the following Real Estate-specific account assignment objects:

� Business entity

� Property

� Building

� Settlement unit

� Rental unit

� Lease-out

� Management contract

� General contract

ActivitiesChoose Accounting � Real estate management � Controlling � Info system � Profit centeraccounting.

See also:Info System: Profit Center [Seite 892]

For detailed information on profit center accounting, refer to Profit Center [Extern].

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CO Orders for Real Estate Objects

April 2001 825

CO Orders for Real Estate ObjectsPurposeThe operational ordering function can be divided into sales-related orders and company-internalorders.

Sales-related orders mainly serve the purpose of logistic control of input factors and salesactivities.

There are the following kinds of company-internal orders (internal orders):

� Orders purely for object controlling purposes within cost accounting (for instance orders formarketing or exhibitions)

� Productive, value-adding orders that can be activated (for instance in-house manufacture ofa conveyor belt)

A company’s internal ordering function represents the most detailed operational level of cost andactivity accounting and serves to

� Monitor costs, for instance in those areas where costs have to be considered in other waysapart from cost element and cost center accounting

� Support “make or buy” decision-making

Process FlowCarry out the following steps to assign CO orders to Real Estate objects and to valuate the costs:

1. Create order(s).

2. Assign the required Real Estate object in the master data of the CO order.

3. Plan or carry out account assignments on the CO order (for instance CO settlement, financialaccounting, materials management).

4. You can analyze the non-cumulative values of CO orders within the RE information systemby Real Estate object or by cost element:

– ACTUAL

– COMMITMENT

– PLAN

For more information about CO orders, see Internal Orders [Extern].

Note: The input distribution [Seite 843] of the Real Estate object is only possible if thepurchase order [Extern] or invoice is already assigned to a Real Estate object in FI. If the invoiceor order is assigned to another controlling object (such as order) and consequently settled to aReal Estate object via CO accounting, the tax information about the original document is lost.The Real Estate object is only debited with the net share.

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CO Orders for Real Estate Objects

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Owner Settlement

April 2001 827

Owner SettlementUseOwner settlement distributes the costs and revenues incurred for the real estate objects(business entity, property, building, rental unit, lease-out) to the owners assigned to thoseobjects.

IntegrationMaster data real estate objectsOwner data is created within the master data, with the respective property share.

Third-party managementThe owner settlement can also be executed from the standpoint of the property manager. Theproperty manager executes the following settlement on behalf of the owner:

� Costs payable by the tenant

All costs that can be assigned to the tenant

� Costs/revenues payable by the owner

All costs that can neither be assigned to the tenant nor to the manager

� Costs/revenues payable by the manager

All costs that can neither be assigned to the tenant nor to the owner.

Settlement via cost elementsYou define cost elements for the owner in Controlling, broken down into costs and revenues.Real estate-specific cost elements are assigned to these owner cost elements in Real EstateCustomizing.

You assign costs and revenues exactly on the basis of these cost elements.

RequirementSettings in Real Estate CustomizingYou have to activate owner management in Real Estate Customizing in order to execute anowner settlement in the system.

Owner master data (partner management)The following data patterns are required for the posting procedures:

Owner master data Owner vendor account master data

The owner exists as customer withassignments of the owner vendor account.

A vendor account of the owner exists withassignments of the owner customer account.

FeaturesThe costs and revenues are apportioned based on the owners’ property share.

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Owner Settlement

828 April 2001

The owner settlement is carried out in two posting steps:

� A transfer posting is made of all costs and revenues assigned on the real estate objectsaccording to the assignments in Real Estate Customizing. The transfer posting is carried outaccording to the owner shares defined in the master data of the real estate objects (businessentity, property, building, rental unit)

� Postings of the real estate object to the vendor (= vendor account of owner) are carried outper owner. During posting, a document is created both for costs and for revenues, each witha posting line per owner cost element and per tax code.

Non-apportionable

Tenant Owner

Object rented Object vacant

Apportionable

Plant maintenance Management costs

Costs Revenue

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Owner Settlement

April 2001 829

Owner SettlementPurposeCosts and revenues due from the business processes of renting and third-party management areassigned to the real estate objects concerned (business entity, property, building, rental unit,lease-out). The costs and revenues are separated according to cost and revenue type.

Using the owner settlement, you can allocate the actual costs due and the revenue to the ownersof the object: the following must be taken into account:

� Property shares allocated to the owners

� Chronological assignment of owners.

Process FlowI. Default settings in Customizing for Controlling and R/3 Real Estate1. Within Controlling Customizing, cost elements are defined for the owner, separated by costs

and revenues.

2. Cost elements specific to real estate are assigned to these owner cost elements by means ofReal Estate Customizing.

3. You have to activate the indicator for owner management in Real Estate Customizing so thatan owner settlement can be carried out in the system.

II. Master data real estate objects1. Real estate objects (business entity, property, building, rental unit) the system status

Released so that costs and revenues can be posted to these objects at all.

2. All involved objects for the owner settlement have the respective owners assigned to them.

You additionally have to assign a vendor to the owner by means of the partnermanagement.

III. Account assignment to real estate objectsThe account assignment of the costs and revenues can be carried out with a G/L accountdocument posting according to the owner cost elements via FI or together with the postingprocedures of a management contract.

IV. Carrying out owner settlementThe owner settlement distributes the costs and revenues of the individual objects to the ownersaccording to their owner factor.

ResultFollowing postings are implemented:

� For the revenues: Objects are credited via a clearing object type and posting from open-credit items to the owners’ customer accounts.

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Owner Settlement

830 April 2001

� For the costs: Objects are credited via a clearing object type and posting from debit accountsof the owners.

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Simulating/Executing Owner Settlements

April 2001 831

Simulating/Executing Owner SettlementsPrerequisitesThe Real Estate objects concerned are assigned to the owners.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management � Owner settlement � Execute.

2. Enter your selection criteria.

Action Procedure

Carry out a simulation of the settlement Select the Simulation field

Post the settlement Do not select the Simulation field

3. Choose Execute.

ResultIf the Simulation field is not selected

� The costs and revenues of the selected objects are posted to the owner account according tothe property shares

� An identification number is generated for the settlement run that serves as a referencedocument number [Seite 793] in Financial Accounting

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Reversing Owner Settlements

832 April 2001

Reversing Owner Settlements1. Starting from the general menu, choose Accounting � Real estate management � Third-

party management � Owner settlement � Reverse.

2. Enter your selection criteria and choose Execute.

3. A list of Real Estate objects affected by the settlement run is displayed.

4. To reverse the settlement, choose Reverse.

ResultThe documents are placed in a batch input file called EIGA_STORNO. The documents arereversed only after the file has been processed.

Choose System � Services � Batch input to check whether the session has been processed.

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Printing Owner Settlements

April 2001 833

Printing Owner SettlementsSAP delivers standard letters for rent adjustments. You can create your own standard letters

(see Correspondence [Seite 798]).

1. Starting from the general menu, choose Accounting � Real estate management � Third-party management � Owner settlement � Print letter.

2. Enter your selection criteria and choose Execute.

ResultThe letters are printed for each owner. The system differentiates between different owneraddresses if the proper assignments have been made in the Real Estate objects.

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Tax Calculation via Jurisdiction Code

834 April 2001

Tax Calculation via Jurisdiction CodePurposeIntegration of the calculation (based on location) of taxes in the Real Estate Managementcomponent.

Taxes can be calculated on a local level and not just on a national level as is the case in the USAor Canada

This extension is based on the financial accounting component where the location is coded in theform of the jurisdiction code for the purposes of tax calculation. In the jurisdiction codes thedefinition of the tax percentage rate can also be time dependent.

You find additional information about the types of tax collection in the documentationfor the Financial Accounting (FI) component: Types of tax collection [Extern].

You can assign jurisdiction codes to the following objects:

� Real Estate Management objects (business entity, property, building, rental unit)

� Lease-out

� Management contract

PrerequisitesIn the Financial Accounting Customizing, you implement the corresponding activities for thesales tax:

� Internal tax accounting (in the R/3 System):

Manual maintenance of the percentage rates for each jurisdiction code or

� External tax calculation:

Management of percentage rates for each jurisdiction code via RFC (Remote FunctionCall) with external companies (Vertex, Taxware etc.).

Process Flow1. Set the method of tax accounting in the Financial Accounting Customizing

2. Maintain the jurisdiction codes in the required master records in RE:

Real Estate objects Lease-out Management contract

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Tax Calculation via Jurisdiction Code

April 2001 835

The assignmentof the codes isbased on ahierarchicalconcept: If thereis no jurisdictioncode for anobject (e.g.rental unit), thecode of thesuperior objectis used (e.g. thecode of thebuilding; if this isnot available thebusiness entityis used)

You can set a jurisdictioncode for each conditiontype, if required.

If this code isnot entered, therental unit orthe superiorobject is usedfor thecalculating thecode.

You can maintain two codesfor each fee type formanagement contracts:

� One for posting tocustomer accounts

� One for posting to vendoraccounts in the objectcompany code.

Pay attention tothe F1 Help forthe indicator NFAof the fee type.

ResultThe taxes are calculated according to the percentage rates per jurisdiction code for everycommercial operation that involves taxes.

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Input Tax Processing

836 April 2001

Input Tax ProcessingPurposeThis component supports input tax processing according to German law (preemptive right onsales tax):

For mixed rentals (commercial/residential) it is necessary to separate the input tax on incomingpostings into non-deductible and deductible amounts.

Whereas deductible input tax can be balanced against output tax, non-deductible input tax has tobe:

� distributed to private usage, in the case of apportionable acquisition/production costs

� activated, in the case of expenses subject to activation in Asset Accounting (FI-AA). Changesin the usage of the asset lead to corrections in Asset Accounting according to German law.

Implementation ConsiderationsInstall this component if you want to reduce your tax burden resulting from the businessprocesses of rental and leasing of real estate according to German law.

IntegrationYou have to install the R/3 Asset Accounting (FI-AA) component to be able to use thiscomponent.

FeaturesThe system calculates the deductible and non-deductible input tax portions by means of an inputtax distribution process that is carried out monthly due to the changing financial situation of realestate objects.

The financial conditions are determined by the comparing of the commercial/input tax for optingrental with the total rental: an automatic determination of the financial conditions using the areasor cubic volume is possible as well as a manual entry.

Since vacant rental units can also be considered as an option, input tax processing can beadapted to the individual business processes of your organization.

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Scenario: Input Tax Processing

April 2001 837

Scenario: Input Tax ProcessingPurposeIn accordance with German law, this scenario calculates the input tax revision using the ratesthat are obtained in the framework of the rental process; the legal requirements of §9 Germanlaw (input tax opting for rental and leasing of Real Estate objects that are subject to commerciallaw).

If you exercise this preemptive right, you can then carry out input tax processing in RE for

� costs that have to be capitalized (fixed assets)

� apportionable costs (service charges)

� non-apportionable costs

An input tax deduction and a reduction of the tax burden can be made using the input taxprocessing; this takes into consideration the changing financial conditions - i.e. the transactionbetween private and commercial usage of rental properties.

PrerequisitesSettings in Real Estate CustomizingAffected company codes are selected for the input tax opting and, when the fixed assets havebeen taken into account (costs to be capitalized), the indicator for active asset accounting mustbe set.

Process Flow1. Determining the output tax

Output tax due within the framework of rental and leasing turnover is automatically keptseparate during posting procedures via tax codes that also have to be maintained. Youcan decide here whether the output tax is to be posted at the time of the debit position orat the time when the incoming payment is to be booked.

2. Recording the costsThe costs due are posted as documents with the deductible input tax: the accountant candefine the target account assignment:

a) that also lists in correction items [Seite 862] in the component asset accounting (FI-AA) the costs to be capitalized that affect the fixed asset; the value flow isguaranteed via the allocation of the asset to the real estate object.

b) which lists the costs that can be apportioned to the tenant on the settlement unit[Seite 331].

c) non-apportionable and costs that do not have to be capitalized can be listedunder the objects concerned.

3. Determining the deductible input taxThe distribution of the input tax into a deductible and non-deductible part is made takinginto account the changing financial conditions (commercial/residential lease-outs) of the

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Scenario: Input Tax Processing

838 April 2001

current account assignment objects. Whereas deductible input tax can be balancedagainst output tax, non-deductible input tax is:

a) distributed between private usages for apportionable operating and service costs.This is done automatically via the service charge settlement.

b) activated, in the case of expenses subject to activation in Asset Accounting (FI-AA).

Changes in the usage of the asset lead to corrections in Asset Accounting. Thesystem takes (in this scenario, German) legal requirements into account.

Deductible and non-deductible input tax are posted to accounts set in Real EstateCustomizing.

4. Displaying the tax burdenThe tax burden is displayed in the advance return on tax in the Financial Accounting.This balances the posted output tax with the deductible input tax in periods that can befreely defined.

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Option Rate (Composite Rate/Base Rate)

April 2001 839

Option Rate (Composite Rate/Base Rate)DefinitionOption rate [Extern]

UseThis option rate forms the basis for input tax processing as required by law, and it also takes intoconsideration the changing financial conditions of a real estate object. You use option rates todefine the basis for input tax distribution into deductible and non-deductible parts.

The validity period of an option rate is one calendar month; you therefore have to recalculateoption rates each month.

In accordance with the costs due and the costs posted, you have to maintain option rates in thesystem in:

� Real Estate objects

� Settlement unit

� Correction items

IntegrationDuring option rate determination for correction items [Seite 862] (input tax treatment of fixedassets), the various phases of the input tax treatment [Seite 854] as well as composite rates[Extern] and a base rate [Extern] are determined.

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Option Rate Determination

840 April 2001

Option Rate DeterminationUseThis function calculates automatically the monthly option rate to be set for every objectconcerned.

You can also set option rates of objects manually with the relevant setting of thecalculation type (see Option Rate Calculation Types [Seite 842]).

IntegrationRental UnitThe option rate is determined on the basis of the rental units, that is, the system determineswhether taxes on sales/purchases can be opted for or not for each rental unit. An option ispossible for a rental unit (RU) only in the following cases:

� the rental unit has an active lease-out, on which the Opting for input tax indicator is set.

� RU has a provisional lease-out

� with the indicator for input tax opting

� with the "Provisional lease-out concluded" status.

� that has not yet expired on the date of determination.

� RU is vacant and has the indicator Inp.tax ded.vacancy

PropertyIf no rental unit has been assigned to a property and if there is only one building standing on thisproperty to 100%, the option rate of the building is automatically set for the property.

Input tax distributionThe option rate determination is the basis for implementing the input tax distribution.

Prerequisites� A procedure for setting the option rate determination has been set of the corresponding

objects (settlement unit/Real Estate objects/correction items).

When you are determining the option rates of correction items, you must alsoperform this function for manually set calculation basis. This must be done during theentire phase of the input tax collection determination of the composite rates.

� The reference values (area or cubic volume) for automatic determination of the optionrates are set on the rental unit:

� In Real Estate Customizing, the area types must be defined as reference areas[Seite 58] for this procedure.

Page 841: SAP Real Estate

SAP AG Real Estate Management

Option Rate Determination

April 2001 841

� The cubic volume must be maintained manually on the rental unit.

FeaturesThe option rates are newly calculated each month using the calculation type set on the objects(settlement unit/Real Estate objects/correction items); this rate is set as the calculation basis forthe monthly input tax distribution for the objects.

You can repeat the determination of the option rate as often as required, whereby

� the option rates calculated automatically overwrite the ones set manually (when theautomatically calculated procedure is changed later).

� option rates are not changed if they have already been used for postings (input taxdistribution).

Determination according to area ratioThe option rate is calculated from:

Rental area liable to tax on sales/purchases x 100Overall rental area of the rental units

Determination according to cubic volume ratioThe option rate is calculated from:

Cubic volume liable to tax on sales/purchases x 100Overall cubic volume of the rental units

Page 842: SAP Real Estate

Real Estate Management SAP AG

Option Rate Calculation Types

842 April 2001

Option Rate Calculation TypesCalculation types for option rates and affects on the monthly option rate determination(can be set for business entity, property, building, settlement unit, correction items)

Calc.Type Meaning Man.(M)Autom.(A)

Performed Action

0 (initial) no calculation � The option/composite rates are not calculated; awarning message is output in the error log

1 Arearelationship

A The option rate is calculated according to the arearatio

Calculation of a composite rate for the correctionitems in the input tax correction based on the optionrates.

2 Cubicrelationship

A The option rate is calculated according to the cubicratio

Calculation of a composite rate for the correctionitems in the input tax correction based on the optionrates.

3 Relationship ofthe

apportionmentunits

A applies only to settlement unit!!The option rates are calculated according to therelationship of the apportionment units of anapportionment factor.

6,7,8 Manual entry ofoption rates

M There is option rate calculation but a copy of last validoption rate for the calculation month is madeavailable if an option rate has not yet been calculated/

Calculation of a composite rate for the correctionitems in the input tax correction based on optionrates.

9 No input taxoption

A An Option rate of 0% is set for the calculation month/

Calculation of a composite rate for the correctionitems in the input tax correction based on the optionrates.

Page 843: SAP Real Estate

SAP AG Real Estate Management

Input Tax Distribution

April 2001 843

Input Tax DistributionUseBy means of this function you distribute the input tax amounts of the posted documents with realestate account assignment

� according to the respective option rates [Seite 839] to be used option rates

� into a deductible and non-deductible part.

IntegrationDue to the document entry in the component Financial Accounting (FI), cost accounts are first ofall posted with the net costs, the total input tax is posted to the account for deductible input tax.Depending on the option rates, the program determines for the input tax distribution which shareof the input tax (posted as deductible at first) is non-deductible for the individual accountassignment objects. This share is transferred from the input tax account (deductible input tax) toaccounts for non-deductible input tax.

RequirementOption rates for the objects concerned are known.

FeaturesThe input tax distribution of the selected documents is carried out according to the valid optionrate of the account assignment object.

The non-deductible input tax is posted to the accounts defined in Real Estate Customizing.

Cross-company input tax distributionYou can post cross-company documents between opting company codes with tax and auxiliaryaccount assignment Real Estate objects. If one of the participating company codes is opted, onlythe transaction keys “IT” and VAT are allowed for tax items.

These restrictions make possible the input tax distribution of cross-company documents; thetaxes are accrued in the tax company code of the internal company that has to pay sales tax.

Page 844: SAP Real Estate

Real Estate Management SAP AG

Non-Fixed Asset Input Tax Deduction (non-apport.)

844 April 2001

Non-Fixed Asset Input Tax Deduction (non-apport.)PurposeThis process forms the input tax revision for costs that are posted to the real estate objects in theframework of the input tax opting (do not have to be capitalized and costs are not apportionable).The following objects are included:

� Business entity

� Property

� Building

PrerequisitesIn the Real Estate Customizing the company codes affected by input tax opting are selected.

Process Flow1. You have to define the distribution rules for deductible and non-deductible input tax in the

form on option records or their calculation type in the master data of the real estateobjects affected.

Manual calculation type Automatic calculation type

In this case, you have to entermanually the option rates.

In this case:

� You have to maintain the adjustmentmethod in the objects

� You have to start the automatic calculationof the option rates

2. To determine the deductible input tax using the option rate, you have to start anautomatic input tax distribution.

ResultThe system has calculated the deductible and non-deductible part of the input tax using theoption rate and posted it to the accounts set in Real Estate Customizing.

You can calculate and print the tax burden for certain periods using the advancereturn for sales tax (F1 function).

Page 845: SAP Real Estate

SAP AG Real Estate Management

Determining Monthly Option Rates

April 2001 845

Determining Monthly Option RatesPrerequisites� Automatic procedure for setting the option rate determination has been set of the

corresponding objects (settlement unit/Real Estate objects/correction items).

When you are determining the option rates of correction items [Seite 862], you mustalso perform this function for manually set calculation basis. This must be doneduring the entire phase of the input tax collection determination of the compositerates and basis rates.

� The reference factors (area/cubic volume) for determining the option rate are maintained inthe objects.

Have your system administrator create a background job that starts the monthlyoption rate determination automatically.

Ensure that the background jobs are executed in the correct order:

1. Background-job for the option rate determination

2. Background job for the input tax distribution

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Rental accounting.

2. Choose Input tax processing � Determine option rates.

You branch to the initial screen.

3. Enter the key date of the calculation and select the required objects (settlement unit/realestate objects/correction items), for which a option rate determination is to be carried out.

4. Enter the selection criteria for the individual objects and choose Execute.

You receive a results log and an error log.

5. You can now check the new, determined option or composite rates in the correspondingmaster data of the objects.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 846: SAP Real Estate

Real Estate Management SAP AG

Distributing Monthly Input Tax

846 April 2001

Distributing Monthly Input TaxPrerequisitesOption rates are determined/available for the month in question.

Have your system administrator create a background job that starts the monthly inputtax distribution automatically.

Ensure that the background jobs are executed in the correct order:

1. Background job for the option rate determination

2. Background job for the input tax distribution

3. Background job for the input tax treatment of correction items

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Input tax processing � Input tax distrib. � Post.

3. Enter your data. The following information is important:

Information

Field Posting date The program selects all documents posted up to the entereddate in which input tax has not yet been distributed.

Function Line selection The program selects all documents posted in a date andcompany code interval in which input tax has not yet beendistributed. The selection of documents with a posting datelater than the actual distribution run is automaticallyprevented.

4. Choose Execute.

You receive an overview of the input tax to be posted.

Action Choose

Do not post input tax distribution Back

Post input tax distribution Save.

You receive a posting and an error log.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 847: SAP Real Estate

SAP AG Real Estate Management

Reversing Input Tax Distribution

April 2001 847

Reversing Input Tax Distribution1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Input Tax Processing ��Input tax distrib. � Reverse.

3. Enter your selection criteria.

Action Procedure

Reverse the entire input tax distributionrun

enter the fiscal year and debit position ID ofthe run.

Reverse individual distributiondocuments

select the documents within the Single doc.reversal group box.

4. Choose Execute.

A result log lists the documents to be reversed.

5. To carry out the reversal, select the entries to be reversed and choose the Reversedocument function.

ResultThe reversal of an input tax run creates accounting documents which no longer refer to FIdocuments that have been reversed. The allocation is now made by means of the object key inthe FI document, for example:

Source document object key: RETAX0000013719960000003

Reverse document object key: RETAX000001371996S000003

Page 848: SAP Real Estate

Real Estate Management SAP AG

Non-Fixed Asset Input Tax Deduction (apport.)

848 April 2001

Non-Fixed Asset Input Tax Deduction (apport.)PurposeThis process forms the input tax revision for costs that can be apportioned to the tenant andthat are posted to the settlement units in the framework of the input tax opting.

PrerequisitesIn the Real Estate Customizing the company codes affected by input tax opting are selected.

Process Flow1. You have to define the distribution rules for deductible and non-deductible input tax in the

form on option records or their calculation type in the master data of the real estateobjects affected.

Manual calculation type Automatic calculation type

In this case, you have to entermanually the option rates.

In this case:

� You have to maintain the adjustmentmethod in the settlement unit.

� You have to start the automatic calculationof the option rates

2. To determine the deductible input tax using the option rate, you have to start anautomatic input tax distribution.

ResultThe system has calculated the deductible and non-deductible part of the input tax using theoption rate and posted it to the accounts set in Real Estate Customizing.

You can calculate and print the tax burden for certain periods using the advancereturn for sales tax (F1 function).

Page 849: SAP Real Estate

SAP AG Real Estate Management

Determining Monthly Option Rates

April 2001 849

Determining Monthly Option RatesPrerequisites� Automatic procedure for setting the option rate determination has been set of the

corresponding objects (settlement unit/Real Estate objects/correction items).

When you are determining the option rates of correction items [Seite 862], you mustalso perform this function for manually set calculation basis. This must be doneduring the entire phase of the input tax collection determination of the compositerates and basis rates.

� The reference factors (area/cubic volume) for determining the option rate are maintained inthe objects.

Have your system administrator create a background job that starts the monthlyoption rate determination automatically.

Ensure that the background jobs are executed in the correct order:

1. Background-job for the option rate determination

2. Background job for the input tax distribution

Procedure6. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Rental accounting.

7. Choose Input tax processing � Determine option rates.

You branch to the initial screen.

8. Enter the key date of the calculation and select the required objects (settlement unit/realestate objects/correction items), for which a option rate determination is to be carried out.

9. Enter the selection criteria for the individual objects and choose Execute.

You receive a results log and an error log.

10. You can now check the new, determined option or composite rates in the correspondingmaster data of the objects.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 850: SAP Real Estate

Real Estate Management SAP AG

Distributing Monthly Input Tax

850 April 2001

Distributing Monthly Input TaxPrerequisitesOption rates are determined/available for the month in question.

Have your system administrator create a background job that starts the monthly inputtax distribution automatically.

Ensure that the background jobs are executed in the correct order:

4. Background job for the option rate determination

5. Background job for the input tax distribution

6. Background job for the input tax treatment of correction items

Procedure5. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

6. Choose Input tax processing � Input tax distrib. � Post.

7. Enter your data. The following information is important:

Information

Field Posting date The program selects all documents posted up to the entereddate in which input tax has not yet been distributed.

Function Line selection The program selects all documents posted in a date andcompany code interval in which input tax has not yet beendistributed. The selection of documents with a posting datelater than the actual distribution run is automaticallyprevented.

8. Choose Execute.

You receive an overview of the input tax to be posted.

Action Choose

Do not post input tax distribution Back

Post input tax distribution Save.

You receive a posting and an error log.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 851: SAP Real Estate

SAP AG Real Estate Management

Reversing Input Tax Distribution

April 2001 851

Reversing Input Tax Distribution6. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

7. Choose Input Tax Processing ��Input tax distrib. � Reverse.

8. Enter your selection criteria.

Action Procedure

Reverse the entire input tax distributionrun

enter the fiscal year and debit position ID ofthe run.

Reverse individual distributiondocuments

select the documents within the Single doc.reversal group box.

9. Choose Execute.

A result log lists the documents to be reversed.

10. To carry out the reversal, select the entries to be reversed and choose the Reversedocument function.

ResultThe reversal of an input tax run creates accounting documents which no longer refer to FIdocuments that have been reversed. The allocation is now made by means of the object key inthe FI document, for example:

Source document object key: RETAX0000013719960000003

Reverse document object key: RETAX000001371996S000003

Page 852: SAP Real Estate

Real Estate Management SAP AG

Input Tax Treatment of the Fixed Assets

852 April 2001

Input Tax Treatment of the Fixed AssetsPurposeThis process forms the input tax revision for costs that fixed asset costs affected bycapitalization and that are posted to the correction items in the framework of the input taxopting.

In accordance with this, you have to adjust the input tax for properties and buildings when theoption rate changes. The correction period is a maximum of ten years in this case.

The correction items record the changes in the correction period correction item [Seite 862].

PrerequisitesCustomizing settings

� Company codes affected are designated for input tax opting and the indicator for an activeasset accounting has been set.

� Asset classes for Real Estate have been set up.

Process Flow1. Allocation to the asset accounting

You allocate the real estate objects to the asset accounting by entering the number ofthe business entity affected as the asset super number.In addition you can allocate the assets affiliated to the business entity in the master dataof property and buildings simplifying the allocation of rental units in this object to thecorrection item.

2. Creating correction itemsCreate a correction item so that you can form the input tax treatment of the fixed assets.

3. You have to define the distribution rules for deductible and non-deductible input tax in theform on option records or their calculation type in the correction items.

Manual calculation type Automatic calculation type

In this case, you have to enter manuallythe option rates.

You have to implement theautomatic option ratedetermination for determiningthe composite rates duringthe whole phase of the inputtax correction [Seite 854]

In this case, you have to start theautomatic calculation of the option rates

4. Input tax distributionTo determine the deductible input tax using the option rate, you have to start anautomatic input tax distribution on a monthly basis.

Page 853: SAP Real Estate

SAP AG Real Estate Management

Input Tax Treatment of the Fixed Assets

April 2001 853

5. Performing input tax handlingPerform the input tax handling on a monthly basis so that the legally required correctionpostings for the input tax distribution can be performed in the corresponding periods.

ResultThe system has calculated the deductible and non-deductible part of the input tax using theoption rate in accordance with the phases of input tax treatment and posted it to the accounts setin Real Estate Customizing.

You can calculate and print the tax burden for certain periods using the advancereturn for sales tax (F1 function).

Page 854: SAP Real Estate

Real Estate Management SAP AG

Input Tax Treatment Phases

854 April 2001

Input Tax Treatment PhasesThe law demands a chronologically graduated input tax treatment of the fixed assets in thecase of input tax opting.

The input tax treatment of the Real Estate Component differentiates three phases of thetreatment in the system:

� Phase 1: Input tax revision

� Phase 2: Input tax correction

� Phase 3: Input tax adjustments

The type of treatment results from the input tax phase of the correction items taken as a basiscorrection item [Seite 862].

Option rate determination in the phases

Option rates Composite Rates Base Rates

Option rates [Seite 839]are determined in allphases of the input taxtreatment.

Composite rates aredetermined for each month inthe input tax correction phase.

The composite rate is thearithmetic means of the monthlycalculated option rate in theinput tax correction phase(=Year when the asset was usedfor the first time).

In this phase it is the basis forcalculating the deductible ornon-deductible input taxamounts of theacquisition/production costs ofan asset.

It is newly calculated everymonth.

The composite rate inDecember of the calendar yearof the first use is used as baserate in the input taxadjustment phase.

The base rate is the currentcomposite rate from the lastmonth of the input taxcorrection phase(=Decemberof the calendar year when theasset was used for the firsttime).

It is the basis for correctingthe input tax in the input taxcorrection phase according to§ 15a and § 44(2) Germansales tax law.

Phase 1: Input Tax RevisionPeriodThe input tax revision includes the period of the construction phase of an asset underconstruction (AuC) up to when the asset is first used.

Page 855: SAP Real Estate

SAP AG Real Estate Management

Input Tax Treatment Phases

April 2001 855

Input tax revisionIf a concluded provisional lease-out exists for a rental unit, you can deduct input tax from theacquisition/production costs.

The actual input tax deduction amount, however, can only be definitely determined when theobject is used for the first time. For this reason, it is necessary in the construction phase to revisethe original input tax distribution up to the end of the construction phase when the option ratechanges.

Input tax distribution and account determinationThe input tax amount entered or calculated with the posting is redistributed in a deductible and anon-deductible amount by means of the steps Option rate determination and Input tax distributionand making use of the currently valid option rate of the correction items.

Distribution, input tax Account determination

In this phase, the option rate valid in the monthof the posting date is used option rate [Seite839].

Asset 1 will be used until 08/31/97as an asset in construction. Usingthe provisional lease-out (lease-outs with system status Lease-outconcluded), the input tax isdistributed in August 1998 forexample:

1000 m2 (rented area liable to sales/purchasetax) x 1002000 m2 (overall rental area of the rentalunits)

= 40 % (Option rate) i.e. from the totalmonthly costs, 40% of the input tax is postedas deductible for the input tax distribution.

For the resulting difference between the oldand new input tax distribution (e.g. in theprevious month an option rate of 45%), a inputtax revision posting is generated.

The non-deductible input tax is posted to theacquisition/production costs, that is the assetvalue increases or is reduced (postings tothe balance sheet)

Phase 2: Input Tax CorrectionPeriodThe input tax correction includes the period from the first time the asset is used up to the end ofthe respective calendar year.

Input tax correctionIn this phase, correct the input tax amounts of the acquisition/production costs for an asset, ifthere is a change in the composite rates.

Input tax distribution and account determinationIf the composite rate of the calculation month differs from the composite rate of the previousmonth, the deductible input tax is recalculated. This input tax amount is balanced with theamount from the previous month. Posting records are automatically created for the balance.

Page 856: SAP Real Estate

Real Estate Management SAP AG

Input Tax Treatment Phases

856 April 2001

Inputtax

distributio

n

Account

determination

Page 857: SAP Real Estate

SAP AG Real Estate Management

Input Tax Treatment Phases

April 2001 857

In thisphase, thecompositerate validin themonth ofthe postingdate isused forthedistribution.

Asset1

runs

from

SeptemberuntilDecember1997

(per

For eachinvoice, acorrectionposting iscreatedfor theresultingmonthlydifference.

The non-deductible inputtax isposted totheacquisition/production costs,that is theassetvalueincreasesor isreduced(postings to thebalancesheet)

Page 858: SAP Real Estate

Real Estate Management SAP AG

Input Tax Treatment Phases

858 April 2001

Sept.:50% Oct. :40% Nov.:40% Dec.:50%

Thefollowingcompositerates arethencalculated:

Sept.:50%(50+50+50+50) / 4

Oct.:42.5%(50+40+40+40) / 4

Nov.:42.5%(50+40+40+40) /4

Dec.:45%(50+40+40+50) /4

Phase transactionA transaction to phase 3: Input tax adjustment only begins if the total of the input tax amountsup to the end of the input tax correction phase exceeds 500 DM (§ 44 (1) German tax law)

Base rateThe composite rate of the input tax correction valid in the last month (December) is defined as abase rate for Phase 3: Input tax adjustment defined.

Phase 3: Input Tax AdjustmentsPeriodThe input tax adjustment phase begins after the input tax correction phase. It lasts up to the endof the correction period.

Threshold values § 44 (1), (2) German tax lawThe phases of input tax correction are missed out completely if the total of all the deductible andnon-deductible input tax amounts to the end of the input tax phase does not total 500 DM (§ 44(1) German tax law)

In accordance with § 44 (2) German tax law, an adjustment of the input tax deduction is notrequired for a calendar year in the input tax adjustment phase�

� if the average option rate of a calendar year differs from the base rate by less than 10%and

� if the correction amount of this fiscal year amounts to less than USD500 the same time.

Input tax adjustment

Through the input tax treatment posting in December of the year of the first use (input taxcorrection phase), the following phases are automatically set on the correction items:

Phase 3: Input tax adjustments Phase 4: No input tax adjustment

Page 859: SAP Real Estate

SAP AG Real Estate Management

Input Tax Treatment Phases

April 2001 859

If the total of input tax > USD 500.The monthly adjustment amount is calculated from:

(Current option rate - Base rate) x Inp.Taxfrom APC

Number of correction months

If the total of input tax � USD 500.

In the input tax adjustment phase (phase 3), the input tax treatment has to be carried out once amonth.

Input tax distribution and account determination

Input tax distribution Account determination

The base rate is compared with the currentoption rate of a calendar month.The difference between the base rate andoption rate results in an input tax adjustment.

Example 1:There is no change to the optionrate of Asset 1 during the entirecorrection period.

Result: No further postings aremade.

Example 2:The correction period of asset 1finishes on 31.12.1998(=16months) for example, during whichthe option rate has been reducedby 10% in the first 3 months. Thefollowing calculations are carriedout per month (see the formulaabove):

(35 - 45) x Inp.Tax from APC 16=

Amount that is entered as expenses in theP&L sheet

Non-deductible input tax is posted asexpense or revenue to the correspondingaccounts to be defined in Real EstateCustomizing (posting in the profit and lossstatement).

Reversing input tax correction amountsSince the threshold values of § 44 (2) refer to a calendar year, these values are only checked atthe end of a calendar year. If the calculated values fall below both threshold values, the input taxadjustment carried out during this calendar year is reversed.

Page 860: SAP Real Estate

Real Estate Management SAP AG

Input Tax Treatment Phases

860 April 2001

Page 861: SAP Real Estate

SAP AG Real Estate Management

Creating Assets

April 2001 861

Creating AssetsThere are two ways of processing assets:

a) In RE: In the master data of a property or a buildingEditing Property: General Data

Editing Building: General Data

b) In FI-AA: Creating an asset [Extern]

Enter the number of the relevant business entity in the field asset super numberduring the processing.

Page 862: SAP Real Estate

Real Estate Management SAP AG

Correction Items

862 April 2001

Correction ItemsDefinitionCorrection items [Extern]

UseYou use correction items to implement the input tax treatment for fixed assets [Seite 852].

The acquisition/production costs (APC) are posted to assets. For the purposes of input taxtreatment, postings are also made to the correction items as well as to the assets.

IntegrationThere must always be an asset master data for a correction item.

Page 863: SAP Real Estate

SAP AG Real Estate Management

Creating Correction Items

April 2001 863

Creating Correction ItemsRequirementAsset is already created in Asset Accounting (FI-AA).

Procedure1. There are three ways of creating correction items:

a) In RE: Choose Accounting � Real estate management � Master data � Countryspecifics � Correction items.

b) In RE: Choose Accounting � Real estate management � Rental accounting �Country specifics � Input tax processing � Correction items.

c) In FI-AA: Choose Accounting � Financial accounting � Fixed assets � Asset �Create / Change. Enter the asset and choose Environment � Adjusted fixed asset� Create.

You branch to the Correction items input field.

2. Enter the description for the correction items and press ENTER.

3. You assign the objects required to the correction items in the dialog box building/propertyand press ENTER. The rental units belonging to the rental units are assigned to thecorrection items along with the Real Estate objects selected.

4. Enter your data in the following screen Create correction items: Basic data. The followinginformation is important:

Field Information

Opt. rte calc. base If you choose an automatic determination method, areference factor (area/room) has to be maintained in therental unit. Option Rate Calculation Types [Seite 842]

Inp. tx phase ID Enter the ID according to the respective input taxtreatment phase [Seite 854] of your asset.

Enter the transition from Phase 1 to 2 manually.

The system automatically determines the transitionsfrom Phase 2 to 3 resp. 4 and Phase 3 to 4 resp. 5.

Initial usage If you have set the ID 2 or 3, you have to enter the initialusage date (rental) of the asset here.

5. You have further options for processing:

If Then

You want to change theassignment of the rentalunits to the correctionitems

Choose the Rental unit function.

You can assign rental units to the correction itemsor delete them from the correction items.

Page 864: SAP Real Estate

Real Estate Management SAP AG

Creating Correction Items

864 April 2001

You have chosen amanual option ratedetermination method

Choose the Option rates function.

Enter you option rates here.

In case of an automatic determination of theoption rates (after you have carried out theDeterm.option rates function, the calculatedrates are displayed here.

6. Save your entries.

Page 865: SAP Real Estate

SAP AG Real Estate Management

Posting Correction Items Acquisition

April 2001 865

Posting Correction Items Acquisition1. From the R/3 menu, choose Accounting � Financial accounting � Assets.

2. Choose Postings � Acquisition � External acquisition � With vendor.

For details on how to proceed regarding these FI functions, Choose Help �Application help when processing the respective function.

3. If you post to an asset with correction items, you receive the popup Enter correction itemsduring the transaction. Enter the required correction items.

If do not want to post to correction items, leave this popup empty.

A document that is not assigned to correction items here does not participate in inputtax treatment.

4. Save your entries.

Page 866: SAP Real Estate

Real Estate Management SAP AG

Changing or Displaying Correction Items

866 April 2001

Changing or Displaying Correction Items By means of this function, you can retrieve details on the correction items in additionto making changes. (Note: correction items in R/3 Real Estate correspond toadjusted fixed asset in Asset Accounting)

1. There are three ways of processing correction items:

a) In RE: Choose Accounting � Real estate management � Master data � Countryspecifics � Correction items � Change or Display.

b) In RE: Choose Accounting � Real estate management � Rental accounting �Country specifics � Input tax processing � Correction items � Change or Display.

c) In FI-AA: Choose Accounting � Financial accounting � Fixed assets � Asset �Create / Change. Enter the asset and choose Environment � Adjusted fixed asset� Change/Display.

You branch to the Correction items input field.

2. Enter the asset and the correction items and press ENTER.

3. Maintain your changes.

If you have used correction items for postings already, you can still change theassignment of the rental units. The change however does not have any retroactiveeffects.

4. Furthermore, the following information is available:

Action Choose

Display line item flows Tthe required line items and then Flows.Use the Display document function to branchto the document overview of FinancialAccounting.

Display input tax adjustment postings for theinput tax adjustment phase

The required line item and then Correction

Display annual totals of the deductible andnon-deductible input tax

Yearly totals

Display change documents Extras � Change documents � Forcorrection items/For field

5. Save your entries.

Page 867: SAP Real Estate

SAP AG Real Estate Management

Deleting Correction Items

April 2001 867

Deleting Correction Items1. There are three ways of deleting correction items:

a) In RE: Choose Accounting � Real estate management � Master data� Countryspecifics � Correction items.

b) In RE: Choose Accounting � Real estate management � Rental accounting �Input tax processing � Country specifics � Correction items.

c) In FI-AA: Choose Accounting � Financial accounting � Fixed assets � Asset �Create / Change. Enter the asset and choose Environment � Correction items �Delete.

You branch to the Correction items input field.

2. Enter the correction items and press ENTER.

ResultThe correction items are deleted.

Page 868: SAP Real Estate

Real Estate Management SAP AG

Determining Monthly Option Rates

868 April 2001

Determining Monthly Option RatesPrerequisites� Automatic procedure for setting the option rate determination has been set of the

corresponding objects (settlement unit/Real Estate objects/correction items).

When you are determining the option rates of correction items [Seite 862], you mustalso perform this function for manually set calculation basis. This must be doneduring the entire phase of the input tax collection determination of the compositerates and basis rates.

� The reference factors (area/cubic volume) for determining the option rate are maintained inthe objects.

Have your system administrator create a background job that starts the monthlyoption rate determination automatically.

Ensure that the background jobs are executed in the correct order:

1. Background-job for the option rate determination

2. Background job for the input tax distribution

Procedure11. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Rental accounting.

12. Choose Input tax processing � Determine option rates.

You branch to the initial screen.

13. Enter the key date of the calculation and select the required objects (settlement unit/realestate objects/correction items), for which a option rate determination is to be carried out.

14. Enter the selection criteria for the individual objects and choose Execute.

You receive a results log and an error log.

15. You can now check the new, determined option or composite rates in the correspondingmaster data of the objects.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 869: SAP Real Estate

SAP AG Real Estate Management

Distributing Monthly Input Tax

April 2001 869

Distributing Monthly Input TaxPrerequisitesOption rates are determined/available for the month in question.

Have your system administrator create a background job that starts the monthly inputtax distribution automatically.

Ensure that the background jobs are executed in the correct order:

7. Background job for the option rate determination

8. Background job for the input tax distribution

9. Background job for the input tax treatment of correction items

Procedure9. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

10. Choose Input tax processing � Input tax distrib. � Post.

11. Enter your data. The following information is important:

Information

Field Posting date The program selects all documents posted up to the entereddate in which input tax has not yet been distributed.

Function Line selection The program selects all documents posted in a date andcompany code interval in which input tax has not yet beendistributed. The selection of documents with a posting datelater than the actual distribution run is automaticallyprevented.

12. Choose Execute.

You receive an overview of the input tax to be posted.

Action Choose

Do not post input tax distribution Back

Post input tax distribution Save.

You receive a posting and an error log.

ResultRefer to examples in phases of the input tax treatment [Seite 854]

Page 870: SAP Real Estate

Real Estate Management SAP AG

Reversing Input Tax Distribution

870 April 2001

Reversing Input Tax Distribution11. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

12. Choose Input Tax Processing ��Input tax distrib. � Reverse.

13. Enter your selection criteria.

Action Procedure

Reverse the entire input tax distributionrun

enter the fiscal year and debit position ID ofthe run.

Reverse individual distributiondocuments

select the documents within the Single doc.reversal group box.

14. Choose Execute.

A result log lists the documents to be reversed.

15. To carry out the reversal, select the entries to be reversed and choose the Reversedocument function.

ResultThe reversal of an input tax run creates accounting documents which no longer refer to FIdocuments that have been reversed. The allocation is now made by means of the object key inthe FI document, for example:

Source document object key: RETAX0000013719960000003

Reverse document object key: RETAX000001371996S000003

Page 871: SAP Real Estate

SAP AG Real Estate Management

Input Tax Treatment

April 2001 871

Input Tax TreatmentUseWith this transaction you carry out the monthly calculation of deductible input tax for fixed assetsaccording to the different tax phases [Seite 854].

Prerequisites� Option rate determination is carried out in the month of the input tax treatment.

� Input tax distribution is carried out in the month of the input tax treatment.

FeaturesAutomatic input tax treatmentAutomatic postings of input tax based on the system settings.

Manual input tax treatmentYou mainly use this function to carry out any adjustment postings manually. You can carry outpostings:

� On any posted document of the correction items

� With details of the line item

� For any phase of the input tax treatment

� For the following postings:

� Input tax to asset/revenue (postings to the balance sheet)

� Asset/expense to input tax (postings to profit and loss statement)

Page 872: SAP Real Estate

Real Estate Management SAP AG

Carrying Out Monthly Input Tax Treatment

872 April 2001

Carrying Out Monthly Input Tax TreatmentPrerequisitesOption rate determination and input tax distribution is carried out in the month of the input taxtreatment.

Have your system administrator create a background job that starts the monthly inputtax treatment automatically.

You must adhere to the following rules:

1. Background job for the option rate determination

2. Background job for the input tax distribution

3. Background job for the input tax treatment of correction items

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Input tax processing � Input tax treatment � Post.

3. Enter your selection criteria and choose Execute.

ResultDeductible input tax is posted in accordance with the phases of the correction items [Seite 854].

Page 873: SAP Real Estate

SAP AG Real Estate Management

Carrying Out Manual Input Tax Treatment

April 2001 873

Carrying Out Manual Input Tax TreatmentPrerequisitesOption rate determination and input tax distribution is carried out in the month of the input taxtreatment.

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Rental accounting.

2. Choose Input tax processing � Input tax treatment � Line items.

3. Maintain your selection criteria.

You can find the reference key and the line item as follows:

� Display correction items

� Double-click on line items

You branch to the “Flows related to line item” dialog box.

� You find the reference key in the RefDocNumber or Document number field(for the original flow, i.e. the asset acquisition document).

� You find the line item by double-clicking on the RefDocNumber orDocument number field.

4. Choose Execute.

ResultYou have carried out an adjustment posting of the deductible input tax for a particular line item ofan asset acquisition document using the account determination specified by the respective taxphase [Seite 854].

Page 874: SAP Real Estate

Real Estate Management SAP AG

Reversing Input Tax Treatment

874 April 2001

Reversing Input Tax Treatment1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Input tax processing � Input tax treatment � Reverse.

3. Enter your selection criteria.

Action Procedure

Reverse the entire input tax distributionrun

enter the fiscal year and debit position IDof the run.

Reverse individual distributiondocuments

select the documents within the Singledoc. reversal group box.

4. Choose Execute.

A result log lists the documents to be reversed.

5. To carry out the reversal, select the entries to be reversed and choose the Reversedocument function.

Page 875: SAP Real Estate

SAP AG Real Estate Management

Transfer Posting Asset with Correction Items

April 2001 875

Transfer Posting Asset with Correction ItemsUseUsing this function, you can make transfer postings for assets with correction items:

� from asset to asset, and

� within the same asset.

RequirementAt the time of the transfer posting, the correction item of the asset to be posted has to beidentical to the correction item of the retiring asset with respect to:

� The phase of the input tax treatment

� The option recordThe rental units assigned to the correction item are to be copied into the asset to be posted.

FeaturesTransfer postings of correction items with asset changeTransfer postings of correction items with asset change only function from an asset withcorrection items to another asset with correction items. Both of the assets must belong to thesame business entity; i.e. they must have the same asset super number.

Transfer postings of correction items without asset changeYou transfer line items within one asset with more than one correction item by means of thisfunction.

Page 876: SAP Real Estate

Real Estate Management SAP AG

Transfer Posting Assets with Correction Items

876 April 2001

Transfer Posting Assets with Correction ItemsPrerequisitesMake sure that the asset to be posted has the same correction items and input tax treatmentphase (in accordance with the asset to be posted).

Procedure1. From the general menu, choose Accounting � Financial accounting � Assets.

2. Choose Post � Transfer

For details on how to proceed regarding these FI functions, Choose Help �Application help when processing the respective function.

3. Maintain the asset data of the asset to be posted in the initial screen and press ENTER.

Enter the asset and the correction items of this asset in the dialog box and press ENTER.

4. Enter the asset to be posted in the next screen and the type of transfer and pressENTER.

Enter the asset to be posted and the correction items of this asset in the dialog box andpress ENTER.

5. Choose Line items or Lump sum transfers and press ENTER.

In the dialog box Correction items transfer, you have several possibilities of defining theamount to be posted:

a) Full transfer

You transfer the total AC/PC with input tax to the other correction items.

Full retirement

Select the field FTrn.

b) Partial transfer

Do not select the field FTrn.

c) Enter the % rate or the absolute amount of the AC/PC and the input tax to betransferred. The % rates/absolute amount of the retirement and the input tax can bedifferent.

6. To transfer post the selected amounts to the required correction item, choose Continue.

ResultThe transfer posting is made.

A special reversing function is not available for this function. To reverse the transferposting, you must make a reversal.

.

Page 877: SAP Real Estate

SAP AG Real Estate Management

Transfer Posting Assets with Correction Items

April 2001 877

Page 878: SAP Real Estate

Real Estate Management SAP AG

Transferring Line Items: Asset with Corr. Items

878 April 2001

Transferring Line Items: Asset with Corr. ItemsRequirementMake sure that the correction item to be posted has the same option rate, input tax treatmentphase and the same correction period (according to the correction item to be transfer posted)

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Rental management � Rental accounting.

2. Choose Input Tax Processing � Line item in asset ��Transfer.

3. Enter the asset and correction items that are affected by the transfer posting and chooseContinue.

4. Choose line items or flat rate transfer in the pop-up that appears and press ENTER.

In the dialog box Correction items transfer, you have several possibilities of defining theamount to be posted:

a) Full transfer

You transfer the total AC/PC with input tax to the other correction items.

Full retirement

Select the field FTrn.

b) Partial transfer

Do not select the field FTrn.

c) Enter the % rate or the absolute amount of the AC/PC and the input tax to betransferred. The % rates/absolute amount of the retirement and the input tax can bedifferent.

5. To transfer post the selected amounts to the required correction item, choose Continue.

Page 879: SAP Real Estate

SAP AG Real Estate Management

Reversing Line Item Transfer Postings

April 2001 879

Reversing Line Item Transfer PostingsUseBy means of this function, you reverse a line item transfer posting of an asset with correctionitems.

Procedure1. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Rental accounting.

2. Choose Input Tax Processing � Line item in asset � Reverse transfer.

3. Enter your selection criteria and choose ENTER.

You receive a results and error log.

Page 880: SAP Real Estate

Real Estate Management SAP AG

Asset Retirement with Correction Items

880 April 2001

Asset Retirement with Correction ItemsUseYou can depict asset retirements with correction items using this function.

The turnover of an asset with correction items or its parts necessitates an end treatment of thedispatched input tax amounts. The new calculation takes place on exactly the same day atexactly the same time as the full or partial retirement of the asset.

FeaturesPut option rateThe put option rate of the asset plays a decisive part here; it is used for the later calculation ofthe deductible input tax within the input tax treatment phase.

It is 100%for retirement liable to sales/purchase tax and 0% for retirement exempt fromsales/purchase taxCalculation in the input tax adjustment phaseThe calculation is performed within a two time intervals in a different manner:

� Interval up to point in time of the retirement

Until the retirement date, the input tax is calculated exactly to the day (including theretirement date) using the valid option rates calculated:

Full retirement (Option rate - Base rate) x Inp.Tax from APCNumber of correction months/days until retirement

Partial retirement(Option rate - Base rate) x Partial Inp.Tax from APC

Number of correction months/days until retirement

� Interval after the date of retirement up to the end of the correction period

Full retirement (Put rate - Base rate) x Inp.Tax from APC

Number of correction months/days to retirement

Partial retirement(Put rate - Base rate) x Partial Inp.Tax from APC

Number of correction months/days to retirementCalculation during the input tax correction phaseThe input tax correction phase finishes on the day of retirement. The deductible input tax iscalculated according to the formulas in the input tax correction phase (interval after theretirement) from the day of retirement onwards until the end of the correction period.

Calculation in the input tax revision phase

Page 881: SAP Real Estate

SAP AG Real Estate Management

Asset Retirement with Correction Items

April 2001 881

If the Put rate = 0% during retirement of an asset in construction, there no change of the ratiomeaning the non-deductible input tax available at that time cannot be made applicable.

If the Put rate = 100% during retirement of an asset in construction then the total input taxamount of the AC/PC can be deducted meaning the input tax share discounted can be madeapplicable.

Activating1. Planning asset retirement

2. Carrying Out Manual Input Tax Treatment

3. Posting asset retirement

Page 882: SAP Real Estate

Real Estate Management SAP AG

Planning Asset Retirement

882 April 2001

Planning Asset Retirement1. Starting from the general menu, choose Accounting � Real estate management �

Rental management ��Rental accounting.

2. Choose Input tax processing � Plan inp. tx outflow.

3. Enter the asset and the correction items to be retired and press ENTER.

4. In the dialog box Asset correction retirement items, you have several possibilities ofdefining the amount to be posted:

a) Full retirement^

Select the field FTrn.

You can plan a full retirement for several periods.

Position the cursor on the amount required. Choose the New entry function and enterthe % rate or the absolute amount of the AC/PC and input tax that should be retired.The % rates/absolute amount of the retirement and the input tax can be different.

b) Partial retirement

select the field FTrn.

Enter the % rate or the absolute amount of the AC/PC and the input tax to be retired.The % rates/absolute amount of the retirement and the input tax can be different.

You can plan the partial retirements for different periods using the New amountfunction.

5. Press ENTER to check the entries.

6. To confirm the planned retirement, choose Save.

Next step: Carrying out monthly input tax treatment [Seite 872]

Page 883: SAP Real Estate

SAP AG Real Estate Management

Posting Asset Retirement

April 2001 883

Posting Asset RetirementPrerequisitesPrior to posting an asset retirement with correction items, you must have performed the followingfunctions on the asset:

� Planning asset retirement [Seite 882]

� Carrying out monthly input tax treatment [Seite 872]

Procedure1. From the general menu, choose Accounting � Financial accounting � Assets.

2. Choose Posting ��Retirement � Retirement with revenue or Retirement without revenue

For details on how to proceed regarding these FI functions, Choose Help �Application help when processing the respective function.

Page 884: SAP Real Estate

Real Estate Management SAP AG

Reversing: Asset with Correction Items

884 April 2001

Reversing: Asset with Correction ItemsUseIn accordance with § 44 (2) UStDV (German law), an adjustment of the input tax deduction is notrequired for a calendar year in the input tax adjustment phase under certain conditions.

These conditions are put into a concrete form by making the following settings in the Real EstateCustomizing:

An input tax adjustment is not required if:

� the average option rate of a calendar year differs from the base rate by less than 10% and

� the correction amount of this fiscal year amounts to less than USD500 the same time.

Since the threshold values refer to a calendar year, these values are only checked at the end of acalendar year. If the calculated values fall below both threshold values, a reversal of those trivialamounts is performed.

FeaturesThis function uses one single offsetting entry to neutralize all input tax postings during thecorrection period for all line items.

ActivatingYou start this function only once at the end of each calendar year for the correction items in theinput tax adjustment phase.

Page 885: SAP Real Estate

SAP AG Real Estate Management

Posting Trivial Amounts to Prior Period

April 2001 885

Posting Trivial Amounts to Prior Period1. Starting from the general menu, choose Accounting � Real estate management � Rental

management � Rental accounting.

2. Choose Input tax processing � Input tax treatment � Reset trivial amnts.

3. Enter your selection criteria and press ENTER.

You receive a results and error log.

Page 886: SAP Real Estate

Real Estate Management SAP AG

Resetting Input Tax Adjustments

886 April 2001

Resetting Input Tax Adjustments1. Starting from the general menu, choose Accounting � Real estate management ��

Rental management ��Rental accounting.

2. Choose Input Tax Processing � Post input tax corr.

3. Enter your selection criteria and press ENTER.

You receive a results and error log.

Page 887: SAP Real Estate

SAP AG Real Estate Management

Information System

April 2001 887

Information SystemPurposeThe information system is used for many different decision-making levels. It is a tool forcollecting, summarizing and evaluating R/3 Real Estate data.

With the information system you can display the information obtained from the operativeapplication in many different ways. You can specify yourself the degree of detail you require.

Implementation ConsiderationsChoose this component if want to use existing standard analyses or define your own forms andreports for analysis.

Page 888: SAP Real Estate

Real Estate Management SAP AG

Overview of Standard Reports for RE

888 April 2001

Overview of Standard Reports for REReportingThe information system provides up-to-date, clerk- and management-level evaluations andstatistics on important R/3 Real Estate data in varying degrees of detail.

The RE information system uses three difference processes for analyzing data:

� Drilldown reporting (D)

� Logistics Information System (LIS)

� ABAP List Viewer (ALV)

� Simple ABAP lists (A)

For detailed information on drilldown reporting, LIS and ALV, see the documentation of therelevant components:

� Reporting:CA - Drilldown Reporting [Extern]

� LIS: LO - Logistic Information System [Extern].

� ALV:ABAP List Viewer [Extern]

Overview table of standard reports (RE standard system)

Standard reports Brief overview Procedure

Master data/contracts

Master data Evaluation of master data information onbusiness partners/land registers/businessentities/properties/buildings/rentalunits/settlement units (SUs)

LISexcept

SUs ->A/ALV

Partner ->ALV

Contracts Evaluations:

Master data information on rentalrequests/lease-outs (LO) / index data onlease-out

Rental accounting (open item list/tenantaccount/list of account balances/incomingpayments/posting logs)

Sales reports for sales-based lease-outs

Correspondence

D/Aexcept

LO -> LIS

Page 889: SAP Real Estate

SAP AG Real Estate Management

Overview of Standard Reports for RE

April 2001 889

Overviews Conditions (lease-outs/rental units/areaunits/apportionment units)

Areas (rentalunits/properties/buildings/history)

Conversion of area units (rental units/properties/buildings/history)

Apportionment units (rental units/lease-outs)

Deposits (lease-outs)

Vacancies (period/key date evaluations)

Asset depreciations (absolute,relative/percentage/acquisitions andretirements)

D

Controlling/settlement

Controlling Real Estate objects Evaluations:

One-currency non-cumulative values(planned/actual/commitment with periodand year overview/comparison byobject/tenant/owner/cost element)

Non-cumulative values in severalcurrencies (conversion byobjects/tenants/owners/cost elements)

Cumulative values (actual/commitment lineitems; incoming payments/open items)

D

Controlling third-party management Evaluations:

Period and year overview/comparisoneither structure or cost element-oriented(actual)

D

Service charges/heating expensessettlement

Evaluations:

External Heating Expenses Settlement

Itemization

Settlement result

Distribution of settlement result

Credit/receivables per lease-out

Allocation per tenant

Posting log

Non-cumulative values by settlement units,service charge keys or cost elements

Cumulative values (actual / commitment)

AAADDAA

A/D

Page 890: SAP Real Estate

Real Estate Management SAP AG

Overview of Standard Reports for RE

890 April 2001

Profit Center Accounting Standard reports for evaluating profitcenters

See: Profit-Center-accounting(RE) [Seite952]

Other Evaluations:

Workflow management (overview of statuscontrol with business processes)

Deadline monitoring

Taxes (sales tax verification / input taxdistribution / option rates)

Regulatory reporting

A

ADA

Integration with FI-AA:

Some key figures from the Asset Accounting (FI-AA) component have been integrated in REdrilldown reporting, allowing you to include the assets assigned to a Real Estate object in thehierarchy of Real Estate objects.

Integration with CO:

The line item reports are generally copied from the Controlling (CO) component.

General reporting:

You can now also select using cost centers (for instance the vacancy cost center or renting costcenter for own usage) by using the logical database, enabling you to select according to tenantsfor own usage contracts.

Page 891: SAP Real Estate

SAP AG Real Estate Management

Real Estate Set Maintenance

April 2001 891

Real Estate Set MaintenanceUseThis is used for editing general variants (sets [Extern]) for selecting Real Estate objects forvarious reports.

FeaturesYou can usually accrue/defer reports using report variants. Variants refer to reports and arecreated for specific accruals/deferrals of a report so it is not possible to use the same variants fordifferent reports.

With sets you can use accruals/deferrals more than once.

When you run a report in Real Estate, you can use sets for accrual/deferral instead of the selectoptions.

The set building can be used for:

� Business entities

� Properties

� Buildings

� Rental units

� Lease-outs

� Management contracts

� Settlement units

A set is identified by its set name and the object class to which the set belongs.

ActivitiesYou can create and edit sets in the following ways:

� From every Real Estate object you call via Selection via sets (create and change)

� Call Accounting � Real estate management � Tools � Set maintenance �

� Maintain sets (create and change)

� Set maintenance in background (create via select criteria but the set cannot be editedany further in this transaction)

Page 892: SAP Real Estate

Real Estate Management SAP AG

Info System: Profit Center

892 April 2001

Info System: Profit CenterUseWithin reporting, you can analyze all postings on the accounts relevant to business results (suchas profit-related G/L accounts) both on an individual or summarized basis (for example, by profitcenter/account). A number of standard profit center reports from the Profit Center Accounting(EC-PCA) are available for this.

IntegrationYou can assign profit centers to the following objects in R/3 Real Estate:

� Real estate objects (business entity/property/building/rental unit)

� Settlement unit/Master settlement unit

� Lease-out

� Management contract

� General contract

A profit center is inherited to subordinate objects: If within the object hierarchy you have notspecified a profit center at the lowest level (rental unit), the profit center of the higher-level objectis used when you make a posting (if, for example, a building has not been assigned a profitcenter, the profit center of the business entity is assigned).

PrerequisitesA complete overview of all the postings that are relevant to profit and loss can only be assured, if:

� A controlling area is available

� The controlling area is assigned at least one plan version

� Profit Center accounting is active

� Profit Center groups and hierarchies are created

� The profit centers are assigned to the individual objects

FeaturesProfit Center Accounting (RE) [Seite 952]

ActivitiesChoose Accounting � Real estate management � Info system � Profit center accounting.

For more information about Profit Center Accounting EC-PC, see Info system [Extern].

Page 893: SAP Real Estate

SAP AG Real Estate Management

Info System: Master Data

April 2001 893

Info System: Master DataUseUse standard system reports to analyze values and data that have been maintained in themaster data of the objects specified:

Function Menu:

Accounting � Realestate management �Info system � Masterdata/contracts �Contracts

Real Estate objects and land register

Business entities, properties, buildings, rental units as well as themaster data of the land register are evaluated.

� Standard analysisland register/ Businessentities/ Property /Buildings/Rental units

Analyzing Real EstateObjects [Seite 896]

Business Partner

List of the business partners selected (partner number, customernumber, last name, first name)

� Partner standardanalysis

Hierarchical list displaying the assignment of the business partners intheir roles to the Real Estate objects.

�Partners for RealEstate objects

Hierarchical list displaying the following for each selected businesspartner:

� Role in a Real Estate object

� Addresses of all address IDs with the validity period

� Bank details

�Partner, Real Estateobjects, address andbank details

Settlement units (SU) (Service charge settlement)

List of the next periods to be settled for each business entity, servicecharge key and settlement unit

�Overview: Settlementunits

List of cost collectors with the status listed for each business entity,service charge key and settlement unit.

�Overview: Costcollectors for SU

Page 894: SAP Real Estate

Real Estate Management SAP AG

Info System: Master Data

894 April 2001

Overview of all settlement units for each rental unit, sorted bybusiness entities with the following information:

� Service Charge Keys

� Number of the settlement unit

� Participation ID with name

� Validity date

�Overview of SU forrental units

Overview of assignment of settlement units for master settlement unit �Display of mastersettlement unit withparticipating SUs inALV

Page 895: SAP Real Estate

SAP AG Real Estate Management

LIS Selection Versions

April 2001 895

LIS Selection VersionsRefer to the Logistic Information Systems documentation: Selection Versions [Extern]

Page 896: SAP Real Estate

Real Estate Management SAP AG

Analyzing Real Estate Objects

896 April 2001

Analyzing Real Estate Objects1. You have the following edit options:

Activity Procedure

Edit exceptions

Refer to Early Warning System: Overview[Extern] for additional information

Enter the name of the exception in theException field and then chooseEdit � Early warning system � Exception

Make settings for basic list Choose User setting

For additional information, see User-SpecificSettings [Extern]

Use Real Estate specific sets for theselection

Choose Selection via sets

For additional information, see MaintainingReal Estate specific sets [Seite 891]

Select Real Estate objects using additionalselection criteria

Choose Free selection

Select according to assigned partners Select business partner via the fields Role orPartner. (Example [Seite 897])

Select according to freely defined IDs in RealEstate Customizing

Choose Status in accordance with theSelection schema object status field (Example[Seite 898])

Display current standard drilldown Choose Standard drilldown

Call up already stored evaluations Choose Selection version

For additional information, see SelectionVersions [Extern]

Make settings for the selection options(possible for each field)

Choose Selection options

2. Enter your selection criteria and choose Execute.

ResultYou see a basic list with characteristics, characteristic values, and key figures.

To find out how to process this list, see the LIS component documentation: LO - Logisticsinformation system [Extern]

Page 897: SAP Real Estate

SAP AG Real Estate Management

Selection According to Assigned Partners

April 2001 897

Selection According to Assigned Partners

Starting point

You wish to see all rental units or all costs/revenues for which a particular clerk is responsible.

Procedure

In the required reports, select in the role field the role type clerk and enter the required partnerusing F4.

Choose Execute.

Result

All objects are selected and displayed (including the higher-level and lower-level objects) towhich the partner(s) is/are assigned.

Page 898: SAP Real Estate

Real Estate Management SAP AG

Selection by Status Selection Profile

898 April 2001

Selection by Status Selection ProfilePrerequisitesIn Real Estate Customizing, define a status selection profile with this status combination.

You need maintenance authorization. Contact your system administrator to get maintenanceauthorization.

Procedure5. To maintain a status selection profile, choose Accounting � Real estate management �

Tools � Current settings � Information system � Status selection profile (Customizingdocumentation [Extern]).

6. In the selection screen of the report, proceed as follows:

For the information system evaluations in which a status selection is planned, a“Selection schema object status” field appears in the initial display. If you leave this fieldblank, the selection ID that has been set in Customizing (standard setting: all objects thatare not flagged for deletion) is used for every object.

If you enter a Status next to the selection scheme (or manually enter '2' for the selectionscheme), you can set a selection ID for every object type that is used in the report. Whenactivating the function, the value set for the object type in Customizing is superimposed.

Note that all Selection IDs that are defined throughout the system appear in the F4 Helpmenu. Make sure that you select an ID that is appropriate for the object type.

If you delete the selection ID, all objects are selected for this object type, independent oftheir status. If you want to select all object categories independent of their status, enter 1in the selection profile.

Page 899: SAP Real Estate

SAP AG Real Estate Management

Info System: Contracts

April 2001 899

Info System: ContractsUseUse the reports of the standard system for the following analyses:

Use standard system reports to analyze values and data that have been maintained in themaster data of the following objects:

Function Menu:

Accounting � Realestate management �Info system � Masterdata/contracts �Contracts �

Rental requests

Overview of rental request by usage type of rental unit, credit-standing of applicant, selection indicator on rental unit and so on.

You see an overview with the following details:

� Application number and address of the applicant

� Rental request, building type, number of rooms, rent amount

� Currency, location

� Date of receipt of rental request

� Usage type, area

� If offers exist for rental request

If you want to display the application master data for the rentalrequest, double-click the respective rental request.

� Evaluation rentalrequest

Lease-outs

Evaluation of the master data for lease-outs. � Standard analysislease-outs

Analyzing Lease-outs[Seite 901]

Index data for index-linked lease-outs

Overview of index or adjustment data for index-linked lease-outs foritems such as index points, first adjustment, last adjustment, nextpermitted adjustment and so on.

� Index data for index-linked lease-outs

Page 900: SAP Real Estate

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Info System: Contracts

900 April 2001

Page 901: SAP Real Estate

SAP AG Real Estate Management

Analyzing Lease-Outs

April 2001 901

Analyzing Lease-Outs3. You have the following edit options:

Activity Procedure

Edit exceptions

Refer to Early Warning System: Overview[Extern] for additional information

Enter the name of the exception in theException field and then chooseEdit � Early warning system � Exception

Make settings for basic list Choose User setting

For additional information, see User-SpecificSettings [Extern]

Use Real Estate specific sets for theselection

Choose Selection via sets

For additional information, see MaintainingReal Estate specific sets [Seite 891]

Select Real Estate objects using additionalselection criteria

Choose Free selection

Select according to assigned partners Select business partner via the fields Role orPartner. (Example [Seite 897])

Select according to freely defined IDs in RealEstate Customizing

Choose Status in accordance with theSelection schema object status field (Example[Seite 898])

Display current standard drilldown Choose Standard drilldown

Call up already stored evaluations Choose Selection version

For additional information, see SelectionVersions [Extern]

Make settings for the selection options(possible for each field)

Choose Selection options

4. Enter your selection criteria and choose Execute.

ResultYou see a basic list with characteristics, characteristic values, and key figures.

To find out how to process this list, see the LIS component documentation: LO - LogisticInformation System [Extern]

Page 902: SAP Real Estate

Real Estate Management SAP AG

Info System: Rental Accounting

902 April 2001

Info System: Rental AccountingUseUse this function to make standard reports for the evaluation, control and analysis of data inrental accounting.

FeaturesThe following standard reports are available:

Function Menu:

Accounting � Realestate management �Info system � Masterdata/contracts �Contracts �

Tenant account evaluation

The tenant account sheet displays the open items, settleditems and items not to be paid.

Use flags on the selection screen to set:

� The type of items you want to select

� The type of display - letter, screen list, or both In a letter, you canprint items to be paid. The items not to be paid appear only in thescreen list, not in the letter.

Tenant accountevaluation

Open items list by Real Estate objects

The report generates a list of open items for customers who act asmain tenant with customer account or subsidizer for the selectedobjects. The list contains customer items that have been posted up tothe specified key date (posting date <= key date) and are still openon the key date.

Open items listby Real Estateobjects

Open Items List[Seite 904]

Open items by business entity

This report lists open items by business entity and customer, withdetails on the lease-out, due date, document type and amount.

Open items listby businessentity

Open Items List[Seite 904]

Page 903: SAP Real Estate

SAP AG Real Estate Management

Info System: Rental Accounting

April 2001 903

Balance list by Real Estate objects

This report lists balances for customers who act as main tenant orsubsidizer for the selected objects.

Balance list byReal Estateobjects

Display BalanceList [Seite 907]

Incoming payments by date

This report lists the incoming payments, sorted by posting date ordocument date. You can select customers or lease-outs but not both.Use a parameter on the selection screen to choose the posting dateor the document date.

The incoming payments prior to the start key date that you selectedare grouped together in a balance carried forward.

Incomingpayments byposting date

Real Estate specific posting log

Posting Log: Real Estate-Specific Documents [Seite 791]. � General RealEstate PostingLog

Sales reports for sales-based lease-outs

Annual sales reports of commercial tenants for each businessentity, lease-out, and rental unit, including details of the mastertenant

� Sales��Sales reportlists per year

Sales reports of commercial tenants for each business entity, lease-out, and rental unit, structured for each sales period

� Sales ��Salesreport lists permonth

Page 904: SAP Real Estate

Real Estate Management SAP AG

Evaluating Open Items List

904 April 2001

Evaluating Open Items List1. Enter your selection criteria. The following information is important:

Field Activity

Business entity, rental unit, lease-out

All master tenants with customer account andsubsidizers of the objects selected here are selected aswell as the open items of the selected contracting partnersfor other Real Estate objects not selected

Select normal sales If you have selected this flag, the normal sales are alsodisplayed (sales without special G/L indicator, forexample, basic rent)

If you want to display normal sales only, enter thefollowing in the Special G/L ind. field (accessible usingDynamic selections):

A to Z and

Choose the option Excl using the Selection optionsfunction (for both fields)

Account balance Selection by balance amount

The Selection options function provides a variety ofoptions for selection. (Example [Seite 906])

Display alternative payer Data about the alternative payer (role category: payer withcustomer account) is issued, if available

2. Choose Execute.

You see a list with the following information:

Information Description

For each item Contract number/posting date/document type/documentnumber/document date/business area/line item number/postingkey/line item dunning level/payment method of the lineitem/discountable amount in local currency/baseline date forpayment/due date for net payment /clearing date if item wascleared after the key date/special G/L indicator/document currency

For each contractnumber of the customerand for each customer

� Debit total, credit total, balance for each sales indicator

� Total debit balance, total credit balance, total balance

Page 905: SAP Real Estate

SAP AG Real Estate Management

Evaluating Open Items List

April 2001 905

For each companycode

An overview of the business entities is displayed for each companycode. For business entity, it contains:

� Debit total, credit total, balance for each sales indicator

� Total debit balance, total credit balance, total balance

� Information for all items that do not have a Real Estate accountassignment

Following the list of the totals for the business entities, thecorresponding totals for the company code are displayed

Page 906: SAP Real Estate

Real Estate Management SAP AG

Example: Selection Options Account Balance

906 April 2001

Example: Selection Options Account BalanceWhen you select the total balances, consider the handling of the selection conditions.

Standard setting of the selection optionsEntry Account Balance Result

100 to 1000 Customers with balances >= 100 and <= 1000 are selected.

to 1000 Customers with balances <= 1000 are selected.

Changing Selection OptionsPosition cursor in respective field and choose Selection options:

Entry Account Balance Result

1000to

and

Change the option to Greater than.

Customers with balances >= 1000 are selected.

No entry of balances

and

Change the option to Less than.

Only customers with credit balances are selected.

Page 907: SAP Real Estate

SAP AG Real Estate Management

Displaying Balance Lists

April 2001 907

Displaying Balance Lists1. Enter your selection criteria. The following information is important:

Field Activity

Business entity, rental unit, lease-out

All tenants with customer account and subsidizer ofthe objects selected here are selectedas well as the open items of the selected contractingpartners for other real estate objects not selected

Select normal sales If you have selected this flag, the normal sales are alsodisplayed (sales without special G/L indicator, forexample, basic rent)

If you want to display normal sales only, enter thefollowing in the Special G/L ind. field (accessible usingDynamic selections)

A to Z and

Choose the option Excl using the Selection optionsfunction (for both fields)

Account balance Selection by balance amount

The Selection options function provides a variety ofoptions for selection. (Example [Seite 906])

Display alternative payer Data about the alternative payer (role category: payer withcustomer account) is issued, if available

2. Choose Execute.

You see a list with the following information:

Information Description

For each customer, alist of all contractswith their balancessorted by salesindicator

The following is displayed:

� Balance of all previous years (fiscal years)

� Debit balance of the current year

� Credit balance of the current year

� Total balance of the current year

Page 908: SAP Real Estate

Real Estate Management SAP AG

Displaying Balance Lists

908 April 2001

For each companycode

The following is displayed:

� The above-specified balances sorted by special G/L indicatoras well as the totals of these balances for items without leaseout account assignment

� the above-specified balances for the business entities sortedby special G/L indicator as well as the totals of these balances,and finally

� The above-specified balances for the company code as wellas the totals of the balances

Page 909: SAP Real Estate

SAP AG Real Estate Management

Info System: Conditions

April 2001 909

Info System: ConditionsUseUse this report to analyze the conditions for lease-outs and rental units.

FeaturesUse the reports of the standard system for the following:

Function Menu:

Accounting � Realestate management �Info system � Masterdata/contracts �Overviews��Conditions

To display the results list, you can choose between three differentoutput formats; each contains details on the conditions, sortedaccording to the conditions types object / contract type/ usage type /regional location, location, district (of the business entity)/ conditiontype.

If you choose the classic drilldown report as your output option, referto Functions on the Report List [Extern] in CA - Drill-Down Reportingdocumentation for information on how to edit this result list.

Conditions per lease-out and rental unit

The systems issues an evaluation by the condition categories, basicrent, advance payment of the operating costs and heating expensesas well as the total of the remaining conditions. The sales tax is alsodisplayed.

All condition types of a condition category that are assigned to aninternal Reporting category are summarized in a column.

� Rental contractsconditions

� ConditionsTenant/contracts

� Conditions rentalunits

� Conditionstenant/objects

� Conditions owners

Variances of the conditions between rental unit and assignedlease-out

The system issues an of the conditions (see above) containing theabsolute difference and share as a percentage.

� Conditions lease-out/ rental unit

Page 910: SAP Real Estate

Real Estate Management SAP AG

Info System: Conditions

910 April 2001

Basic rent for the apportionment units living area and number ofpersons in the household

The system issues an analysis of the basic rent (lease-out/rental unit)according to the key figures “Rent per area unit ” and “Rent perperson”.

� Basic rent keyfigures

Maximum/minimum conditions

You see information on which contract has the highest or lowestabsolute rent or rent per area unit (for each condition type).

� Maximum/minimumconditions

Page 911: SAP Real Estate

SAP AG Real Estate Management

Information System: Areas

April 2001 911

Information System: AreasUseAnalyzes the area types (living, usage, other area) and area factors specified in the masterdata (rental unit, property, building).

You can convert the totals into other area units.

FeaturesThe reports of the standard system carry out the following analyses:

Function Menu:

Accounting � Realestate management� Information system� Masterdata/contracts �Overviews � Areas �One area unit

If you want to convert area units, simply choose thereports under the menu option Several area units (conv).

To display the results, you can choose between three differentoutput formats; each contains details on the three area types"living", "usage" and "other area" (= all other areas), sortedaccording to the characteristics object / usage type / regionallocation, location, district (of the business entity).

If you choose the classic drilldown report as your outputoption, refer to the documentation of the component CA - Drill-Down Reporting: Functions for Report Lists [Extern] to find outhow to edit the output list.

Page 912: SAP Real Estate

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Information System: Areas

912 April 2001

Analyses by rental unit � Areas, rental units

� Rental unit areas bytenants

� Rental unit areas byowners

� Rental unit areahistory

Analyses by building � Areas, buildings

� Building areas byowners

� Building areahistory

Analyses by property � Areas, property

� Property areas byowners

� Property areahistory

Analyses by usage types � Areas/usage types

� Areas/usagetypes (%)

Object comparison � Propertyareas/buildings/rentalunits

� PR/BU/RUareas by owners

Page 913: SAP Real Estate

SAP AG Real Estate Management

Information System: Apportionment Units

April 2001 913

Information System: Apportionment UnitsUseApportionment unitsAn overview of the apportionment units and apportionment factors effective for the lease-outsand rental units is displayed.

FeaturesFunction Menu:

Accounting � Realestate management �Information system �Master data/contracts� Overviews��Apportionmentunits

To display the results, you can choose between three different outputformats; each contains details on the apportionment units andapportionment factors, sorted according to the characteristics object /usage type / regional location, location, district (of the businessentity).

If you choose the classic drilldown report as your output option, referto the documentation of the component CA - Drill-Down Reporting:Functions for Report Lists [Extern] to find out how to edit the outputlist.

Analysis of apportionment units/factors for lease-outs and rental units � Apportionment unitsby objects

Analysis by tenants � Apportionment unitsby tenant/lease-out

� Apportionment unitsby tenant/rental unit

Page 914: SAP Real Estate

Real Estate Management SAP AG

Information System: Deposits

914 April 2001

Information System: DepositsUseThese reports list all the deposit types available and the respective amounts on the lease-outs.

FeaturesFunction Menu:

Accounting � Realestate management �Information system �Master data/contracts� Overviews��Deposits

To display the results, you can choose between three different outputformats; each contains details on the deposit types, sorted accordingto the characteristics object / usage type / regional location, location,district (of the business entity).

If you choose the classic drilldown report as your output option, referto the documentation of the component CA - Drill-Down Reporting:Functions for Report Lists [Extern] to find out how to edit the outputlist.

Analysis by lease-outs, tenants and owners � Deposits by object

� Deposits bytenant/lease-out

� Deposits by owner

Page 915: SAP Real Estate

SAP AG Real Estate Management

Information System: Vacancies

April 2001 915

Information System: VacanciesUseFor each rental unit, you see - in the form of a period- and key-date evaluation - a list specifyingthe duration of the vacancy (days), the number of vacancies, the vacancy reasons, area size,costs of the vacancy (by means of the vacancy cost elements) and the number of offers created.

FeaturesFunction Menu:

Accounting � Realestate management �Information system �Master data/contracts� Overviews��Vacancies

To display the results, you can choose between three different outputformats; each contains details on the vacancies, sorted according tothe characteristics object / usage type / regional location, location,district (of the business entity).

If you choose the classic drilldown report as your output option, referto the documentation of the component CA - Drill-Down Reporting:Functions for Report Lists [Extern] to find out how to edit the outputlist.

Vacancies by object

Overview of the vacancy duration (in days), vacancy costs andnumber of offers for the rental

� Vacancies by object

Vacancies by usage type

Overview of absolute area shares per usage type, sorted accordingto rental unit occupancy type (used by third parties / for own use /used by corp.group) and with system status Intended for rent

� Areas/usage types(display unit)

Overview of relative area shares per usage type, sorted according tosystem status Intended for rent and total usage

� Areas/usage types(%) (display unit)

Vacancy reasons

Overview of information specified in the rental units to explain thereason for a vacancy

� Reasons forvacancy

Occupancy history

Overview of rental unit occupancies up to a specified key date � Rental unitoccupancy history

Page 916: SAP Real Estate

Real Estate Management SAP AG

Information System: Vacancies

916 April 2001

Page 917: SAP Real Estate

SAP AG Real Estate Management

Information System: Depreciations

April 2001 917

Information System: DepreciationsUseOverview of the depreciation on assets in the Asset Accounting (FI-AA) component that areassigned to Real Estate objects properties and buildings.

FeaturesThe reports of the standard system carry out the following analyses:

Function Menu:

Accounting � Realestate management �Information system �Master data/contracts� Overviews��Depreciations

To display the results, you can choose between three different outputformats;

if you choose the classic drilldown report as your output option, referto the documentation of the component CA - Drill-Down Reporting:Functions for Report Lists [Extern] to find out how to edit the outputlist.

Absolute/relative depreciations

Overview of acquisition/production costs and depreciation onbuildings or properties, sorted by business entities

� Depreciations(abs./rel.)

Depreciation %

Overview of depreciation percentage for each property or building,with details on acquisition/production costs and total depreciationamounts

� Depreciation %

Acquisitions and retirements

Overview of acquisitions/retirements as well as the replacementvalue for each property or building

�Acquisitions/retirements

Page 918: SAP Real Estate

Real Estate Management SAP AG

Information System: Controlling

918 April 2001

Information System: ControllingUseControlling Real Estate objectsStandard report for analyzing the costs and revenues of the Real Estate objects, business entity,property, building and rental unit.

Controlling third-party managementStandard reports for analyzing costs and revenues of third-party management.

Service charges/heating expenses settlementStandard reports for analyzing the service charge settlement.

Page 919: SAP Real Estate

SAP AG Real Estate Management

Information System: Controlling RE Non-Cumulative Values

April 2001 919

Information System: Controlling RE Non-CumulativeValuesUseThe system displays standard reports for a key date evaluation of costs and revenues fromvarious viewpoints

Using one currencyYou receive period/year overviews with comparison, structured by:

� Objects

� Tenants

� Owners

� Cost elements

The evaluation is made for the following value types:

� Actual: Actual account assignments for each month, quarter, and special periods.

� Commitment: Commitment for each month, quarter, and special periods.

� Plan: Plans for each month, quarter, year and special periods.

Using several currencies (conversion)The system displays standard reports with currency conversion structured by objects, tenants,owners and cost elements.

FeaturesActivity Menu:

Accounting � Real estatemanagement � Infosystem�

Controlling/settlements��CO third-partymanagement �� Non-cumulative values ��Onecurrency

Page 920: SAP Real Estate

Real Estate Management SAP AG

Information System: Controlling RE Non-Cumulative Values

920 April 2001

If you want to convert to the entered currency, the menuitem Several currency (conversion) displays the same report.

InformationTo display the results, you can choose between three differentoutput formats; each contains details on the vacancies, sortedaccording to the characteristics object / cost element /usagetype / contract type / regional location / location / district (of thebusiness entity).

If you choose the classic drilldown report as your outputoption, refer to functions on the report list [Extern] in CA - Drill-Down Reporting documentation for information on how to editthis result list.

CO non-cumulative values on settlement units, internalorders and maintenance ordersOr, you can add addition CO non-cumulative values to theresults list.

Action Flag the indicator

Display CO non-cumulative values on assigned settlementunits

Settlement units

Display CO non-cumulative values on assigned CO orders Orders on Real Estate objects

See also:Assignment/Evaluation of COOrders to Real Estate Objects[Seite 950]

Display non-cumulative values of maintenance orders forassigned functional locations

Orders on functional locations

See also:Assignment/Evaluation ofMaintenance Orders to RealEstate Objects [Seite 955]

Period overviews

� Actual period overview

� Commitment periodoverview

� Plan period overview

Year overviews

� Actual year overview

� Commitment year overview

� Plan year overview

Page 921: SAP Real Estate

SAP AG Real Estate Management

Information System: Controlling RE Non-Cumulative Values

April 2001 921

Time comparisons

� Actual period comparison

� Commitment periodoverview

� Plan period comparison

� Actual year comparison

� Commitment yearcomparison

� Plan year comparison

Overview of deviations

�Actual/commitment/plan/dev.

Overview by factors

Revenues from operating and heating costs by area orapportionment unit.

� Actual/area unit

� Actual/apportionment unit

Overview of minimum / maximum revenue

Comparison of minimum and maximum revenues from third-party and own usage

� Maximum/minimumrevenue

Page 922: SAP Real Estate

Real Estate Management SAP AG

Information System: Controlling RE Flow Values

922 April 2001

Information System: Controlling RE Flow ValuesUseThese reports list the actual items and commitments of the following Real Estate objects in theABAP List Viewer:

� Property

� Building

� Rental unit

� Lease-out

FeaturesActivity Menu:

Accounting � Real estatemanagement � Informationsystem�

Controlling/settlements��Controlling RE objects ��

Flow values

CO non-cumulative values on settlement units, internalorders and maintenance ordersOr, you can add additional CO non-cumulative values to theresults list.

Action Flag the indicator

Display CO non-cumulative values on assigned settlementunits

Settlement units

Display CO non-cumulative values on assigned CO orders Orders on Real Estate objects

See also:Assignment/Evaluation of COOrders to Real Estate Objects[Seite 950]

Display non-cumulative values of maintenance orders forassigned functional locations

Orders on functional locations

See also:Assignment/Evaluation ofMaintenance Orders to RealEstate Objects [Seite 955]

Accessing line items

Actual line items

Commitment line items

Page 923: SAP Real Estate

SAP AG Real Estate Management

Information System: Controlling RE Flow Values

April 2001 923

Page 924: SAP Real Estate

Real Estate Management SAP AG

Information System: Controlling Third-Party Non-Cum. Values

924 April 2001

Information System: Controlling Third-Party Non-Cum.ValuesUseNon-cumulative valuesUse standard reports to evaluate the actual costs and revenues for third-party managementfrom various viewpoints:

� By management contracts

� By cost elements

FeaturesActivity Menu:

Accounting � Real estatemanagement � Infosystem�

Controlling/settlements��Controlling third-partymanagement �� Non-cumulative values ��Bymanagement contract

Choose By cost elements for evaluations from the view ofcost elements.

InformationYou can choose three different output formats for the resultslists. For all of the output formats, the details are sortedaccording to the features object / cost element.

If you choose the classic drilldown report as your outputoption, refer to functions on the report list [Extern] in CA - Drill-Down Reporting documentation for information on how to editthis result list.

Quarterly view / Period view

Overview by months with summary in the quarters � Management contracts

Overview by periods with absolute and percentagecomparison of the periods

� Management contracts cur.periods

Year overviews

Overview of the current year and the two preceding years witha total for all three years.

� Year overview

Year comparison of the current and preceding years withabsolute and percentage comparison.

� Year comparison

Page 925: SAP Real Estate

SAP AG Real Estate Management

Information System: Controlling Third-Party Non-Cum. Values

April 2001 925

Page 926: SAP Real Estate

Real Estate Management SAP AG

Information System: Controlling Third-Party Mgt Cumulative Values

926 April 2001

Information System: Controlling Third-Party MgtCumulative ValuesUseThese reports list the actual items and commitments of management contracts in the outputformat of the ABAP List Viewer.

FeaturesFunction Menu:

Accounting � Real estate management � Information system�

Controlling/settlements ��Controlling third-party management�� Cumulative values

Accessing line items

� Management agreement actual line items

� Commitment line items

Page 927: SAP Real Estate

SAP AG Real Estate Management

Information System: SC and Heating Expenses Settlement

April 2001 927

Information System: SC and Heating ExpensesSettlementFeaturesActivity Menu:

Accounting � Realestate management �Information system�

Controlling/settlements ��SCS/Heatingexpenses

External Heating Expenses Settlement

This report displays:

� Line items and total per selected heating system

� Share of costs to be paid by each tenant

� Overall costs of selected heating systems

Overview externalheating expenses

Balances advancepayments

Settlement unit itemizationThis report shows a key-day evaluation of the documents forselected settlement units.

� Settlement unititemization

Settlement result

Displays the service charges incurred in a service charge settlementrun for each settlement unit at the level of the rental units, dividedinto business entities .In addition to the net amounts tax amounts, and gross amounts, youcan call further data, for example, condition type, flow type,apportionment units/factors.

� Evaluation for SCsettlement loss riskcalculation [Seite 930]

Distribution of settlement result

Displays the distribution of the service charges between lease-outsand rental units. In addition, you can display a summarized form ofthe result according to the following characteristics:Service charge key, period, condition type, settlement type, object,apportionment unit.

� SC settlement

Page 928: SAP Real Estate

Real Estate Management SAP AG

Information System: SC and Heating Expenses Settlement

928 April 2001

Lease-out credits/receivables

The service charge settlement clears credits and receivables bymeans of the advance payments made by the tenant.

This report displays the balance for each lease-out as well as anyexisting advance payment adjustments made by means of theservice charge settlement run.

The structure can be made by:

Period, condition type, settlement type, object, flow type, no advancepayment adjustment.

� Creditbalances/receivables

Balances advance payments

This report shows for each selected settlement unit:

� The share of advance payments to be paid by the tenant

� The balance of the advance payments made and the outstandingreceivables (under payment) or credit (over payment)

The structure can be made by:Period, condition type, settlement type, object, flow type, no advancepayment adjustment.

� Balances advancepayments

Allocation per tenant

This report shows for each selected settlement unit:

� Settlement period

� Service charge key per lease-out

� Apportionment unit and factor

� Allocation per tenant

Posting log for settlement

Overview of all documents for a service charge settlement run Youcan display the following information:

� Document overview, line item

� Real estate object master data, G/L account, customer, vendor

� Real estate account assignment

� Display posting logfor settlement

Non-cumulative values

These reports give you an overview of the non-cumulative valuesfrom various viewpoints:

� Settlement unit

� Service Charge Keys

� Cost elements

� Non-cumulativevalues

Page 929: SAP Real Estate

SAP AG Real Estate Management

Information System: SC and Heating Expenses Settlement

April 2001 929

Cumulative Values

These standard reports evaluate the actual and commitment lineitems.

� Cumulative Values

Page 930: SAP Real Estate

Real Estate Management SAP AG

Displaying Settlement Results

930 April 2001

Displaying Settlement ResultsEnter your selection criteria.

Selection Procedure

Choose all settlement units of a service chargesettlement

Enter only the identification of the settlement

Choose required data from a service chargesettlement

Enter the settlement ID and make furtherselections using the upper fields

Display simulated service charge settlementresults

Do not enter an identification of the settlementbut select using other fields

ResultAn overview for further editing is issued:

Action Choose

Display apportionment units/factors, reference values,settlement type

Apportionment factors

Display result on tenant service charge settlement level(Austrian law)

Tenant serv.charge settlmnt

Display:

Occupancy of the rental unit, net calorific value percentagerate (Swiss law)

Indicator if:

� Costs of the advance payment are paid by the owner

� Tenant is liable to pay sales tax

� Tenant opts for input tax

Additional data

Change between result display per lease-out or per settlementunit

Result per SU or Result per LO

Page 931: SAP Real Estate

SAP AG Real Estate Management

Info System: Taxes

April 2001 931

Info System: TaxesUseOverview of the tax relevant facts according to German law.

FeaturesFunction Menu:

Accounting � Realestate management �Info system � Others� Taxes �

Input tax distribution

The evaluation displays an overview of the input tax distribution foran input tax distribution run, sorted by business entity and account.

The following is displayed:

� The relevant objects

� Net amount

� Input tax amount

� Non-deductible input tax

� Option rates

� Distribution document

� Line items and totals of the values

� G/L accounts

� Display input taxdistribution

Changes in the option rates for input tax distribution

Lists the changed option rates of the correction items of theselected month and, for comparative purposes, the option ratesof the previous month.Lists the changes within the lease-outs/units that have influence onthe calculation of the option rate:� Status

� Value-added-tax code

� Apportionment factors

� Option rates �Option rate relevantchanges RU / LO

Lists the changes in the lease-outs/units that have influence on thecalculation of the option rate:� Status

� Value-added-tax code

� Option rates �Changed option raterelationship

Page 932: SAP Real Estate

Real Estate Management SAP AG

Info System: Taxes

932 April 2001

� Option rates �Option rate data RealEstate

Page 933: SAP Real Estate

SAP AG Real Estate Management

Customizing Settings During Current Operation

April 2001 933

Customizing Settings During Current OperationUseUse this function to maintain specific Customizing settings in the application menu (= currentoperation).

PrerequisitesYou can only make Customizing settings if you have authorization.

Contact your system administrator if you require authorization.

FeaturesDuring current operation you can make Customizing settings for the following applications:

Application Activity

Correspondence

� Maintaining letters [Seite 809]

�� Bulk maintenance text modules [Seite 809]

Editing existing letter and text modulesor creating new ones.

Rent adjustment

� Reasons for rent adjustments [Seite 446] Entering short texts justifying reasonsfor rent adjustment

� Maintaining index data [Seite 578] Determining index-based rentadjustments:

Index classes, index series and indexvalues per base year.

� Maintaining representative list of rents [Seite 695] Specifying rent adjustments based onrepresentative lists of rents:

Maintaining data for representativelists of rents.

� Editing individual representative lists of rents [Seite695]

Specifying individual calculation basisfor the representative list of rents usinga control table

� Expert opinion: surcharges/reductions [Seite 538] Determining reasons for a rentincrease/reduction based on an expertopinion.

� Switzerland: Maintaining reference interest rates[Seite 665]

Maintaining time dependent interestrates for the rent adjustment

Service charge settlement

� Maintaining heating value days [Seite 362] Determining service charge settlementaccording to regional location key (asis usually the case according to Swisslaw)

Page 934: SAP Real Estate

Real Estate Management SAP AG

Customizing Settings During Current Operation

934 April 2001

Information system

� Selection according to status selection scheme[Seite 898]

Selecting objects according to systemor user status

Periodic changes

� Maintain year-dependent number changes

Page 935: SAP Real Estate

SAP AG Real Estate Management

Integration of R/3 Components

April 2001 935

Integration of R/3 ComponentsMandatory componentsFor the R/3 Real Estate management component (RE), you need the following components:

� Financial Accounting (FI)

If you want to carry out an assets management valuation of the Real Estate objects,Asset Accounting (FI-AA) is also required.

� Controlling (CO)

Additional componentsTo obtain an overall view of Real Estate management, you can use additional links to the R/3System.

All R/3 components that are essential to Real Estate Management are listed below:

� Financial Accounting (FI) creates balance sheets, profit and loss statements

� Plant Maintenance (PM) plans and implements scheduled and non-scheduledmaintenance work, reconstruction or new development in the Real Estate area.

� Materials Management (MM) orders materials for maintaining the energy supply toproperties and maintains properties.

� Project System (PS) plans complex maintenance and investment projects, while takingconstant risk factors into account.

� Asset Accounting (FI-AA) manages fixed assets on a value basis from the accountingpoint of view.

� Controlling (CO) provides a planning and control instrument for all quantity and valuesflows in Real Estate management. Controlling also supports general cost accountingprocedures from absorption costing to activity-based costing.

� Document Management (CA-DMS) and the optical archiving (BC-SRV-ARL) givesyou an overview of all documents and correspondence contained in the businessprocesses.

Page 936: SAP Real Estate

Real Estate Management SAP AG

RE Master Data: Integration Overview

936 April 2001

RE Master Data: Integration OverviewYou can assign the following objects from the individual R/3 components to Real Estate objectswhile processing them:

BE=business entity/BU=building/ PR=property/RU=rental unit/SU=settlement unit/LO=lease-out/ MC=managementcontract/ GC=generalcontract RO=room

BE BU

PR

RU

SU

LO

MC

GC

RO

Financial Accounting (FI)

Business area External segmentreporting (Seealso: EditingMaster Data:Business Areas[Seite 939])

X X X X X X X X

Jurisdiction code Tax calculationdepending on theregional location(for instancespecific USArequirements (seealso: TaxCalculation viaJurisdiction Code[Seite 834])

X X X X X X X

Controlling component (CO)

Settlement rules for CO settlement Complete or partialsettlement of theactual costsincurred to one ormore recipientsusing distributionrules (see also:Costs Settlement(CO Settlement)[Seite 814]

X X X X X

Page 937: SAP Real Estate

SAP AG Real Estate Management

RE Master Data: Integration Overview

April 2001 937

Profit centers Parallel update ofpostings relevantto results for thepurpose of internalevaluation ofcompany parts(see also EditingMaster Data: ProfitCenter [Seite 940])

X X X X X X X X

Internal order Assignment/Evaluation ofMaintenanceOrders [Seite 950]

X X X X X

Cost center Creation of theaccrued vacancycosts (RU) or theexpenses incurredfor own usage(LO/GC)

X X X

Asset Accounting (FI-AA)

Asset Accountingdepreciation of thereal estate asset(see also: EditingMaster Data:Asset Data [Seite941])

Also in connectionwith the input taxtreatment inaccordance withGerman law (seealso: Input TaxProcessing [Seite837])

X X

Plant Maintenance (PM)

Meter Records the unitsof measure ofconsumption-dependent servicecharges (see also:Calculation ofConsumption-DependentService Charges[Seite 327])

X

Page 938: SAP Real Estate

Real Estate Management SAP AG

RE Master Data: Integration Overview

938 April 2001

Functional location Planning andimplementation ofmaintenance tasks(see also:Assignment/Evaluation ofMaintenanceOrders [Seite955])

X X X X

Project System (PS)

WBS element Planning ofcomplex activities(see also: ProjectSystem PS (RE)[Seite 953])

X X X X

Cross-Application Functions (CA)

Document management Assignment ofcentrally storeddocuments. (seealso: DocumentManagement (RE)[Seite 958])

X X X X X X X

Optical archive Assignment ofoutgoingdocuments(correspondence)(see also: StoringOutgoingDocuments (RE)[Seite 1133])

X X X X X

Page 939: SAP Real Estate

SAP AG Real Estate Management

Editing Master Data: Business Areas

April 2001 939

Editing Master Data: Business AreasYou can only link to the business area if you have created one in Customizing for FinancialAccounting (FI).

When creating/changing business entities, you may be required to enter the business area(required field) even although this field has been set as optional in Customizing. In this case, thefield status setting is overridden by the "Enable business area balance sheet" in FI. If this fieldis set in FI Customizing, the business area field has to be filled in for all FI postings.

For FI postings on Real Estate objects for which there is no business area assignment, thebusiness area is derived from the business entity. Consequently it would not be possible to makeautomatic postings on Real Estate objects if the business entity has no business area.

The field status control for the business area field on the business entity only has an effect whenthe business area balance sheet has been disabled in FI.

Business area inheritanceA business area is inherited to subordinate objects:

If, in the object hierarchy, you have not specified a profit center at the lowest level (for example,lease-out), the business area of the higher-level object (for example, rental unit) is used whenyou make a posting.

For further information on the business area, refer to the documentation of the FinancialAccounting (FI) component: The Business Area [Extern].

Page 940: SAP Real Estate

Real Estate Management SAP AG

Editing Master Data: Profit Center

940 April 2001

Editing Master Data: Profit CenterYou can only link to the profit center if you have created one in Controlling (CO).

In Customizing for Real Estate you can:

� Choose the profit center account assignment of Real Estate

� Or use the account assignment of the controlling area.

Profit center inheritanceA profit center is inherited to subordinate objects:

If, in the object hierarchy, you have not specified a profit center at the lowest level (for example,lease-out), the profit center of the higher-level object (for example, rental unit) is used when youmake a posting.

For detailed information on profit centers, see Profit Center Accounting (RE) [Seite 952].

Page 941: SAP Real Estate

SAP AG Real Estate Management

Editing Master Data: Asset Data

April 2001 941

Editing Master Data: Asset DataA property or building can be assigned more than one asset. To specify the accountdetermination, you have to identify one of the assets as leading.

If you want to access evaluations for depreciations and retirement postings of objects in theRE information system, you have to assign an asset to the objects.

PrerequisitesCustomizing settings

� FI-AA is activated in Real Estate Customizing

� A main usage type (for the purpose of account determination) is set for the leading asset(Main Usage Types [Extern]); the account determination for the debit position of lease-outsmay depend on the main usage type; if no asset is assigned to the building or property, themain usage type is derived from the asset class of the leading asset according to the ruledefined in Customizing

� The asset class of the leading asset is set as Real estate

Master data of leading asset

The number of the business entity is identical to the asset number of the leading asset.

ProcedureProceed as follows in the master data of a building or a property:

Enter your required assets in the Asset field using Multiple selection.

The dialog box Assigned assets is displayed, offering the following editing options:

� Assign assets

� Create Assets

� Change assets

� Define leading asset

The Property, Building text and Main usage type fields are automatically updated under theGeneral Data tab depending on the asset class.

Page 942: SAP Real Estate

Real Estate Management SAP AG

Financial Accounting (RE)

942 April 2001

Financial Accounting (RE)Refer to the following sections of the Implementation Guide (IMG) for Real Estate for details onFinancial Accounting:

� Basic Settings Financial Accounting [Extern]

� General Ledger [Extern]

� Accounts Receivable and Accounts Payable [Extern]

� Accounts Receivable and Accounts Payable [Extern]

� Electronic Account Statement Entry [Extern]

Account determinationLease-out / Rental unitAccount Determination (Rental Accounting) [Seite 253]

Debit Position Lease-out [Seite 254]

Vacancy Debit Position (Imputed Costs) [Seite 265]

General contractPeriodic Postings [Seite 764]

Third-party managementFees Settlement Periodic Fees [Seite 731]

Settling Event-Driven Fees [Seite 737]

Page 943: SAP Real Estate

SAP AG Real Estate Management

Rental Accounting: Posting Functions

April 2001 943

Rental Accounting: Posting FunctionsAccounting principles (FI)In R/3 Financial Accounting, accounting is a combination of G/L accounting and subledgeraccounting.

� General ledgerThe general ledger contains the total of all G/L accounts. You create the balance sheetas well as the profit and loss statement on the basis of the general ledger. Receivables,payables, output tax and input tax are posted to the general ledger.

� Subsidiary ledgersA G/L account (= reconciliation account) consists of subsidiary ledgers. Each posting to asubledger account (=reconciliation account) causes an automatic balance change in aG/L account.

Rental accountingThe following overview graphics show you the posting functions in rental accounting:

� Lease out

Receivables are posted to the master tenant using the debit position.

Overview Graphic: Posting Debit Position for Lease out [Seite 945]

Rents due at the start/end of the period and expected revenue from sales-based leaseouts are posted using the accrual/deferral function:

Sample Calculation Accrual [Seite 779]

Sample Calculation Deferral [Seite 780]

Sample Calculation Sales Deferral [Seite 783]

� Special general ledger down payments

Advance payments for operating costs and heating expenses belong to the subledgeraccounts. However, as these costs need to be entered correctly in the general ledger,they are not posted to the customer/vendor master record on the reconciliation accountbut to other reconciliation accounts.

To avoid this problem, you can use special posting keys that override the reconciliationaccounts (general ledger) and update these postings to special G/L accounts.

Overview Graphic: Down Payments in Special General Ledger [Seite 946]

� Service charge settlement

Overview Graphic: Posting Procedures of the Service Charge Settlement [Seite 947]

Page 944: SAP Real Estate

Real Estate Management SAP AG

Rental Accounting: Posting Functions

944 April 2001

costs incurred forsettlement unitposting to creditexpense accountand to distributecosts and leasel outs (LO)/rental units (RU)

proportion whichcan be apportionedto rentalagreementsproportion whichcannot beapportioned tolease outs,posted to rentalunits

debit posting totenant accounts

(1)

(2)

(2a)

(2b)

(3)Reconciliationaccount

Expense 467030

LO clearing 467130 RU clearing 467030

Revenue 840050Smith Black

TurnerMiller

140240

(1)

(2a)(2a)(2a)(2a)

(2b)(2b)

(3)

(3)

(3)(3)(3)(3)

(3)

(3)

(3)(3)(3)(3)

1095.95 1095.00 (2)

100.00257.00182.50364.50

SmithBlackMillerTurner

8.00183.00

ME 1ME 2

100.00 257.00

182.50 364.50

100.00257.00182.50364.50

100.00257.00182.50364.50

Page 945: SAP Real Estate

SAP AG Real Estate Management

Overview Graphic: Posting Debit Position for Lease-Out

April 2001 945

Overview Graphic: Posting Debit Position for Lease-OutRentalagreement

Customer

Debit position

Adv. paym. request

Receivable Revenue

Advance paym.

Customer Customer

Adv. paym. request

1000

10001000

500 500

500 500

Basic rent: 1000 USD(Amount in USD)

Advance payment 500 USD

flexible: Reconciliation accountsExpense/Revenue accounts

CustomerP + L

Page 946: SAP Real Estate

Real Estate Management SAP AG

Overview Graphic: Down Payments in Special General Ledger

946 April 2001

Overview Graphic: Down Payments in Special GeneralLedger

Advance payments in special general ledger

Customers Vendors

General ledger

5.000ADV.

2.000

3.000ADV.1.000

Receivables Liabilities

Adv. paym. received Adv. paym. made

3.0005.000

2.000 1.000

Page 947: SAP Real Estate

SAP AG Real Estate Management

Overview Graphic: Posting Procedures of the Service Charge Settlement

April 2001 947

Overview Graphic: Posting Procedures of the ServiceCharge Settlement

costs incurred forsettlement unitposting to creditexpense accountand to distributecosts and leaselouts (LO)/rental units (RU)

proportion whichcan be apportionedto leaseoutsproportion whichcannot beapportioned tolease outs,posted to rentalunits

debit posting totenant accounts

(1)

(2)

(2a)

(2b)

(3)Reconciliationaccount

Expense 467030

LO clearing 467130 RU clearing 467030

Revenue 840050Smith Black

TurnerMiller

140240

(1)

(2a)(2a)(2a)(2a)

(2b)(2b)

(3)

(3)

(3)(3)(3)(3)

(3)

(3)

(3)(3)(3)(3)

1095.95 1095.00 (2)

100.00257.00182.50364.50

SmithBlackMillerTurner

8.00183.00

ME 1ME 2

100.00 257.00

182.50 364.50

100.00257.00182.50364.50

100.00257.00182.50364.50

Page 948: SAP Real Estate

Real Estate Management SAP AG

Asset Accounting FI-AA (RE)

948 April 2001

Asset Accounting FI-AA (RE)Master dataThe link between Real Estate objects and an asset is controlled by means of the master data inAsset Accounting. You have to enter the number of the business entity as an asset groupnumber to set up a link.

Editing Master Data: Asset Data [Seite 941]

You categorize and structure the objects in to different asset types such as buildings, propertiesor assets under construction by using asset classes.

Using the asset classes, you control the calculation type for the automatic determination andposting of depreciations, interest and evaluations.

The calculation type for these values is in addition to the legally defined guidelines; it is acustomer-specific value range for determining depreciations, calculating interest, insurancevalues or investment grants. This allows you to define the tax or balance sheet, depreciation andvaluation method for internal cost accounting.

Input tax treatmentThe entire input tax treatment (German law) of the costs for an asset to be capitalized is settledin Asset Accounting. Special Real Estate correction items are used, necessitating the need forFI-AA.

Document EntrySpecial documents with input tax treatment postings specific to Real estate are created.

Page 949: SAP Real Estate

SAP AG Real Estate Management

Real Estate Controlling

April 2001 949

Real Estate ControllingPurposeThis component contains functions for controlling Real Estate objects.

Implementation ConsiderationsInstall this component if you intend to carry out the following controlling activities for Real Estate-related account assignment objects:

� Settlement of costs incurred by Real Estate objects on other Controlling objects (COsettlement)

� Cost and revenue planning for Real Estate objects

� Profit center accounting

� Internal activity allocation

� Transfer postings in Controlling

� Creation of statistical key figures for Real Estate objects

IntegrationYou have to install the R/3 Controlling component or part components in order to carry out RealEstate Controlling.

Page 950: SAP Real Estate

Real Estate Management SAP AG

CO Orders for Real Estate Objects

950 April 2001

CO Orders for Real Estate ObjectsPurposeThe operational ordering function can be divided into sales-related orders and company-internalorders.

Sales-related orders mainly serve the purpose of logistic control of input factors and salesactivities.

There are the following kinds of company-internal orders (internal orders):

� Orders purely for object controlling purposes within cost accounting (for instance orders formarketing or exhibitions)

� Productive, value-adding orders that can be activated (for instance in-house manufacture ofa conveyor belt)

A company’s internal ordering function represents the most detailed operational level of cost andactivity accounting and serves to

� Monitor costs, for instance in those areas where costs have to be considered in other waysapart from cost element and cost center accounting

� Support “make or buy” decision-making

Process FlowCarry out the following steps to assign CO orders to Real Estate objects and to valuate the costs:

5. Create order(s).

6. Assign the required Real Estate object in the master data of the CO order.

7. Plan or carry out account assignments on the CO order (for instance CO settlement, financialaccounting, materials management).

8. You can analyze the non-cumulative values of CO orders within the RE information systemby Real Estate object or by cost element:

– ACTUAL

– COMMITMENT

– PLAN

For more information about CO orders, see Internal Orders [Extern].

Note: The input distribution [Seite 843] of the Real Estate object is only possible if thepurchase order [Extern] or invoice is already assigned to a Real Estate object in FI. If the invoiceor order is assigned to another controlling object (such as order) and consequently settled to aReal Estate object via CO accounting, the tax information about the original document is lost.The Real Estate object is only debited with the net share.

Page 951: SAP Real Estate

SAP AG Real Estate Management

CO Orders for Real Estate Objects

April 2001 951

Page 952: SAP Real Estate

Real Estate Management SAP AG

Profit Center Accounting (RE)

952 April 2001

Profit Center Accounting (RE)UseWith Profit Center Accounting, R/3 provides you with a periodic profit and loss statement forindividual organizational units. The classification of the organization into profit centers forms thebasis for the controlling activities of areas with internal responsibility, allowing businessresponsibility to be delegated to decentralized units.

Making profit center assignments lets you display profit-related business transactions in RealEstate, such as:

� Revenue from basic rent

� Operating costs

� Heating expenses

Your cost planning activities on Real Estate objects are not updated online in the profit centerof the assigned Real Estate objects; you have to run a report to do this as a background job.

IntegrationYou can assign profit centers to the following Real Estate-specific account assignment objects:

� Business entity

� Property

� Building

� Settlement unit

� Rental unit

� Lease-out

� Management contract

� General contract

ActivitiesChoose Accounting � Real estate management � Controlling � Info system � Profit centeraccounting.

See also:Info System: Profit Center [Seite 892]

For detailed information on profit center accounting, refer to Profit Center [Extern].

Page 953: SAP Real Estate

SAP AG Real Estate Management

Project System PS (RE)

April 2001 953

Project System PS (RE)PurposeYou use Project System to plan complex measures, taking into account the risk factors thatconstantly occur.

This application component can be employed in Real Estate Management to support theplanning activities for:

� New developments

� Large plant maintenance tasks

� Marketing strategies

Value flowIn Cost Center Accounting, the project is an independent cost object that can settle theaccumulated values to other account assignment objects such as:

� Assets under construction

� Assets

DeadlinesProject System provides Real Estate Management with an important interface for planning andscheduling activities related to real estate objects, such as:

� Completion of development, first occupancy

� Scheduling of applicants' property viewing dates

Process Flow1. Create a WBS element in PS.

2. Assign the WBS element to the respective Real Estate object.

For detailed information on project planning using WBS elements, refer to the documentationof the PS component: What Makes Up a Work Breakdown Structure (WBS)? [Extern].

Page 954: SAP Real Estate

Real Estate Management SAP AG

Plant Maintenance PM (RE)

954 April 2001

Plant Maintenance PM (RE)ObjectivePlant maintenance is for the planning and implementation of scheduled and non-scheduled plantmaintenance tasks (PM tasks) in Real Estate.

The link between the Real Estate object to Plant Maintenance is made by allocating functionallocations in Plant Maintenance. In this case:

� The Real Estate object is the operator’s view

� The functional location is the geographical localization or the description of the PM task

The units to be maintained are portrayed by equipment at a functional location.

Value flowThe costs of a PM task are collected on the maintenance order that serves as a cost object andpassed on to Cost Center Accounting or Asset Accounting.

PM tasks for R/3 Real Estate

� Routine maintenance

The costs of routine maintenance are usually covered by the basic rent (rent that doesnot include service charges).

� Modernization

In PM, modernization tasks are portrayed as PM orders. The value of modernizationcosts can be used for the rent adjustment based on the structural improvements made tothe rental unit.

� Repairs

Necessary repair are also portrayed as PM orders. Depending on the situation, the costscan be passed on to the tenant in two ways:

� Invoicing the costs to the tenant

� Retaining the costs from the deposit during tenant changeover

Page 955: SAP Real Estate

SAP AG Real Estate Management

Maintenance Orders for Real Estate Objects

April 2001 955

Maintenance Orders for Real Estate ObjectsPurposeYou can assign maintenance orders (PM orders) to functional locations using the PlantMaintenance (PM) component.

A maintenance order

� Plans the implementation of maintenance measures

� Monitors work process

� Settles the costs of the maintenance measure

You can use these functions for the Real Estate component to valuate the maintenance costs forReal Estate objects.

Process FlowCarry out the following steps to assign maintenance orders to Real Estate objects and to valuatethe costs:

1. Create maintenance order(s) and functional locations in PM.

For the objects business entity, property, building and rental unit, you can make thefollowing settings in Customizing for Real Estate:

� The system automatically creates and assigns a functional location when you createthe objects

� Assign a transaction to the objects so that you can generate a malfunction report inthe object processing screen

2. Assign the maintenance order in the master data of the functional location.

3. Assign the functional location in the master data of the Real Estate component (see point 1).

4. Plan or carry out account assignments on the PM order.

5. Analyze the non-cumulative values of PM orders in the Real Estate information system byRE object or by cost element, by:

– Actual values

– Commitment values

– Plan values

For detailed information on functional locations and PM orders, refer to thedocumentation of the Plant Maintenance component:

Functional Location [Extern]

Maintenance Order [Extern]

Page 956: SAP Real Estate

Real Estate Management SAP AG

Maintenance Orders for Real Estate Objects

956 April 2001

Page 957: SAP Real Estate

SAP AG Real Estate Management

Materials Management MM (RE)

April 2001 957

Materials Management MM (RE)ObjectiveMaterials Management is for the ordering of materials.

Ordering in Real Estate managementThere is an interface to R/3 Real Estate in two areas:

� Operation

Used to portray the costs of maintaining the energy supply to properties in Real Estatemanagement. The costs are collected for the corresponding settlement units or RealEstate objects in the operating costs and heating expenses settlement.

� Repairs

Used for the ordering of materials required for scheduled repairs. The settlement is madePlant Maintenance using the maintenance order.

Page 958: SAP Real Estate

Real Estate Management SAP AG

Document Management (RE)

958 April 2001

Document Management (RE)PurposeIn the R/3 system, documents that are used in the administration processes (such as insurancecontracts, maintenance contracts, service order contracts, structural drawings or photos) can be:

a) Classified

b) Assigned to RE objects

c) Displayed when the object is being processed

with the Document Management. It gives you a constant view of documents in the process

environment.

The graphic shows the objects to which you can assign documents.

Views

Archive,invoices

Contracts

Plan

Assembly

Construction drawings

PropertyProperty BuildingBuilding

BusinessBusiness entityentity

RoomsRoomsRentalRentalagrmtagrmt

RentalRental unitunit

ContractContract MangementMangement

Process FlowSee the CA-Document Management documentation Document management [Extern]

Page 959: SAP Real Estate

SAP AG Real Estate Management

Status Management in R/3 Real Estate

April 2001 959

Status Management in R/3 Real EstateArea of applicationThe status management within R/3 Real Estate includes the following account assignmentobjects:

� Real estate objects (business entity/property/building/rental unit)

� Lease-out

� Management contract

� Cost collector for settlement unit

Initial statusThe initial status is the status that is automatically set by the system when you create anaccount assignment object.

If you create a rental unit, the initial statuses VAC. (vacant) and NORA (no lease-outs) are set automatically.

System statusR/3 Real Estate provides predefined system statuses.

When editing (Create/Change) the respective account assignment objects, you can activate ordeactivate certain system statuses by means of transactions, depending on which businesstransactions you want to allow or disallow.

To be able to assign to an account assignment object, this object has to have thesystem status RELEASED. When you create an object, however, this status is notset. In other words, you first have to manually activate this system statusRELEASED by means of a transaction.

User statusBy means of the user status, you adapt your specific business processes in R/3 Real Estate, thatis, you can use the user status to extend the business transaction management predefined in thesystem status.

Setting or resetting the user status can be controlled by means of authorizations.

You want to allow the lease-out to be printed (=business transaction) only undercertain conditions. To do so you define a user status for the lease-out that disallowsit being printed, for example, if no master tenant is assigned from partnermanagement. This is done in Real Estate Customizing by means of a status profile.

You can set this status as initial status or manually on the lease-out.

Page 960: SAP Real Estate

Real Estate Management SAP AG

Status Management in R/3 Real Estate

960 April 2001

Consider the principle of the status management:

A business transaction that has been disallowed by the system status, cannot beallowed by means of a user status.

It is also not possible that a system status allows a transaction that has beendisallowed by a user status.

The standard R/3 Real Estate Customizing includes a predefined user statusallowing to write plan line items.

Setting/Resetting a System Status [Seite 963]

Creating a User Status [Seite 978]

Setting/Resetting a User Status [Seite 979]

Displaying Statuses [Seite 980]

Page 961: SAP Real Estate

SAP AG Real Estate Management

General Status Management in R/3

April 2001 961

General Status Management in R/3Status and transactionA status documents the current processing status of an object. It serves two functions:

� It informs the user that a certain status has been reached.

� It influences the quantity of the business transactions that can be carried out.

A business transaction is an action you carry out online when processing the objects, forexample, setting an account assignment block, a master data block.

In addition, certain programs (for example, debit position) automatically trigger businesstransactions.

If a business transaction is carried out, it can automatically set or delete one or more statusesfor the involved object.

Interaction between status and transaction

Performing atransactione.g.- release- close

The numberof activestatuses

The numberof

transactionsallowed

changes determines

Any number of statuses can be set for an object.

A status can do the following for business transactions:

� Allow

� Allow with a warning

� Disallow

If a transaction is not allowed for an object, you receive an error message when you carry out thetransaction and it is not executed.

To carry out a business transaction, the following requirements have to be met:

� At least one active status has to allow the transaction.

� No active status may disallow the transaction.

A status can be either active or inactive:

� A status is active if it is currently effective.

� A status is inactive if it never has been active or if it was active and has been deactivated.

System status and user statusThe SAP System distinguishes between system status and user status.

System status A system status is a status set by the system informing the user that acertain function has been performed on an object. The user cannot influencethe system status. The user can neither delete nor change it directly.

If you create a business entity, for example, the system automatically setsthe initial status Created.

Page 962: SAP Real Estate

Real Estate Management SAP AG

General Status Management in R/3

962 April 2001

User status A user status is a status defined by the user that can be created in addition tothe existing system status. The user can define and activate as many userstatuses as required.

The user statuses are defined in Customizing by means of a status profile.

Page 963: SAP Real Estate

SAP AG Real Estate Management

Setting/Resetting the System Status

April 2001 963

Setting/Resetting the System Status The procedure is the same for the account assignment objects business entity,property, building, rental unit, lease-out, and management contract.

The requirement here is that you are in the edit mode (Create/Change) of theaccount assignment objects.

1. To set a system status, choose Edit � Functions.

For most of the business transaction, a corresponding transaction is available under Edit� Functions that cancels the set status.

To process the cost collectors for the settlement unit, choose Extras � Costcollectors instead.

2. From this menu, choose the required business transaction that sets the correspondingsystem status.

The following overview tables provide additional information on the system status:

– Overview Table: System Status Business Entity, Property, Building, Which Can BeSet Directly in Master Data Dialog [Seite 964]

– Overview Table: System Status Rental Unit, Which Can Be Set Directly in MasterData Dialog [Seite 965]

– Overview Table: System Status Lease-Out, Which Can Be Set Directly in MasterData Dialog [Seite 966]

– Overview Table: System Status Management Contract, Which Can Be Set Directly inMaster Data Dialog [Seite 967]

– Overview Table: System Status Cost Collector Settlement Unit, Which Can Be SetDirectly in Master Data Dialog [Seite 968]

The group box Status automatically displays the status set by the transaction. Thesystem status is represented by a 4-character identification code.

System statuses are automatically set or canceled by certain transactions.

If you have several active statuses, it can happen that the group box Status does notdisplay all active statuses. This is controlled by the assignment of priorities in thestatus profile (Real Estate Customizing).Choose Extras � Status to display all active statuses.

Page 964: SAP Real Estate

Real Estate Management SAP AG

Overview Table: BE, PR, BU

964 April 2001

Overview Table: BE, PR, BUSystem Status Business Entity, Property, Building - Settable Directly in Master Data Dialog

Initial status:

Created (CRTE)

Object Type: Business Entity, Property, Building

Transactions you set via Edit � Functions orcancel via Edit � Reset functions

Transaction activates/deactivatessystem status

Release [Seite 970] Released (REL)

Set deletion flag [Seite 972] Deletion flag activated (DLFL)

Set block

� Generic master data [Seite 973]

��Master data [Seite 974]

Master data locked (MDLK)

Set block

� Generic acct assign. [Seite 975]

� Acct assig. [Seite 976]

Account assignment locked (AALK)

Set block

��Planning [Seite 977]

Planning locked (PLLK)

Page 965: SAP Real Estate

SAP AG Real Estate Management

Overview Table: System Status Rental Unit-Settable Directly in Master Data Dialog

April 2001 965

Overview Table: System Status Rental Unit-SettableDirectly in Master Data DialogInitial status:

Vacant (VAC.)

No lease-outs (NORA)

Created (CRTE: is not displayed but is set anyway)

Object Type: Rental Unit

Transactions you set via Edit � Functions orcancel via Edit � Reset functions

Transaction activates/deactivatessystem status

Release [Seite 970] Released (REL)

Set deletion flag [Seite 972] Deletion flag activated (DLFL)

Set block

� Generic master data [Seite 973]

� RU master data [Seite 974]

Master data locked (MDLK)

Set block

� Generic acct assign. [Seite 975]

� RU acct assignment [Seite 976]

Account assignment locked (AALK)

Set block

��Planning [Seite 977]

Planning locked (PLLK)

Page 966: SAP Real Estate

Real Estate Management SAP AG

Overview Table: System Status Lease-Out-Settable Directly in Master Data Dialog

966 April 2001

Overview Table: System Status Lease-Out-SettableDirectly in Master Data DialogInitial status:

Created (CRTE)

Commercial lease-out (COMM) or residential lease-out (RESI)

Account assignment block (AALK)

Object Type: Lease-Out

Transactions you set via Edit � Functions orcancel via Edit � Reset functions

Transaction activates/deactivatessystem status

Release [Seite 970] Released (REL)

Set deletion flag [Seite 972] Deletion flag activated (DLFL)

Conclude prov.agrmnt [Seite 971] Commercial provisional agreement(COPA)

Set block

��Master data [Seite 974]

Master data locked (MDLK)

Set block

� Account assignment [Seite 976]

Account assignment locked (AALK)

Set block

��Planning [Seite 977]

Planning locked (PLLK)

Page 967: SAP Real Estate

SAP AG Real Estate Management

Overview Table: System Status Management Contract-Settable Directly in Master Data Dialog

April 2001 967

Overview Table: System Status Management Contract-Settable Directly in Master Data DialogInitial status:

Created (CRTE)

Account assignment block (AALK)Object Type: Management Contract

Transactions you set via Edit � Functions orcancel via Edit � Reset functions

Transaction activates/deactivatessystem status

Release [Seite 970] Released (REL)

Set block

��Master data [Seite 974]

Master data locked (MDLK)

Set block

� Account assignment [Seite 976]

Account assignment locked (AALK)

Page 968: SAP Real Estate

Real Estate Management SAP AG

Overview Table: System Status Cost Collector and SU

968 April 2001

Overview Table: System Status Cost Collector and SUSystem status cost collector and settlement unit - Directly settable in master data dialog

Initial status:

New

Object Type: Cost Collector Settlement Unit

Transactions you activate via functions Transaction activates/deactivatessystem status

Generate all/generate individually [Seite 970] Released (REL)

Block [Seite 976](Reset block)

Account assignment locked (AALK)

Page 969: SAP Real Estate

SAP AG Real Estate Management

Overview Table of General Contract System Status

April 2001 969

Overview Table of General Contract System StatusInitial status:

� Created (CRTE)

� Account assignment locked (AALK)

Object Type: Lease-Out

Activities you set via Edit � Functions or reset viaEdit � Reset functions

Activity activates/deactivatessystem status

Release [Seite 970] Released (REL)

Set deletion flag [Seite 972] Deletion flag activated (DLFL)

Set block

��Master data [Seite 974]

Master data locked (MDLK)

Set block

� Account assignment [Seite 976]

Account assignment locked (AALK)

Page 970: SAP Real Estate

Real Estate Management SAP AG

System Status: Released

970 April 2001

System Status: ReleasedTo be able to assign to an account assignment object, the system status Released has to be set.

Special features for lease-out (LO)/management contract (MC)If you activate a LO or MC, the system status Released is set automatically.

But:If you set the system status Released on a LO/MC that has not been activated, theLO/MC is not automatically activated, that means you can already collect costs butthe LO/MC does not participate in the debit position.

Page 971: SAP Real Estate

SAP AG Real Estate Management

System Status: Commercial Provisional Lease-out

April 2001 971

System Status: Commercial Provisional Lease-outTo create a provisional lease-out for renting out commercially used real estate objects still underconstruction, the system status Comm. provisional agrmnt has to be set.

You use provisional lease-outs for input tax processing of objects under construction.

Page 972: SAP Real Estate

Real Estate Management SAP AG

System Status: Deletion Flag Activated

972 April 2001

System Status: Deletion Flag ActivatedIf the system status Deletion flag activated is set, all business transactions are blocked. Theobject has been marked for deletion.

You use this system status to:

� Exclude account assignment objects that are no longer processed (for example, sold realestate) from further processing and prepare it for archiving

� Block possibly incorrectly created account assignment objects for further processing

To set deletion flags, you have to take the following requirements into account:

General requirementAll possibly existing hierarchically subordinate objects also have to be marked for deletion.

Requirement for active lease-out1. The lease-out must have expired.

2. Rental collateral has been paid back.

Page 973: SAP Real Estate

SAP AG Real Estate Management

Transaction: Setting Generic Master Data Block

April 2001 973

Transaction: Setting Generic Master Data BlockIf you carry out this transaction, you block all subordinate master data;, that means changes areno longer possible.

Overview generic master data block

Block is inherited(X) to

Block set atlevel

BE PR BU RU LO

Business entity X X X X X

Property X X X

Building X X X

Rental unit X X

Page 974: SAP Real Estate

Real Estate Management SAP AG

System Status: Master Data Locked

974 April 2001

System Status: Master Data LockedThe system status Master data locked does not allow any changes within the master datamaintenance anymore. The status is effective only for the account assignment object from whichit was set.

Page 975: SAP Real Estate

SAP AG Real Estate Management

Transaction: Setting Generic Acct Assignment Block

April 2001 975

Transaction: Setting Generic Acct Assignment BlockIf you carry out this transaction, you block all subordinate objects for account assignment.

Overview generic account assignment

Block is inherited(X) to

Block setat level

BE PR BU RU LO

Business entity X X X X X

Property X X X

Building X X X

Rental unit X X

Page 976: SAP Real Estate

Real Estate Management SAP AG

System Status: Account Assignment Locked

976 April 2001

System Status: Account Assignment LockedThe system status Account assignment locked does not allow an account assignment to anaccount assignment object anymore. The status is effective only for the account assignmentobject, from which it was set.

When you create a lease-out and a management contract, this status is set as initial status.

Page 977: SAP Real Estate

SAP AG Real Estate Management

System Status: Planning Locked

April 2001 977

System Status: Planning LockedThe system status Planning locked does not allow any real estate-specific planning steps withControlling for an account assignment object. The status is effective only for the accountassignment object from which it was set.

Page 978: SAP Real Estate

Real Estate Management SAP AG

Creating a User Status

978 April 2001

Creating a User StatusYou create user statues within Real Estate Customizing.

For detailed instructions, see the Implementation Guide.

Page 979: SAP Real Estate

SAP AG Real Estate Management

Setting/Resetting a User Status

April 2001 979

Setting/Resetting a User Status The procedure is the same for the account assignment objects business entity,property, building, rental unit, lease-out, and management contract.

The requirement here is that you are in the edit mode (Create/Change) of theaccount assignment objects.

1. To set a user status, choose Extras � Status.

2. Choose Edit�� Set user status....

Use Edit � Delete user status to reset such a user status.

3. In the dialog box User Statuses Allowed, select the required user status and then chooseSelect.

The group box User status displays the active user statuses.

Page 980: SAP Real Estate

Real Estate Management SAP AG

Displaying Statuses

980 April 2001

Displaying Statuses The procedure is the same for the account assignment objects business entity,property, building, rental unit, lease-out, and management contract.The requirement here is that you are in the edit mode (Create/Change/Display) of theaccount assignment objects.

From the general R/3 Real Estate menu, choose Tools � Info actvit./status to printout a list of all statuses with further information.

You can call up the following additional information on the system or user status:

– Displaying Business Transactions [Seite 981]

– Displaying General Overview of Status [Seite 982]

– Displaying/Changing Status [Seite 984]

– Displaying Overview of Individual System/User Status [Seite 983]

– Displaying Change Documents for the Status [Seite 985]

Page 981: SAP Real Estate

SAP AG Real Estate Management

Displaying Business Transactions

April 2001 981

Displaying Business Transactions This function displays all allowed or disallowed business transactions in accordancewith the set system and user status.

To display the allowed or disallowed transactions, proceed as follows:

1. When editing (Create/Change/Display) the account assignment objects, choose Extras� Status.

2. Choose the Bus.transactions function.

A list of all allowed or disallowed transactions appears.

3. To find out which status allows or disallows a transaction, position the cursor on therequired transaction and choose the Transact. analysis function.

After having received the error message Transaction is not allowed, use this functionto find out the reason.

Page 982: SAP Real Estate

Real Estate Management SAP AG

Displaying General Overview of Status

982 April 2001

Displaying General Overview of Status This function displays all active as well as inactive system/user status at accountassignment object level. In addition, you receive a help text and a special overviewfor the individual statuses.

To display the overview, proceed as follows:

1. When editing (Create/Change/Display) the account assignment objects, choose Extras� Status.

2. Choose the Overview function.

A dialog box appears with all active and inactive statuses at account assignment objectlevel.

3. If you want to display a help text with further explanations for a status, position the cursoron the required status and choose the Long text function.

To receive detailed information on the chosen status, double-click on the term Where-used list (in case of a system status) or Overview status profile (in case of a user status)highlighted in color.

To return to the general overview, choose Back and then press ENTER.

4. To close the dialog box of the general overview, choose Continue or press ENTER.

Page 983: SAP Real Estate

SAP AG Real Estate Management

Displaying Overview of Individual System/User Status

April 2001 983

Displaying Overview of Individual System/User Status This function displays a help text and a special overview for each status at the levelof the respective account assignment objects.

To display the overview, proceed as follows:

1. When editing (Create/Change/Display) the account assignment objects, choose Extras� Status.

2. To display the help text, position the cursor on the required status and choose the Longtext function

To receive the detailed information on the chosen status, double-click on the termWhere-used list highlighted in red (in case of a system status) or Overview status profile(in case of a user status).

3. To return to the user screen, choose Goto � Back and then press ENTER.

Page 984: SAP Real Estate

Real Estate Management SAP AG

Displaying/Changing Status

984 April 2001

Displaying/Changing Status The status profile defined in Real Estate Customizing defines the quantity of the userstatuses that can be used. By means of this function, you can choose a statusprofile defined for an account assignment object.

To edit the status profile of the respective account assignment object, proceed as follows:

1. When editing (Create/Change/Display) the account assignment objects, choose Extras �Status.

2. Choose the Status object function.

A dialog box displays the status profile currently assigned to the account assignmentobject.

If you have defined several status profiles for an account assignment object, you cannow assign another profile using the Profile function.

Requirement:

This is only possible if no user status (not even an inactive one) is displayed in theObject overview [Seite 982].

3. To exit the dialog box, choose Continue or press ENTER.

Page 985: SAP Real Estate

SAP AG Real Estate Management

Displaying Change Documents for the Status

April 2001 985

Displaying Change Documents for the Status By means of this function, you check:

– Who (user)

– Sets/Resets a status

– With which transaction

– And When

1. When editing (Create/Change/Display) the account assignment objects Extras � Status

2. There are two options to display the history of the statuses:

Action Choose

Display history for status The required status and then Environment � Changedocuments � For status.

To print the history, choose Change documents � Print.

Use Back to return to the initial screen.

Display history of all statuses Environment � Change documents � All.

You receive an overview list of all statuses(active/inactive) of an account assignment object forfurther processing [Seite 986].

Page 986: SAP Real Estate

Real Estate Management SAP AG

Status Management: Change Documents for all Statuses

986 April 2001

Status Management: Change Documents for all StatusesIf Then

You want to display the change documentfor an individual status

Double-click on the required status.

You want to display the change documentfor all statuses

Choose the All changes function.

You want to display details on the changedocuments

Choose the History function.

In the group box Status changes, you receivea list of the statuses changed by the userwhen you double-click on the required entry.

Page 987: SAP Real Estate

SAP AG Real Estate Management

Status Management: Change Documents for all Statuses

April 2001 987

Status Management in R/3 Real Estate Overview Activities/StatusSystem statusBy means of this function, you receive an overview of all business transactions for R/3 RealEstate, that are allowed or forbidden by the system status. This applies to the accountassignment objects:

� Business entity

� Property

� Building

� Rental unit

� Lease-out

� Management contract

� Settlement unit

OverviewThe overview provides the following information for each object:

� System status for the selected object

� System status set by the activity

� System status that influences the activity

� User status that influences the activity

� System status deleted by the activity

� Object types allowing the activity

Page 988: SAP Real Estate

Real Estate Management SAP AG

Conversion to the Euro

988 April 2001

Conversion to the EuroPurposeFor the conversion to the euro, all condition amounts where the currency participates in the euroare converted. To do so, the system uses the fixed exchange rate for the conversion package.After the conversion, all condition amounts only exist in euro. The following activities or objectsare directly or indirectly affected:

� Conditions and debit position for lease-outs, rental unit, management contracts

� Data on input tax treatment

� Service charge settlement

� Reporting

� Correspondence

� Customizing

The conversion of currency amounts in the land register is not planned since thesystem entries and the official entries of the land registries have to be comparable.

Process Flow1. Preparation phase before 01/01/1999� If, during the dual currency phase, conversion to another currency (for instance euro) is

required, then you have to adjust the correspondence forms yourself.

You should be aware that the amounts in the other currency cannot be determined fromdatabase tables but have to be calculated. This may result in rounding differencesbetween currency amounts in previous correspondence containing the same values.

After conversion of the local currency into euro, standard letters will be available toinform the tenant of the rent amount in euro.

� Reporting is set in such a way as to allow you to display reports in two currencies.

In this case, you have to adjust any reports that you have created yourself.

Be aware that the reports access converted data. This means that reports in the “old”currency are created after the conversion by converting the euro values.Consequently, there may be deviations between the values in reports convertedback to the “old” currency and those of archived reports (reports created andarchived before the changeover to the euro) on account of rounding differences.

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Conversion to the Euro

April 2001 989

2. Activities per 01/01/1999Dual currency phase before local currency changeoverYou may perform the following activities with the euro in RE during the dual currency phase:

� Post incoming payments in euro transaction currency or in local currency

� Switch between euro transaction currency and local currency for RE posting logs

� Display the analyses of RE reporting in euro transaction currency or in local currency

� Convert the current local currency at any particular time to another currency maintained inR/3, for instance the euro, for the correspondence function

Thus you may create printouts in which you list the original amounts and the convertedamounts parallel to each other or separately in the correspondence.

These enhancements apply to the complete standard correspondence.

The converted amounts are not saved but are temporarily used for printingcorrespondence.

After the local currency changeover to euro, there may be minimal deviationsbetween the amounts calculated before the conversion and the euro amounts usedin the correspondence on account of rounding differences.

Local currency changeover (=conversion to the euro)The actual conversion to the euro will be carried out centrally for all SAP components.

After conversion, the euro will be used as the local currency.

All subsequent processes will be carried out in euro.

The euro changeover procedure for RE and other SAP components is centrally documented inEuropean Monetary Union: Euro (CA-EUR) [Extern].

Page 990: SAP Real Estate

Real Estate Management SAP AG

After Euro Conversion: Notes on Subsequent Processes

990 April 2001

After Euro Conversion: Notes on Subsequent ProcessesCorrespondenceLease-out conditionsThe correspondence program and the corresponding letter forms are provided to notify theconverted condition amounts. Use the program to inform tenants of the new conditions of theirlease-outs. The euro amounts are printed from the current (converted) lease-out conditions whilethe conditions valid prior to conversion are displayed in “old” currency.

The “old” currencies are not reconverted values but the original values prior to conversion.

Any benchmark figures to be displayed, such as the results of the service charge settlement forthe previous period or the rent prior to the rent adjustment, were also converted into euro duringthe changeover and may be used for comparison purposes without further conversion.

(Program: RFVIEU01, for further information refer to the report documentation).

Correspondence enhancementThe following adjustments have been made to the correspondence report:

� Amounts can be converted to the old local currency at the exchange rate valid on the dayof the euro conversion.

� The current local currency can be converted at any particular time to another currencymaintained in R/3, for instance the euro.

The converted amounts are not saved but are temporarily used for printingcorrespondence.

Lease-out/management contractResult of conversionThe documents created by previous debit positions have been converted by the financialaccounting program. The original posting amount remains in the “old” local currency as thetransaction currency while the amount in the company code currency is converted to euro.

Postings for debit positions carried out at the time of the changeover use the euro as transactioncurrency.

Subsequent processesYou may reverse debit positions or make retroactive changes to conditions. Here you should beaware of the following effects:

� If you reverse a debit position, the following actions are carried out:

The accounting document from financial accounting is reversed.

The related actual items in the cash flow of the lease-out are reset to status P (plan).This only applies to the actual items on which the original debit position were based.

Any follow-up posting records for rounding differences created as a result of currencytranslation differences maintain their “actual” status. This ensures that no other local

Page 991: SAP Real Estate

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After Euro Conversion: Notes on Subsequent Processes

April 2001 991

currency amounts other than those before the changeover appear in the debit positiondocuments for follow-up postings without any real condition changes.

� If you change the conditions retroactively, follow-up posting records are created. Theseconditions are based on the new lease-out conditions in euro, and for the next debit positionthe new documents will be posted in the euro transaction currency.

� The adjustment history of the lease-out, required for taking account of rent caps for rentadjustments, was also converted to the euro. This ensures that any rent caps are consideredduring subsequent rent adjustments after the conversion to euro.

Incoming paymentsIncoming payments processes payments in “old” currencies like incoming payments of foreigncurrencies after the changeover. This ensures the clearing of “old” amounts, i.e. those postedbefore the changeover (transaction currency = “old” currency, company code currency = euro) aswell as “new” documents, i.e. those posted after the changeover (transaction currency =company code currency = euro). Minor difference on account of roundings are tolerated.

Service charge settlementYou may still reverse the service charge settlement after the changeover to the euro. All theaccounting documents created by the settlement are reversed. Note that you cannot carry outfurther settlements in the “old” currency but only in euro.

The settlement results can be compared with the results of the settlements from the previoussettlement period since the historical settlements were also converted to the euro. A comparisonof the “old” currency is only possible by retroactive accounting in the correspondence program(change the forms).

Input tax treatmentDuring euro conversion, the tables containing information on the breakdown of the tax amountsinto deductible and non-deductible portions were also converted. The conversion of the relateddocuments in financial accounting is carried out with the conversion programs of financialaccounting. The following situation may occur on account of the rounding differences:

A document with several items was assigned to account of several real estate objects. The taxamount appearing in the document is posted in one line (per tax code). From the RE viewpoint,however, the tax amount has to be split between the objects and the amounts resulting from thesplit divided into deductible and non-deductible shares.

Several entries are created in the input tax tables, whereas the original FI document onlycontains one input tax amount.

Before the conversion the sum of all entries in the input tax tables belonging to one originaldocument is equal to the tax amount in the FI document.

This need not be the case after the conversion.

The situation for the breakdown postings is different:

The documents posted by the input tax distribution display the same level of detail andconsequently the same amounts as the input tax tables. No difference is made here between thebreakdown amounts in the input tax tables and the amounts in the FI documents.

The following processes are affected as follows:

� Reversal of original document

Page 992: SAP Real Estate

Real Estate Management SAP AG

After Euro Conversion: Notes on Subsequent Processes

992 April 2001

After implementing the input tax distribution, the original document can only be reversedafter the related breakdown document has been reversed, as is the case before the euroconversion. Both of these reversal activities result in the setting of reversal indicators forthe corresponding entries in the input tax tables. Conflicts arising from currency amountsthat do not correspond are ruled out as a result of the linking of documents for checkingpurposes and the entries in the tax tables via the document numbers.

� Input tax distribution reversal

As explained in point a), you may carry out reversals after conversion.

� Effects on the service charge settlement

The rounding problem described above has no bearing on the service charge settlementsince adjustment postings for input tax are carried out in any case according to the actualcosts distribution between commercial and non-commercial tenants.

Page 993: SAP Real Estate

SAP AG Real Estate Management

RE Real Estate Management Archiving

April 2001 993

RE Real Estate Management ArchivingArchiving objects: OverviewThere are the following Archiving objects [Extern] in RE.

Archiving objects (ArchObjekt) Master data (RE-BD)

ArchObjekt Description

Withpreparatory program

Can bearchived

Can bedeleted

With post-processing

Can beretrieved

RE_BUSN_EN

Businessentity

x x x

RE_PROPRTY

Property x x x

RE_BUILDING

Buildings x x x

RE_RNTL_UN

Rental unit x x x

Archiving objects (ArchObjekt) Rental (RE-RT)

ArchObjekt Description Withpreparatory program

Can bearchived

Can bedeleted

With post-processin

g

Can beretrieved

RE_REQUEST

Application x x

RE_OFFER Offer x x

RE_FLOW_DT

Movementslease-out

x x x

RE_RNTL_AG

Lease-out x x x

RE_STLM_UN

Settlementunit

x x x

Archiving objects (ArchObjekt) Third-Party management (RE-TP)

ArchObjekt Description Withpreparatory program

Can bearchived

Can bedeleted

With post-processin

g

Can beretrieved

RE_MGT_CNT

Management contract

x x x

Page 994: SAP Real Estate

Real Estate Management SAP AG

RE Real Estate Management Archiving

994 April 2001

Page 995: SAP Real Estate

SAP AG Real Estate Management

Authorizations for Archiving Objects (RE)

April 2001 995

Authorizations for Archiving Objects (RE)

Use the User Authorization Checks [Extern] for the authorization objects:

� RE_BUILDING

� RE_PROPERTY

� RE_REQUEST

� RE_REQUEST

� RE_STML_UN

� RE_MGT_CNT

� RE_BUSN_UN

Page 996: SAP Real Estate

Real Estate Management SAP AG

Archiving Master Data (RE-BD)

996 April 2001

Archiving Master Data (RE-BD)UseThis function is for archiving the master data component:

� Business entity

� Property

� Building

� Rental unit

Page 997: SAP Real Estate

SAP AG Real Estate Management

Archiving Business Entities (RE-BD-BE)

April 2001 997

Archiving Business Entities (RE-BD-BE)DefinitionThe archiving object RE_BUSN_EN comprises of all data (database tables) due for the archivingof one or several business entities.

StructureThe archiving object RE_BUSN_EN comprises of the following tables:

RE_BUSN_EN Data base tables

Table Description

VIOB01 Business entity

VIOB24 Rental units per usage type

VIOB07 Option rates for the business entity

SANO1 Address assignment

SANS1 Address

VZSORT User-defined fields

VIZNRN Assignment of key fields

VZGPO Assignment of partners

VIEIGE Owner

VIOB38 PS assignments

VIOB39 PM assignments

VIOBOV Third-party objects

VZBAVF BAV data - fixed

VZBAVV BAV data - variable

All table contents are archived and deletedException: SANSI (address) tables where contents are only archived and not deleted.

In addition there are the following archiving classes that include several tables:

RE_BUSN_EN Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL SAPScript memos

CHANGEDOCU CDCLS / CDHDR Change documents

STATUS JCDO / JCDS / JEST / JSTO Status management

K_TOTAL CO tables Superordinate CO data for theBE

Page 998: SAP Real Estate

Real Estate Management SAP AG

Archiving Business Entities (RE-BD-BE)

998 April 2001

Integration� Owner settlements cannot be carried out on archived business entities. This problem is

also not important for our purposes since archiving is not applied to periods of time whichhave not fully elapsed.

� Settlement units that do not have a business entity to which they are assigned do nothave a reference object. Therefore, they must also be archived. For the reasons listedbelow, one single archive object is available for this process:

� Settlement units that are no longer valid and settlement units that have been settledcan be archived

� Settlement units valid for all business entities can be archived

Page 999: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-BD-BE)

April 2001 999

Checks (RE-BD-BE)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_BUSN_EN

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant business entities?

Deletion indicators can only be set forbusiness entities (BE) with the DLFL status

You must set the deletion flag manuallyfor each business entity using Edit ®Functions ® Set deletion flagThe SOBJ status is not allowed to be active:properties, buildings and rental units of thebusiness entity must have the status DLFL

Are the following objects in the relevant businessentity archived?

- Property

- Building

- Rental units

- Settlement units

Prerequisite for the archiving of businessentities

Have all assigned third-party objects in therelevant business entity the system status DLFLor DLIN or are these objects already archived?

Prerequisite for the archiving of businessentities

Third-party objects could be:

- PSP element

- Functional location

- Orders (CO/PM)

- Asset (with superordinate number =number of the business entity)

Is the object balance of the relevant businessentity = 0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the business entity shouldhave an object balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0 (see Variant setting for thepreparation program)

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Checks (RE-BD-BE)

1000 April 2001

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Is the business entity assigned to amanagement contract or a BAV premiumreserve fund list?

A warning is issued but archiving anddeleting are still possible

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the business entities?

The deletion indicator is the prerequisite fordeleting business entities that are archived

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Business entities with the deletion indicatorcan only be archived and deleted once theresidence 2 time has elapsed (Customizingsetting)

Has the object been assigned a managementcontract?

The object cannot be archived as long asthe relevant management contract is beingprocessed

If the contract is being processed, the objectis not archived (it is kept in the log); it will bearchived in the next archiving run

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SAP AG Real Estate Management

Archiving Obj.-Spec. Cust. (RE-BD-BE)

April 2001 1001

Archiving Obj.-Spec. Cust. (RE-BD-BE)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_BUSN_EN.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving (set DLFL/DLIN).The residence time is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that can elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1002: SAP Real Estate

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Archiving Obj.-Spec. Cust. (RE-BD-BE)

1002 April 2001

Page 1003: SAP Real Estate

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Maintaining Archiving Obj.-Spec. Customizing (RE-BD-BE)

April 2001 1003

Maintaining Archiving Obj.-Spec. Customizing (RE-BD-BE)1. Accounting � Real estate management ��Tools � Archiving � Master data � Business

entities� Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1004: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-BD-BE)

1004 April 2001

Variant Setting for Prep. Program (RE-BD-BE)UseThis function sets the necessary deletion indicator for the archiving of the selected businessentities.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features).

Business entity settlements

� The system status deletion flag (DLFL) must be set (manual processing) on the businessentity

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of an object balance that is equalto 0. This is based on the economic process Archiving for balance not 0 that ininitially assigned.

To avoid this, proceed as follows:

� Define an application status in Real Estate Customizing. This applicationstatus must be assigned to the process Archiving for balance not 0 (thisprocess is also delivered as standard - path in the Real Estate Customizing):R/3 Real Estate � Master data � Object attributes..... � Application statusand permitted processes)

� Assign each business entity this user-defined application status

FeaturesThe preparatory program automatically sets the deletion indicator for selected business entitiesand lists details of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for rental units not fulfilling thecheck criteria (see Requirements and Checks RE_BUSN_EN (RE-BD-BE) [Seite 999])

You can simulate the preparatory program; all business entities for which the deletion indicator isplanned are logged and can then be checked.

Page 1005: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-BD-BE)

April 2001 1005

Prep. Program - Maintaining Variants (RE-BD-BE)PrerequisitesBusiness entities that should be assigned a deletion indicator must meet the conditions set inCheck criteria [Seite 999].

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Tools � Archiving � Master data � Business entity � Set deletion indicator. Youbranch to the Preparation screen in which the background job for the preparatoryprogram can be planned.

2. You enter a variant, select Maintain variants to select the business entities on which thedeletion indicators are to be activated.

You can only use a variant in one job for the archiving. As soon as a variant hasbeen used for one job and even once the run has ended successfully, this variantcannot be used in any other job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory programis to be performed as a background job by the system

Spool parameters Define your print parameter. A result log is automaticallyprinted after the archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the business entities selected are

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

Page 1006: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-BD-BE)

1006 April 2001

Page 1007: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-BD-BE)

April 2001 1007

Archiving Variant Setting (RE-BD-BE)UseA variant setting for the archiving run (RE_BUSN_EN) determines:

� What business entities are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only handles business entities that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features).

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features).

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_BUSN_EN):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_BUSN_EN(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedbusiness entitiesare archived butnot deleted

The deletionprogram can bestarted using theSARAtransaction

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected

business entitiesare archived anddeleted

Page 1008: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-BD-BE)

1008 April 2001

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

� Via the preparatory program, the deletion indicators are set. During this, the system checksthe residence time 1 parameter.

� In the archiving run, the items with deletion indicators are archived and deleted. During this,the system checks the residence time 2 parameter.

Page 1009: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Master Data Variants

April 2001 1009

Archiving - Maintaining Master Data VariantsPrerequisitesObjects to be archived must meet the following conditions.

Object Condition Check

Business entity (BE) Checks (IS-RE-BD-BE) [Seite 999]

Property (PR) Checks (IS-RE-BD-PR) [Seite 1044]

Building (BU) Checks (IS-RE-BD-BU) [Seite 1028]

Rental unit (RU) Checks (IS-RE-BD-RU) [Seite 1044]

Procedure1. Choose Accounting � Real estate management ��Tools � Archiving � Master data

2. Choose the master data object (BE, PR, BU, RU) you want to archive

3. Choose Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

The system issues a message if the object has been archived and archive files fromthis archiving run have not yet been processed by the deletion program. If such filesexist, make sure that the new scheduled job does not select the data from thesearchive files.

4. Enter a variant and to select the objects for archiving choose Maintain

If the option Start autom. is set for the deletion program in the Customizing forarchive objects and a production variant is selected, the deletion program also startswith its production variant. Deletions are made after the archiving run

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

5. Enter your settings and choose Back

The initial screen appears.

6. You must make two additional settings in this screen:

Function Description

Starttermin Define when or in which time intervals the system performs thearchiving run as a background job

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

7. Choose Execute

Page 1010: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Master Data Variants

1010 April 2001

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the objects selected are:

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

Page 1011: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1011

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1012: SAP Real Estate

Real Estate Management SAP AG

Archiving Properties (RE-BD-PR)

1012 April 2001

Archiving Properties (RE-BD-PR)DefinitionThe archiving object RE_PROPRTY comprises of all data (database tables) due for the archivingof one or several buildings.

StructureThe archiving object RE_PROPRTY comprises of the following tables:

RE_PROPRTY: Data base tables

Table Description

VIOB02 Master data property

VIOB24 Rental units per usage type

VIOB06 Option rates for the property

VIOB27 Property/building relationship

SANO1 Address assignment

SANS1 Address

VZSORT User-defined fields

VIZNRN Assignment of key fields

VZGPO Assignment of partners

VIEIGE Owner

VIOB37 Assignments (FI-AA)

VIOB38 PS assignments

VIOB39 PM assignments

VIOB40 Areas

VIOB41 Areas (historical records)

VIOBOV Third-party objects

VIGBUCH Land register

All table contents are archived and deletedException: SANSI (address) tables and VIGBUCH (land register) where contents are onlyarchived and not deleted.

In addition there are the following archiving classes that include several tables:

RE_PROPRTY: Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL Memo for property

Page 1013: SAP Real Estate

SAP AG Real Estate Management

Archiving Properties (RE-BD-PR)

April 2001 1013

CHANGEDOCU CDCLS / CDHDR Change documents

STATUS JCDO / JCDS / JEST / JSTO Property status

K_TOTAL CO tables Superordinate CO data for theproperty

Integration� Owner settlements cannot be carried out on archived properties. This problem is also not

important for our purposes since archiving is not applied to periods of time which have notfully elapsed

� Management contracts have to deal with archived objects in a special manner. In additionto this, the JARCHIVE flag is set in the assignment table VIVW05

Page 1014: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-BD-PR)

1014 April 2001

Checks (RE-BD-PR)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_PROPRTY

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant properties?

Deletion indicators can only be set forbuildings with the DLFL status

You must set the deletion flagmanually for each propertyusing Edit � Functions �Set deletion flag

The SOBJ status is not allowedto be active: assigned rentalunits must have the status DLFL

Are all rental units in the relevant propertiesarchived?

Prerequisite for the archiving of properties

Have all assigned third-party objects in therelevant property the system status DLFL orDLIN or are these objects already archived?

Prerequisite for the archiving of properties

Third-party objects could be:

- PSP element

- Functional location

- Orders (CO/PM)

- Asset

Is the object balance of the relevant building =0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the building should havean object balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Has the property been assigned amanagement contract?

A warning is issued but archiving anddeleting are still possible

Page 1015: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-BD-PR)

April 2001 1015

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the selected properties?

The deletion indicator is the prerequisite fordeleting properties that are archived.

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Properties with the deletion indicator canonly be archived and deleted once theresidence 2 time has elapsed (Customizingsetting).

Has the object been assigned a managementcontract?

The object cannot be archived as long asthe relevant management contract is beingprocessed

If the contract is being processed, the objectis not archived (it is kept in the log); it will bearchived in the next archiving run

Page 1016: SAP Real Estate

Real Estate Management SAP AG

Object-Specific Customizing (RE-BD-PR)

1016 April 2001

Object-Specific Customizing (RE-BD-PR)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_PROPRTY.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving.

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving (set DLFL/DLIN).The residence time is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that can elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1017: SAP Real Estate

SAP AG Real Estate Management

Maintaining Archiving Object-Specific Customizing (RE-BD-PR)

April 2001 1017

Maintaining Archiving Object-Specific Customizing (RE-BD-PR)1. Accounting � Real estate management ��Tools � Archiving � Master data �

Properties� Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1018: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-BD-PR)

1018 April 2001

Variant Setting for Prep. Program (RE-BD-PR)UseThis function sets the necessary deletion indicator for the archiving of the selected properties.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features).

Settings for properties

� The system status deletion flag (DLFL) must be set (manual processing) on the property

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of an object balance that is equalto 0. This is based on the economic process Archiving for balance not 0 that isinitially assigned.

To avoid this, proceed as follows:

- Define an application status in Real Estate Customizing. This applicationstatus must be assigned to the process Archiving for balance not 0 (thisprocess is also delivered as standard - path in the Real Estate Customizing):R/3 Real Estate � Master data � Object attributes..... � Applicationstatus and permitted processes).

- Assign each property this user-defined application status

FeaturesThe preparatory program sets automatically the deletion indicator for selected property and listsdetails of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for properties not fulfilling thecheck criteria (see Requirements and Checks RE_BUILDING (RE-BD-BU) [Seite 1028])

You can simulate the preparatory program; all properties for which the deletion indicator isplanned are logged and can then be checked.

Page 1019: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-BD-PR)

April 2001 1019

Prep. Program - Maintaining Variants (RE-BD-PR)PrerequisitesProperties that should be assigned a deletion indicator must meet the conditions set in Checkcriteria [Seite 1014].

Procedure1. Starting from the general menu, choose Accounting � Real estate management �

Tools � Archiving � Master data � Properties � Set deletion indicator. You branch tothe screen for variant maintenance in which the background job for the preparatoryprogram can be planned.

2. You enter a variant, select Maintain variants to select the property on which the deletionindicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is tobe performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printed afterthe archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the properties selected are

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

Page 1020: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-BD-PR)

1020 April 2001

Page 1021: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-BD-PR)

April 2001 1021

Archiving Variant Setting (RE-BD-PR)UseA variant setting for the archiving run (RE_PROPRTY) determines:

� Which properties are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only processes properties that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features)..

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features)..

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way using the variant setting for the archiving object (RE_PROPRTY):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_PROPRTY(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedproperties arearchived but notdeleted

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected

properties arearchived anddeleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1022: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-BD-PR)

1022 April 2001

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Page 1023: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-BD-PR)

April 2001 1023

Archiving - Maintaining Variants (RE-BD-PR)PrerequisitesProperties that have to be archived must meet the conditions set in Checks RE_PROPRTY (RE-BD-PR) [Seite 1014] .

Procedure1. Choose Accounting � Real estate management ��Tools � Archiving � Master data

� Property� Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

3. You enter a variant, select Maintain Variant to select the properties for archiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant. Deletions are made after the archiving run (refer to the

example in Variant settings: Archiving RE_PROPRTY (RE-BD-PR) [Seite 1021])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

4. Enter your settings and choose Back.

The initial screen appears.

5. You must make two additional settings in this screen:

Function Description

Starttermin Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

6. Choose Execute

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the properties selected are

Page 1024: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-BD-PR)

1024 April 2001

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

Page 1025: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1025

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1026: SAP Real Estate

Real Estate Management SAP AG

Archiving Buildings (RE-BD-RU)

1026 April 2001

Archiving Buildings (RE-BD-RU)DefinitionThe archiving object RE_BUILDING comprises of all data (database tables) due for the archivingof one or several buildings.

StructureThe archiving object RE_BUILDING comprises of the following tables:

RE_BUILDING: Data base tables

Table Description

VIOB03 Master data buildingVIOB04 Fixture and fittings characteristicsVIOB20 Fixtures and fittingsVIOB05 Option rates for the buildingVIOB22 RoomsVIOB11 Assignment of room to rental unitVIOB21 Room fixture and fitting objectVIOB23 Areas per roomVIOB27 Property/building relationshipVIOB24 Rental units per usage typeSANO1 Address assignmentSANS1 AddressVZSORT User-defined fieldsVIZNRN Assignment of key fieldsVZGPO Assignment of partnersVIEIGE OwnerVIOB37 Assignments (FI-AA)VIOB38 PS assignmentsVIOB39 PM assignmentsVIOB40 AreasVIOB41 Areas (historical records)VIOBOV Third-party objects

All table contents are archived and deletedException: SANSI (address) tables where contents are only archived and not deleted.

In addition there are the following archiving classes that include several tables:

RE_BUILDING: Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL Memos for the buildingCHANGEDOCU CDCLS / CDHDR Change documentsSTATUS JCDO / JCDS / JEST / JSTO Building statusK_TOTAL CO tables Superordinate CO data for the buildings

Page 1027: SAP Real Estate

SAP AG Real Estate Management

Archiving Buildings (RE-BD-RU)

April 2001 1027

Integration� Owner settlements cannot be carried out on archived properties. This problem is also not

important for our purposes since archiving is not applied to periods of time which have notfully elapsed.

Page 1028: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-BD-BU)

1028 April 2001

Checks (RE-BD-BU)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_BUILDING

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant buildings?

Deletion indicators can only be set forbuildings with the DLFL status

You must set the deletion flagmanually for each building usingEdit � Functions � Setdeletion flag

The SOBJ status is not allowedto be active: assigned rentalunits must have the status DLFL

The building hierarchy is nottaken into account; the DLFLstatus must be set for allsubordinate buildings

Are all subordinate buildings in the main buildingarchived?

Prerequisite for the archiving of mainbuildings with hierarchies

Page 1029: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-BD-BU)

April 2001 1029

Are all assigned meters deleted? Prerequisite for the archiving of buildings

An error message is issued for eachmeasuring point available

For 4.0C, the meters from thePM cannot (yet) be activated.The correct procedure fordeleting is as follows:

a) Archiving of all measuring documentsfor a measuring point

During this the master dataof the measuring point andthe object number of theparent object(building/rental unit) isupdated

b) If no measuring documents areavailable the measuring point can bedeleted

Are all rental units in the relevant buildingarchived?

Prerequisite for the archiving of buildings

Have all assigned third-party objects in therelevant building the system status DLFL orDLIN or are these objects already archived?

Prerequisite for the archiving of buildings

Third-party objects could be:

- PSP element

- Functional location

- Orders (CO/PM)

- Asset

Is the object balance of the relevant building =0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the building should havean object balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0 (see Variant setting for thepreparation program)

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Has the building been assigned a managementcontract?

A warning is issued but archiving anddeleting are still possible

Page 1030: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-BD-BU)

1030 April 2001

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the selected buildings?

The deletion indicator is the prerequisite fordeleting buildings that are archived

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Buildings with the deletion indicator can onlybe archived and deleted once the residence2 time has elapsed (Customizing setting)

Has the object been assigned a managementcontract?

The object cannot be archived as long asthe relevant management contract is beingprocessed

If the contract is being processed, the objectis not archived (it is kept in the log); it will bearchived in the next archiving run

Page 1031: SAP Real Estate

SAP AG Real Estate Management

Archiving Obj.-Spec. Cust. (RE-BD-BU)

April 2001 1031

Archiving Obj.-Spec. Cust. (RE-BD-BU)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_BUILDING.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that must elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1032: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-BD-BU)

1032 April 2001

Page 1033: SAP Real Estate

SAP AG Real Estate Management

Archiving Object-Specific Customizing (RE-BD-BU)

April 2001 1033

Archiving Object-Specific Customizing (RE-BD-BU)1. Accounting � Real estate management ��Tools � Archiving � Master data � Buildings�

ArchiveYou branch to the Generate archive files screen.

2. Choose Customizing.You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1034: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-BD-BU)

1034 April 2001

Variant Setting for Prep. Program (RE-BD-BU)UseThis function sets the necessary deletion indicator for the archiving of the selected buildings.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features).

Settings for buildings

� The system status deletion flag (DLFL) must be set (manual processing)

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of an object balance that is equalto 0. This is based on the economic process Archiving for balance not 0 that isinitially assigned.

To avoid this, proceed as follows:

- Define an application status in Real Estate Customizing. This applicationstatus must be assigned to the process Archiving for balance not 0 (thisprocess is also delivered as standard - path in the Real Estate Customizing):R/3 Real Estate � Master data � Object attributes..... � Applicationstatus and permitted processes).

- Assign each building this user-defined application status.

FeaturesThe preparatory program sets automatically the deletion indicator for selected building and listsdetails of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for buildings not fulfilling thecheck criteria (see Requirements and Checks RE_BUILDING (RE-BD-BU) [Seite 1028])

You can simulate the preparatory program; all buildings for which the deletion indicator isplanned are logged and can then be checked.

Page 1035: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-BD-BU)

April 2001 1035

Prep. Program - Maintaining Variants (RE-BD-BU)PrerequisitesBuildings that should be assigned a deletion indicator must meet the conditions set in Checkcriteria [Seite 1028].

Procedure1. Choose Accounting � Real estate management � Tools � Archiving � Master data �

Building � Set deletion indicator. You branch to the Maintain variant screen in which thebackground job for the preparatory program can be planned.

2. You enter a variant, select Maintain variants to select the building on which the deletionindicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is tobe performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printed afterthe archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the buildings selected

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

Page 1036: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-BD-BU)

1036 April 2001

Page 1037: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-BD-BU)

April 2001 1037

Archiving Variant Setting (RE-BD-BU)UseA variant setting for the archiving run (RE_BUILDING) determines:

� Which buildings are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only processes buildings that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features)..

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features)..

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_BUILDING):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_BUILDING(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedbuildings arearchived but notdeleted

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected

buildings arearchived anddeleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1038: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-BD-BU)

1038 April 2001

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Page 1039: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-BD-BU)

April 2001 1039

Archiving - Maintaining Variants (RE-BD-BU)PrerequisitesBuildings that have to be archived must meet the conditions set in Checks RE_BUILDING (RE-BD-BU) [Seite 1028].

Procedure1. Accounting � Real estate management ��Tools � Archiving � Master data �

Building� Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a settlement unit, select Maintain Variant to select the management contractsfor archiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_BUILDING (RE-BD-BU)[Seite 1037])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

5. Choose Execute

Page 1040: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-BD-BU)

1040 April 2001

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the buildings selected

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

Page 1041: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1041

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1042: SAP Real Estate

Real Estate Management SAP AG

Archiving Rental Units (RE-BD-RU)

1042 April 2001

Archiving Rental Units (RE-BD-RU)DefinitionThe archiving object RE_RNTL_UN comprises of all data (database tables) due for the archivingof one or several rental units.

StructureThe archiving object RE_RNTL_UN comprises of the following tables:

RE_RNTL_UN: Data base tables

Table Description

VIMI01 Master data rental unit

VIMI02 Fixture and fittings characteristics

VIMI03 Occupancy history

VIMI08 Apportionment units

VIOB10 Room types

VIOB11 Assignment of room to rental unit

VIOB22 Rooms

VIOB40 Areas

VIOB41 Areas (historical records)

VIMI38 Cost center

VIKOKO Condition header

VZZKOPO Condition Items

VIBEPP Flows for the rental unit (cash flow)

VIZNRN Assignment of key fields

VZSORT User-defined fields

VZGPO Assignment of partners

VIEIGE Owner

VIOB38 PS assignments

VIOB39 PM assignments

VIOBOV Third-party objects

SANO1 Address assignment

SANS1 Address

Page 1043: SAP Real Estate

SAP AG Real Estate Management

Archiving Rental Units (RE-BD-RU)

April 2001 1043

All table contents are archived and deletedException: SANSI (address) tables and VIOB22 (rooms) where contents are only archived andnot deleted.

In addition there are the following archiving classes that include several tables:

RE_RNTL_UN: Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL Memos for the building

CHANGEDOCU CDCLS / CDHDR Change documents

STATUS JCDO / JCDS / JEST / JSTO Building status

K_TOTAL CO tables Superordinate CO data for the buildings

Integration� Service charge settlements that affect archived rental units cannot be reversed. Due to this

reason, the settlement units affected must have the indicator JLOESCH set to ‘X’ and allaccount assignment objects/cost collectors have the status DLFL

� Option rates cannot be calculated for the time periods during which rental units are archivedsince it is not (no longer) known if the rental unit is opted. For our purposes, this problem isnot important. However, if it does occur the option rate can be adjusted manually

� Owner settlement and debit position vacancy cannot be carried out on archived rentalunits. This problem is also not important for our purposes since archiving is not applied toperiods of time which have not fully elapsed

Page 1044: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-BD-RU)

1044 April 2001

Checks (RE-BD-RU)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_RNTL_UN

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant rental units?

Deletion indicators can only be set for rentalunits with the DLFL status

You must set the deletion flagmanually for each rental unitusing Edit ® Functions ® Setdeletion flag

The SOBJ status is not allowedto be active: assigned lease-outs must have the status DLFL

Are all lease-outs in the relevant propertiesarchived?

Only rental units that have archived lease-outs can be archived

Are all assigned meters deleted? Prerequisite for the archiving of rental units

For each measuring point available, an errormessage is issued

For 4.0C, the meters from thePM cannot (yet) be activated.The correct procedure fordeleting is as follows:

a) Archiving of all measuring documentsfor a measuring point

During this the master dataof the measuring point andthe object number of theparent object(building/rental unit) isupdated

b) If no measuring documents areavailable the measuring point can bedeleted

Have all assigned settlement units in the rentalunits concerned been assigned the systemstatus DLFL?

Prerequisite for the archiving of rental units

Page 1045: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-BD-RU)

April 2001 1045

Is the object balance of the relevant rental unit =0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the rental units shouldhave an object balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0 (see Variant setting for thepreparation program)

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Has the rental unit been assigned amanagement contract?

A warning is issued but archiving anddeleting are still possible

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the rental units?

The deletion indicator is the prerequisite fordeleting rental units that are archived.

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Rental units with the deletion indicator canonly be archived and deleted once theresidence 2 time has elapsed (Customizingsetting)

Has the object been assigned a managementcontract?

The object cannot be archived as long asthe relevant management contract is beingprocessed

If the contract is being processed, the objectis not archived (it is kept in the log); it will bearchived in the next archiving run

Page 1046: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-BD-RU)

1046 April 2001

Archiving Obj.-Spec. Cust. (RE-BD-RU)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_RNTL_UN.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that must elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1047: SAP Real Estate

SAP AG Real Estate Management

Maintaining Archiving Obj.-Spec. Customizing (RE-BD-RU)

April 2001 1047

Maintaining Archiving Obj.-Spec. Customizing (RE-BD-RU)1. Accounting � Real estate management ��Tools � Archiving � Master data � Rental

units� Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1048: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-BD-RU)

1048 April 2001

Variant Setting for Prep. Program (RE-BD-RU)UseThis function sets the necessary deletion indicator for the archiving of the selected rental units.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features)

Rental unit settings

� The system status deletion flag (DLFL) must be set (manual processing) on the rental unit

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of an object balance that is equalto 0. This is based on the economic process Archiving for balance not 0 that ininitially assigned.

To avoid this, proceed as follows:

� Define an application status in Real Estate Customizing. This applicationstatus must be assigned to the process Archiving for balance not 0 (thisprocess is also delivered as standard - path in the Real Estate Customizing):R/3 Real Estate � Master data � Object attributes..... � Application statusand permitted processes)

� Assign each rental unit this user-defined application status

FeaturesThe preparatory program automatically sets the deletion indicator for selected rental units andlists details of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for rental units not fulfilling thecheck criteria (see Requirements and Checks RE_RNTL_UN (RE-BD-RU) [Seite 1044])

You can simulate the preparatory program; all rental units for which the deletion indicator isplanned are logged and can then be checked.

Page 1049: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-BD-BU)

April 2001 1049

Prep. Program - Maintaining Variants (RE-BD-BU)PrerequisitesRental units that should be assigned a deletion indicator must meet the conditions set in Checkcriteria [Seite 1044].

Procedure1. Choose Accounting � Real estate management � Tools � Archiving � Master data

� Rental unit � Set deletion indicator. You branch to the Maintain variant screen inwhich the background job for the preparatory program can be planned.

2. You enter a settlement unit, select Maintain variants to select the settlement units onwhich the deletion indicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is tobe performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printed afterthe archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the rental units selected are

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

Page 1050: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-BD-BU)

1050 April 2001

Page 1051: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-BD-RU)

April 2001 1051

Archiving Variant Setting (RE-BD-RU)UseA variant setting for the archiving run (RE_RNTL_UN) determines:

� Which rental units are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only handles rental units that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features)..

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features)..

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_RNTL_UN):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_RNTL_UN(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selected rentalunits arearchived but notdeleted

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected rental

units arearchived anddeleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1052: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-BD-RU)

1052 April 2001

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Page 1053: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-BD-RU)

April 2001 1053

Archiving - Maintaining Variants (RE-BD-RU)PrerequisitesRental units that have to be archived must meet the conditions set in Checks RE_RNTL_UN(RE-BD-RU) [Seite 1044]

Procedure1. Choose Accounting � Real estate management ��Tools � Archiving � Master data

� Rental units� Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a rental unit, select Maintain Variant to select the management contracts forarchiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_RNTL_UN (RE-BD-RU) [Seite1051] )

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Function Description

Starttermin Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

5. Choose Execute

Page 1054: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-BD-RU)

1054 April 2001

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the rental units selected are

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

Page 1055: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1055

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1056: SAP Real Estate

Real Estate Management SAP AG

Archiving Rental (RE-RT)

1056 April 2001

Archiving Rental (RE-RT)UseThis function is used for archiving all data that is within the framework of the rental component:

� Applications

� Offers

� Flow data for the lease-out

� Lease-outs

Page 1057: SAP Real Estate

SAP AG Real Estate Management

Archiving Applications (RE-RT-AO)

April 2001 1057

Archiving Applications (RE-RT-AO)DefinitionThe archiving object RE_REQUEST comprises of all data (database tables) due for the archivingof one or several applications (rental request).

StructureThe archiving object comprises of the following tables:

RE_REQUEST Data base tables

Table Description

VIMI05 Characteristics per rental request

VIMI11 Applications - Real Estate management

VIMI12 Rental request for an application

VIOB12 Areas per rental request

VIOB13 Room number per rental request

VIOB17 Rental request: location

VIOB30 Rental request: storey table

VZGPO Partner/role object relationship

In addition there are the following archiving classes that include several tables:

RE_REQUEST Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL SAPscript texts

All table contents are archived and deleted

IntegrationThere are no dependencies on other archiving objects.

Page 1058: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-RT-AO)

1058 April 2001

Checks (RE-RT-AO)During the start of the archiving program, the following checks are made in the background:

Checks for the archiving RE_REQUEST

What is checked? Background

Deletion indicators set on application? The deletion indicator must be set for archiving

This done in each application manually withApplication � Delete

Page 1059: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-RT-AO)

April 2001 1059

Archiving Variant Setting (RE-RT-AO)UseA variant setting for the archiving run (RE_RNTL_UN) determines:

� Which applications are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationThe settings for the test run refer to the variants stored in the archiving object-specificCustomizing (see Features).

FeaturesYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_REQUEST):

Variantmaintenance

Active Notactive

SettingCustomizing

RE_REQUEST(Default-setting)

Effect

Indicator Deletionprogram as testrun

Indicator Generatearchive files

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedapplications arearchived but notdeleted

Indicator Deletionprogram as testrun

Indicator Generatearchive files x

xSee above Selected

applications arearchived and deleted

Page 1060: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-RT-AO)

1060 April 2001

Archiving - Maintaining Variants (RE-RT-AO)PrerequisitesApplications that have to be archived must meet the conditions set in Check criteria [Seite 1058].

Procedure1. Choose Accounting � Real estate management��Tools � Archiving � Rental �

Applications� Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. To select applications for archiving, enter a variant and choose Maintain Variant

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant. Deletions are made after the archiving run (refer to theexample in Variant settings: Archiving RE_REQUEST (RE-RT-AO) [Seite 1059])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Starttermin Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printedafter the archiving run.

5. Choose Execute

Page 1061: SAP Real Estate

SAP AG Real Estate Management

April 2001 1061

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the applications selected are:

� Archived

� Deleted

� Transferred to the SAP-ArchiveLink-System

� Accompanied by an event log is printed.

Page 1062: SAP Real Estate

Real Estate Management SAP AG

Managing Archives (RE)

1062 April 2001

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1063: SAP Real Estate

SAP AG Real Estate Management

Archiving Offers (RE-RT-AO)

April 2001 1063

Archiving Offers (RE-RT-AO)DefinitionThe archiving object RE_OFFER comprises of all data (database tables) due for the archiving ofoffers.

StructureThe archiving object comprises of the following tables:

RE_OFFER Data base tables

Table Description

VIKOKO Real Estate condition header

VIMI33 Offer for a rental unit (-> VIMIMV)

VIMI54 Real Estate: Time-dependent adjustment data

VIMI55 Index data for the lease-out, time-dependent

VIMIUH Sales-independent Com. LO header

VIMIUI Sales-independent Com. LO items

VZGPO Partner/role object relationship

VZSORT Sort values for the object

VZZKOP Condition item table

VZZUSP Payment splitting

In addition there are the following archiving classes that include several tables:

RE_OFFER Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL SAPscript texts

CHANGEDOCU CDCLS / CDHDR Change documents

All table contents are archived and deleted

IntegrationThere are no dependencies on other archiving objects.

Page 1064: SAP Real Estate

Real Estate Management SAP AG

Archiving Offers (RE-RT-AO)

1064 April 2001

Page 1065: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-RT-AO)

April 2001 1065

Checks (RE-RT-AO)During the start of the archiving process, the following checks are made in the background:

Checks for the archiving RE_OFFER

What is checked? Background

Deletion indicators set on offer? The deletion indicator must be set for archiving

The deletion indicator is set via the bulk processing forselected offers

Edit � Deletion indicators...

Page 1066: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-RT-AO)

1066 April 2001

Archiving Obj.-Spec. Cust. (RE-RT-AO)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_REQUEST.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

Page 1067: SAP Real Estate

SAP AG Real Estate Management

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-AO)

April 2001 1067

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-AO)1. Accounting � Real estate management��Tools � Archiving � Rental � Offers � Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1068: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-RT-AO)

1068 April 2001

Archiving Variant Setting (RE-RT-AO)UseA variant setting for the archiving run (RE_OFFER) determines:

� Which offers are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationThe settings for the test run refer to the variants stored in the archiving object-specificCustomizing (see Features).

FeaturesYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_OFFER):

Variant maintenance

Active Notactive

SettingCustomizingRE_OFFER

(Default-setting)

Effect

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selected offers arearchived but not deleted

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

xSee above Selected offers are

archived and deleted

Page 1069: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-RT-AO)

April 2001 1069

Archiving - Maintaining Variants (RE-RT-AO)PrerequisitesOffers that have to be archived must meet the conditions set in Check criteria [Seite 1065].

Procedure1. Choose Accounting � Real estate management��Tools � Archiving � Rental �

Applications� Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a variant, select Maintain Variant to select the management contracts forarchiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant. Deletions are made after the archiving run (refer to theexample in Variant settings: Archiving RE_OFFER (RE-RT-AO) [Seite 1068])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printedafter the archiving run.

5. Choose Execute

Page 1070: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-RT-AO)

1070 April 2001

ResultThe archiving run is started. In accordance with the settings made, and the relevant checkcriteria, the offers selected are

� Archived

� Deleted

� Transferred to the SAP-ArchiveLink-System

� An event log is printed.

Page 1071: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1071

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1072: SAP Real Estate

Real Estate Management SAP AG

Archiving Flow Data for LO (RE-RT-LO)

1072 April 2001

Archiving Flow Data for LO (RE-RT-LO)DefinitionThe archiving object RE_FLOW_DT comprises of all data (database tables) due for the archivingof flow data belonging to a lease-out.

StructureThe archiving object comprises of the following tables:

RE_FLOW_DT Data base tables

Table Description

VIBEPP Flow data plan items for Real Estate management

All table contents are archived and deleted

VIMIMV Lease-out

These table contents are archived but not deleted

IntegrationThere could still be entries with a prior posting date in the VIBEPP table but these entries are notcomplete. If VIBEPP records are archived and deleted in the database, new planned records aregenerated and, if necessary, posted again for the debit position for those (actual) records thathave been archived. Due to the above, the time prior to this date has to be considered asunchangeable.

Page 1073: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-RT-LO)

April 2001 1073

Checks (RE-RT-LO)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_FLOW_DT

Checks in the Preparatory Program

What is checked? Background

Are flows for the cash flow as actual recordsavailable?

Records for the cash flow must be postedvia debit position for the archiving

Does a flow type of an actual record have theflow method for cash deposits?

Flow types with these flow methods are notarchived

The archiving here can only be carried outvia the archiving object for the lease-out(RE_RENTL_AG)

Is the FI document relevant to the currentrecord archived?

If a FI document is reversed, thecorresponding VIBEPP record is reset fromactual to plan

Archived documents cannot bereversed

Has the residence time 1 elapsed since theposting date?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Checks in the Archiving Program

What is checked? Background

Has the deletion indicator been set? The deletion indicator is the prerequisite toarchive selected flow data and to deletethem

Has the residence time 2 elapsed since thedate of the deletion indicator (DLIN)?

Flows with the deletion indicator can only bearchived and deleted once the residence 2time has elapsed (Customizing setting)

Page 1074: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-RT-LO)

1074 April 2001

Archiving Obj.-Spec. Cust. (RE-RT-LO)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_FLOW_DT.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving.

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the posting date of a flow record and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the deletion indicator is activatedimmediately.

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving of the flow record takes place. At this point (= when the archivingtakes place) the object can be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the posting date that must elapse before thearchiving program can set the deletion indicator.

� Residence time 2

You specify the number of days that must elapse before the archiving program candelete and archive documents with deletion indicators.

If changes are made to the lease-out during the residence time, the deletion indicatoris not set or there is no archiving of the flow data.

Page 1075: SAP Real Estate

SAP AG Real Estate Management

Archiving Obj.-Spec. Cust. (RE-RT-LO)

April 2001 1075

Page 1076: SAP Real Estate

Real Estate Management SAP AG

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-LO)

1076 April 2001

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-LO)

You make the settings for the residence times in Customizing for Real Estate : R/3Real Estate � Tools � Archiving

1. Accounting � Real estate management��Tools � Archiving � Rental � Lease-out �Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1077: SAP Real Estate

SAP AG Real Estate Management

Variant Setting for Prep. Program (RE-RT-LO)

April 2001 1077

Variant Setting for Prep. Program (RE-RT-LO)UseThis function sets the necessary deletion indicator for the archiving of the selected flow records.

IntegrationCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features).

Debit position for the lease-outThe deletion indicator can only be set for those flow records that are marked as actual recordsby the debit position in the cash flow.

Flow type settingsNo deletion indicator is set for flow types for the cash deposit.

These flow types can only be compiled using the archiving for the lease-out (RE_RENTL_AG).

FeaturesThe preparatory program automatically sets the deletion indicator for selected flow records andlists details of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for flow types not fulfilling thecheck criteria (see Integration and Checks RE_FLOW_DT (RE-RT-LO) [Seite 1073]).

You can simulate the preparatory program; all flow records for which the deletion indicator isplanned are logged and can then be checked.

Page 1078: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-RT-LO)

1078 April 2001

Prep. Program - Maintaining Variants (RE-RT-LO)PrerequisitesFlow records for the lease-out that should be assigned a deletion indicator must meet theconditions set in Check criteria [Seite 1073].

Procedure1. Choose Accounting � Real estate management � Tools � Archiving � Rental � Lease-

out flows � Set deletion indicator.

You branch to the screen for the preparatory program in which you can plan the backgroundjob for the preparatory program.

2. You enter a variant, select Maintain variants to select the flow records on which the deletionindicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program isto be performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printedafter the archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the flow records selected are

� Marked with a deletion indicator (check on residence time 1)

� In addition, an event log is printed

Page 1079: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-RT-LO)

April 2001 1079

Page 1080: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-RT-LO)

1080 April 2001

Archiving Variant Setting (RE-RT-LO)UseA variant setting for the archiving run (RE_FLOW_DT) determines:

� Which flow records are to be archived for the lease-out

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only processes flow records that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features).

The processes for archiving and for deletion of the flow records are specified in the residencetime 2 in the Customizing (see Features).

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_FLOW_DT) :

Variant maintenance Active Notactive

SettingCustomizing

RE_FLOW_DT(Default-setting)

Effect

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selected flow recordsare archived but notdeleted

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

xSee above Selected cash flows are

archived and deleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1081: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-RT-LO)

April 2001 1081

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Page 1082: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-RT-LO)

1082 April 2001

Archiving - Maintaining Variants (RE-RT-LO)PrerequisitesFlow records that have to be archived must meet the conditions set in Checks RE_FLOW_DT(RE-RT-LO) [Seite 1073].

ProcedureAccounting � Real estate management��Tools � Archiving � Lease-out flows�Archive The Create Archive Files screen appears where you can schedule a backgroundjob for the program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

1. You enter a variant, select Maintain Variant to select the flow records for archiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_FLOW_DT (RE-RT-LO) [Seite1080])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

2. Enter your settings and choose Back.

The initial screen appears.

3. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

4. Choose Execute

Page 1083: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-RT-LO)

April 2001 1083

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the flow records selected are

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

� The date up to which the flow records are archived is updated for each lease-out If the dateset for archiving is prior to the date on which the new records are to be archived, an update ismade. The date is always corrected up to the later one.

In addition, an event log is printed.

Page 1084: SAP Real Estate

Real Estate Management SAP AG

Managing Archives (RE)

1084 April 2001

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1085: SAP Real Estate

SAP AG Real Estate Management

Archiving Lease-outs (RE-RT-RC)

April 2001 1085

Archiving Lease-outs (RE-RT-RC)DefinitionThe archiving object RE_RNTL_AG defines all database tables that are necessary for thearchiving of lease-outs.

StructureThe archiving object comprises of the following tables:

RE_RNTL_AG Data base tables

Table Description

VIBEPP Flow data-Plan items for Real Estate management

VIKOKO Real Estate condition header

VIMI18 Rental adjustment history of the lease-out

VIMI25 Sales reports

VIMI32 Other collateral

VIMI38 Cost centers (RU/LO) Real Estate

VIMI39 Tenant changeover: data about the apartment inspection

VIMI40 Tenant changeover; data for the release of rental collateral

VIMI47 Assignment of maintenance orders for the release of tenant changeover deposit

VIMI54 Real Estate: Time-dependent adjustment data

VIMI55 Index data for the lease-out, time-dependent

VIMI56 LO: Adjustment block for condition types

VIMIMV Lease-out

VIMIUH Sales-independent Com. LO header

VIMIUI Sales-independent Com. LO items

VIZNR Real Estate key assignment

VIOBOV Third-party object (CO/PM orders) assignment

VZGPO Partner/role object relationship

VZSORT Sort values for the object

VZZKOPO Condition item table

VZZUSP Payment splitting

In addition there are the following archiving classes that include several tables:

RE_RNTL_AG Archiving classes

Page 1086: SAP Real Estate

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Archiving Lease-outs (RE-RT-RC)

1086 April 2001

Archiving class Tables Description

TEXT STXB / STXH / STXL SAPscript texts

CHANGEDOCU CDCLS / CDHDR Change documents

STATUS JCDO / JCDS / JEST / JSTO Status objects

K_TOTAL CO tables CO. Superordinate data for COdata

All table contents are archived and deleted

IntegrationThe archiving has the following effects on other objects/functions

� Service charge settlementsthat affect archived lease-outs cannot be reversed

� Option ratescannot be automatically calculated for the time periods during which lease-outs arearchived since it is not known if the rental unit is opted or not. In this case, you have toadjust the option rate manually

� Owner settlement, sales settlement, debit position lease-out and debit positionmanagement contract

The above processes cannot be performed on archived lease-outs. (This problem is alsonot usually important for our purposes since archiving is not applied to periods of timewhich have not fully elapsed.)As is the case for the service charge settlement, these settlements cannot be reversed

Page 1087: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-RT-RC)

April 2001 1087

Checks (RE-RT-RC)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_RNTL_AG

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant lease-outs?

Deletion indicators can only be set for lease-outs with the DLFL status

You must set the deletion flag manually foreach lease-out using Edit � Functions �Set deletion flag

Prerequisite for the DLFL:

Termination or rental-end date has beenexceeded

Has the deletion flag (DLFL) status been seton the relevant third-party objects (CO/PM)?

Deletion indicators can only be set for third-party objects with the DLFL status

Has the service charge settlement beenperformed on the relevant lease-outs?

Lease-outs can only be archived after thecomplete service charge settlement hasbeen implemented

Is the object balance of the relevant building =0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the LO should have anobject balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0 (see Variant setting for thepreparation program)

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the selected lease-outs?

The deletion indicator is the prerequisite fordeleting lease-outs that are archived.

Is the deletion indicator (system status DLIN)set on the third-party objects ?

The deletion indicator is the prerequisite fordeleting third-party objects that are archived

Page 1088: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-RT-RC)

1088 April 2001

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Lease-outs with the deletion indicator canonly be archived and deleted once theresidence 2 time has elapsed (Customizingsetting)

Page 1089: SAP Real Estate

SAP AG Real Estate Management

Archiving Obj.-Spec. Cust. (RE-RT-RC)

April 2001 1089

Archiving Obj.-Spec. Cust. (RE-RT-RC)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_RNTL_AG.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that must elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the lease-outs thatare marked with deletion indicators.

If changes are made to the lease-out during the residence time, the deletion indicator is not set orthere is no archiving.

Page 1090: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-RT-RC)

1090 April 2001

Page 1091: SAP Real Estate

SAP AG Real Estate Management

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-RC)

April 2001 1091

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-RC)

You make the settings for the residence times in Customizing for Real Estate : R/3Real Estate � Tools � Archiving

1. Accounting � Real estate management��Tools � Archiving � Rental � Lease-out �Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE You can change ordelete these settings and addyour own

Page 1092: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-RT-RC)

1092 April 2001

Variant Setting for Prep. Program (RE-RT-RC)UseThis function sets the necessary deletion indicator for the archiving of the selected lease-outs.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features)

Lease-out settings

� The system status deletion flag (DLFL) must be set (manual processing) on the lease-out

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of contracts with an objectbalance that is equal to 0. This is based on the economic process Archiving forbalance not 0 that in initially assigned to a contract.

To avoid this, proceed as follows:

� Define an application status in Real Estate Customizing. This application status must beassigned to the process Archiving for balance not 0 (this process is also delivered asstandard - path in the Real Estate Customizing): R/3 Real Estate � Master data � Objectattributes..... � Application status and permitted processes).

� Assign each lease-out this user-defined application status.

Service charge settlementAll service charges are invoiced (the most recent service charge settlement run per lease-out isimplemented).

FeaturesThe preparatory program automatically sets the deletion indicator for selected lease-out and listsdetails of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for lease-outs not fulfilling thecheck criteria (see Requirements and Checks RE_RNTL_AG (RE-RT-RC) [Seite 1087])

The system status POAR Part Objects Archived is assigned to the relevant settlement units(defined by the settlement participation for the lease-out). Once this status has been assigned,reversing the service charge settlement is no longer possible.

You can simulate the preparatory program; all lease-outs for which the deletion indicator isplanned are logged and can then be checked.

Page 1093: SAP Real Estate

SAP AG Real Estate Management

Variant Setting for Prep. Program (RE-RT-RC)

April 2001 1093

Page 1094: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-RT-RC)

1094 April 2001

Prep. Program - Maintaining Variants (RE-RT-RC)PrerequisitesLease-outs that should be assigned a deletion indicator must meet the conditions set in Checkcriteria [Seite 1087].

Procedure1. Starting from the initial screen choose Accounting � Real estate management � Rental

management � Rental.

You branch to lease-out management.

2. Choose Archive � Lease-outs � Set deletion indicators.

You branch to the screen for maintaining variants in which you can plan the backgroundjob for the preparatory program.

3. You enter a variant, select Maintain variants to select the lease-out on which the deletionindicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

4. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

5. Choose Back.

You return to the initial screen.

6. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is to beperformed as a background job by the system

Spool parameter Define your print parameter. A result log is automatically printed afterthe archiving run.

7. Choose the Execute function.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the lease-outs selected are

� marked with a deletion indicator (check on residence time 1)

� all settlement units affected in lease-outs get the status POAR Part Objects Archived.

Page 1095: SAP Real Estate

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Prep. Program - Maintaining Variants (RE-RT-RC)

April 2001 1095

� the last processing is recorded

� in addition, an event log is printed

Page 1096: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-RT-RC)

1096 April 2001

Archiving Variant Setting (RE-RT-RC)UseA variant setting for the archiving run (RE_RNTL_AG) determines:

� Which management contracts are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only processes lease-outs that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features).

The processes for archiving and for deletion of the lease-outs are specified in the residence time2 in the Customizing (see Features).

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_RNTL_AG):

Variant maintenance Active Notactive

SettingCustomizing

RE_RNTL_AG(Default-setting)

Effect

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selected flow recordsare archived but notdeleted

Indicator Deletionprogram as test run

Indicator Generatearchive files

x

xSee above Selected cash flows are

archived and deleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1097: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-RT-RC)

April 2001 1097

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Index creationThe system automatically makes an index after every deletion process. This index makes itpossible to find archived and deleted lease-outs quickly.

Page 1098: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-RT-RC)

1098 April 2001

Archiving - Maintaining Variants (RE-RT-RC)PrerequisitesLease-outs that have to be archived must meet the conditions set in Checks RE_RNTL_AG (RE-RT-RC) [Seite 1087]

Procedure1. Accounting � Real estate management��Tools � Archiving � Rental � Lease-out �

Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a variant, select Maintain Variant to select the lease-outs for archiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_RNTL_AG (RE-RT-RC) [Seite1096])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

5. Choose Execute

Page 1099: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-RT-RC)

April 2001 1099

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the lease-outs selected are

� Archived

� (and/or) Deleted (test on residence time 2)

An index is always made after the action Start delete program. This index ensuresthat you can always find deleted lease-outs in the archive files (only available for aconnected ArchiveLink-System!).

An index can be deleted or rebuilt

� Transferred to the SAP-ArchiveLink-System

In addition:

� The date up to which the flow records are archived is updated for each lease-out

� Accompanied by an event log is printed.

� The corresponding key (IMKEY) for each object is updated to the VIAROBJ table

If lease-outs have been archived prior to 4.0C, the VIAROBJ table is formed by theRFVIAR40C report and the corresponding VIZNRN table is deleted. The VIARMVtable is evaluated for this. Archived lease-outs (also redundant ones) are listed in thistable as they are needed for the automatic number assignment.

Page 1100: SAP Real Estate

Real Estate Management SAP AG

Managing Archives (RE)

1100 April 2001

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1101: SAP Real Estate

SAP AG Real Estate Management

Removing Index: Maintaining Variants (RE-RT-RC)

April 2001 1101

Removing Index: Maintaining Variants (RE-RT-RC)1. Choose Accounting � Real estate management � Tools � Archiving � Rental �

Lease-outs � Remove index.

You branch to the Remove Index screen in which you can plan the background job forthe program.

2. To remove the index, enter a variant and select Maintain variants.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your data and choose Back.

You return to the initial screen.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printedafter the archiving run

5. Choose Execute.

ResultThe index is removed (deleted) by the date entered.

You can create a new index.

Page 1102: SAP Real Estate

Real Estate Management SAP AG

Creating Index: Maintaining Variants (RE-RT-RC)

1102 April 2001

Creating Index: Maintaining Variants (RE-RT-RC)Procedure

1. Choose Accounting � Real estate management � Tools � Archiving � Rental �Lease-outs � Create archive index.

You branch to the Create Index screen in which you can plan the background job for theprogram.

2. Using the Archive Selection function, select the archiving run that is to have an index.

In the dialog box you can display information about a run by double-clicking on therequired run or by using the User entries function.

3. Position the cursor on the required run and choose the Continue function.

You return to the initial screen.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printedafter the archiving run

5. Choose Execute.

ResultThe index is created up to the date entered.

Page 1103: SAP Real Estate

SAP AG Real Estate Management

Archiving Settlement Units (RE-RT-SC)

April 2001 1103

Archiving Settlement Units (RE-RT-SC)DefinitionThe archiving object RE_STLM_UN comprises of all data (database tables) due for the archivingof one or several settlement units.

StructureThe archiving object RE_STLM_UN comprises of the following tables:

RE_STLM_UN Data base tables

Table Description

VIAK03 Master data settlement unit

VIAK05 Rental units allocation

VIAK23 Participation ID

VIAK24 Rental unit allocation to the number of participating rental units

VIAK04 Settlement variant allocation

VIAK21 Heating costs division into fixed/variable costs

VIAK25 CO objects cost center

VIAK07 Option rate settlement unit

All table contents are archived and deleted

In addition there are the following archiving classes that include several tables:

RE_STLM_UN Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL Memos for the cost center

STATUS JCDO / JCDS / JEST / JSTO Cost center status

K_TOTAL CO tables Superordinate CO data for thecost center

IntegrationService charge settlement cannot be reversed for archived settlement units. This problem isalso not important for our purposes since archiving is not applied to periods of time which havenot fully elapsed.

The DLFL or DLIN status prevents the cost centers from being reversed.

Page 1104: SAP Real Estate

Real Estate Management SAP AG

Archiving Settlement Units (RE-RT-SC)

1104 April 2001

Page 1105: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-RT-SC)

April 2001 1105

Checks (RE-RT-SC)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_STML_UN

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant business entities?

Deletion indicators can only be set forbuildings with the DLFL status

You must set the deletion flagmanually for each building usingEdit ® Functions ® Setdeletion flag

The settlement unit must have avalidity to end. Individual costcenters get this validity to endthrough getting the status DLFL

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Have the settlement units concerned beencompletely settled (all the cost center of asettlement unit)?

Prerequisite for archiving settlement units

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the settlement units?

The deletion indicator is the prerequisite fordeleting settlement units that are archived

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Settlement units with the deletion indicatorcan only be archived and deleted once theresidence 2 time has elapsed (Customizingsetting)

Page 1106: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj.-Spec. Cust. (RE-RT-SC)

1106 April 2001

Archiving Obj.-Spec. Cust. (RE-RT-SC)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_STML_UN.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that must elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1107: SAP Real Estate

SAP AG Real Estate Management

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-SC)

April 2001 1107

Maintaining Archiving Obj.-Spec. Customizing (RE-RT-SC)1. Accounting � Real estate management��Tools � Archiving � Service charge settlement

� Settlement units � ArchiveYou branch to the Generate archive files screen.

2. Choose Customizing.You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1108: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-RT-SC)

1108 April 2001

Variant Setting for Prep. Program (RE-RT-SC)UseThis function sets the necessary deletion indicator for the archiving of the selected settlementunits.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features)

Settlement unit settings

� The system status deletion flag (DLFL) must be set (manual processing) on the settlementunit

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of an object balance that is equalto 0. This is based on the economic process Archiving for balance not 0 that ininitially assigned.

To avoid this, proceed as follows:

� Define an application status in Real Estate Customizing. This applicationstatus must be assigned to the process Archiving for balance not 0 (thisprocess is also delivered as standard - path in the Real Estate Customizing):R/3 Real Estate � Master data � Object attributes..... � Application statusand permitted processes)

� Assign each lease-out this user-defined application status

FeaturesThe preparatory program automatically sets the deletion indicator for selected settlement unitsand lists details of the last time the data was processed (date, time, last agent and user).

No deletion indicator is set meaning records cannot be activated for settlement units not fulfillingthe check criteria (see Requirements and Checks RE_STML_UN (RE-RT-SC) [Seite 1105])

You can simulate the preparatory program; all settlement units for which the deletion indicator isplanned are logged and can then be checked.

Page 1109: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-RT-SC)

April 2001 1109

Prep. Program - Maintaining Variants (RE-RT-SC)PrerequisitesSettlement units that should be assigned a deletion indicator must meet the conditions set inCheck criteria [Seite 1105].

Procedure1. Choose Accounting � Real estate management � Tools � Archiving � Service

charge settlement � Settlement unit � Set deletion indicator.

You branch to the screen for maintaining variants in which you can plan the backgroundjob for the preparatory program.

2. You enter a variant, select Maintain variants to select the settlement units on which thedeletion indicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is tobe performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printed afterthe archiving run

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the settlement units selected are

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

Page 1110: SAP Real Estate

Real Estate Management SAP AG

Prep. Program - Maintaining Variants (RE-RT-SC)

1110 April 2001

Page 1111: SAP Real Estate

SAP AG Real Estate Management

Archiving Variant Setting (RE-RT-SC)

April 2001 1111

Archiving Variant Setting (RE-RT-SC)UseA variant setting for the archiving run (RE_STML_UN) determines:

� Which settlement units are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only handles settlement units that have been marked for deletion in theprevious preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features)..

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features)..

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_STML_UN):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_STML_UN(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedsettlement unitsare archived butnot deleted

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected

settlement unitsare archived anddeleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

Page 1112: SAP Real Estate

Real Estate Management SAP AG

Archiving Variant Setting (RE-RT-SC)

1112 April 2001

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

Page 1113: SAP Real Estate

SAP AG Real Estate Management

Archiving - Maintaining Variants (RE-RT-SC)

April 2001 1113

Archiving - Maintaining Variants (RE-RT-SC)PrerequisitesSettlement units that have to be archived must meet the conditions set in Checks RE_STML_UN(RE-RT-SC) [Seite 1105]

Procedure1. Accounting � Real estate management��Tools � Archiving � Service charge

settlement � Settlement units � Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a settlement unit, select Maintain Variant to select the management contractsfor archiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_STML_UN (RE-RT-SC) [Seite1111])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

5. Choose Execute

Page 1114: SAP Real Estate

Real Estate Management SAP AG

Archiving - Maintaining Variants (RE-RT-SC)

1114 April 2001

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the settlement units selected are

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

Page 1115: SAP Real Estate

SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1115

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

Page 1116: SAP Real Estate

Real Estate Management SAP AG

Archiving Obj. Third-Party Management (RE-TP)

1116 April 2001

Archiving Obj. Third-Party Management (RE-TP)UseThis function enables you to archive all data relevant to the management contract.

Page 1117: SAP Real Estate

SAP AG Real Estate Management

Archiving Objects Management Contract (RE-TP)

April 2001 1117

Archiving Objects Management Contract (RE-TP)DefinitionThe archiving object RE_MGT_CNT comprises of all data (database tables) due for the archivingof one or several management contracts.

StructureThe archiving object RE_MGT_CNT comprises of the following tables:

RE_MGT_CNT Data base tables

Table Description

VIVW01 Management contract

VIVW02 Periodic fees

VIVW06 Event-driven fees

VIVW03 Calculation forms

VIVW05 Object assignment

VIVW07 Assignment time periods

VIVW04 Settlement time periods

VIVW08 Events

VIVW09 Postings management cost settlements

VIVW10 Management cost settlement: transfer postings advance payments

VIZNRN Assignment of key fields

VZGPO Assignment of partners

VIBEPP Debit position management contract

All table contents are archived and deleted

In addition there are the following archiving classes that include several tables:

RE_MGT_CNT Archiving classes

Archiving class Tables Description

TEXT STXB / STXH / STXL Memo for property

CHANGEDOCU CDCLS / CDHDR Change documents

STATUS JCDO / JCDS / JEST / JSTO Property status

K_TOTAL CO tables Superordinate CO data for the property

Page 1118: SAP Real Estate

Real Estate Management SAP AG

Archiving Objects Management Contract (RE-TP)

1118 April 2001

Integration� Management contract debit positions and management contract settlements containing

management contracts that have to be archived cannot be reversed

� Management settlements for archived events cannot be reversed

� No events can be created for management contracts with the status DLFL or DLIN

Page 1119: SAP Real Estate

SAP AG Real Estate Management

Checks (RE-TP)

April 2001 1119

Checks (RE-TP)During the archiving process, the following checks are made in the background:

Checks for the archiving RE_MGT_CNT

Checks in the Preparatory Program

What is checked? Background

Has the deletion flag (DLFL) status been set onthe relevant management contracts?

Deletion indicators can only be set forcontracts with the DLFL status

You must set the deletion flagmanually for each building usingEdit � Functions � Setdeletion flag

The contract must have expiredor been terminated.

Are all events settled/not reversed? Prerequisite for archiving managementcontracts

Is the object balance of the relevant building =0?

Is a general CO planned for the systemmeaning that if a CO settlement isimplemented then the business entity shouldhave an object balance of zero

The control is via the application status thatcan prevent the archiving if the balance innot equal to 0 (see Variant setting for thepreparation program)

Has the residence time 1 elapsed since thedeletion flag (DLFL) has been set?

The deletion indicators can only be set oncethe residence time 1 has elapsed(Customizing setting)

Checks in the Archiving Program

What is checked? Background

Is the deletion indicator (system status DLIN)set on the selected contracts?

The deletion indicator is the prerequisite fordeleting management contracts that arearchived

Has the residence time 2 elapsed since thedeletion indicator (DLIN) has been set?

Contracts with the deletion indicator canonly be archived and deleted once theresidence 2 time has elapsed (Customizingsetting)

Page 1120: SAP Real Estate

Real Estate Management SAP AG

Checks (RE-TP)

1120 April 2001

Page 1121: SAP Real Estate

SAP AG Real Estate Management

Archiving Object-Specific Customizing (RE-TP)

April 2001 1121

Archiving Object-Specific Customizing (RE-TP)UseYou use this function to make the necessary Customizing settings for the archiving of the objectRE_MGT_CNT.

IntegrationMake sure that the required general Customizing settings for the archiving [Extern] are available.

You will find information about the parameters of archiving object-specific Customizing in generalCustomizing settings for the archiving.

FeaturesTechnical valuesSee Example: Settings in the archiving object-specific Customizing (RE) [Extern]

Residence timesYou can specify when an object is to be archived/deleted using residence times.

The retention period describes the entire time period that the data is in the database up to thatpoint in time when the archiving takes place. The retention period is always longer than theresidence time. The residence time describes the minimum length of time (as set in Customizing,or required by law etc.) that data must remain in the database before archiving. The residencetime is always shorter than the retention period.

The residence time 1 is the time lapsing between the activating of the deletion selection and theactivating of the deletion indicator.

If the length of the residence time 1 is equal to 0 then the activation of the deletion selectionmeans the activation of the deletion indicator

The residence time 2 is the time lapse between the activating of deletion indicator and that pointin time when the archiving takes place. At this point (= when the archiving takes place) the objectcan be deleted from the database.

You can make the following settings for the residence time:

� Residence time 1

You specify the number of days after the date of deletion flag that must elapse beforethe archiving program can set the deletion indicator.

� Residence time 2

You specify the number of days after the date on which the deletion indicators areactivated that must elapse before the archiving program can delete the data that ismarked with deletion indicators.

Page 1122: SAP Real Estate

Real Estate Management SAP AG

Archiving Object-Specific Customizing (RE-TP)

1122 April 2001

Page 1123: SAP Real Estate

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Maintaining Archiving Obj.-Spec. Customizing (RE-TP)

April 2001 1123

Maintaining Archiving Obj.-Spec. Customizing (RE-TP)1. Accounting � Real estate management��Tools � Archiving � Third-party management

� Management contract � Archive

You branch to the Generate archive files screen.

2. Choose Customizing.

You can make the following settings:

Settings Choose

for the archive object Archive-Basic settings

Example: Settings in the archiving object-specific Customizing (RE) [Extern]

for general archive Customizing: logicalfile names and paths

File name/path cross-client

Or

File names cross-client

The standard settings for thelogical file path/name of allarchive objects in the RealEstate component begin withIS_RE

You can change or delete thesesettings and add your own

Page 1124: SAP Real Estate

Real Estate Management SAP AG

Variant Setting for Prep. Program (RE-TP)

1124 April 2001

Variant Setting for Prep. Program (RE-TP)UseThis function sets the necessary deletion indicator for the archiving of the selected managementcontracts.

PrerequisitesCustomizing settings (archiving object-specific Customizing)The processes for archiving and for deletion are specified in the residence time 1 in theCustomizing (see Features)

Management contract settings

� The system status deletion flag (DLFL) must be set (manual processing) on the managementcontract

� The object balance for the CO settlement should be equal to zero

The system standard makes possible the archiving of contracts with an objectbalance that is equal to 0. This is based on the economic process Archiving forbalance not 0 that in initially assigned to a contract.

To avoid this, proceed as follows:

� Define an application status in Real Estate Customizing. This application status mustbe assigned to the process Archiving for balance not 0 (this process is also deliveredas standard - path in the Real Estate Customizing): R/3 Real Estate � Master data� Object attributes..... � Application status and permitted processes)

� Assign each management contract this user-defined application status

FeaturesThe preparatory program automatically sets the deletion indicator for selected managementcontracts and lists details of the last time the data was processed (date, time, last agent anduser).

No deletion indicator is set meaning records cannot be activated for management contracts notfulfilling the check criteria (see Requirements and Checks RE_MGT_CNT (RE-TP) [Seite 1119])

You can simulate the preparatory program; all management contracts for which the deletionindicator is planned are logged and can then be checked.

Page 1125: SAP Real Estate

SAP AG Real Estate Management

Prep. Program - Maintaining Variants (RE-TP)

April 2001 1125

Prep. Program - Maintaining Variants (RE-TP)PrerequisitesManagement contracts that should be assigned a deletion indicator must meet the conditions setin Check criteria [Seite 1119].

Procedure3. Choose Accounting � Real estate management � Tools � Archiving � Third-party

management � Management contract � Set deletion indicator.

You branch to the screen for maintaining variants in which you can plan the backgroundjob for the preparatory program.

2. You enter a variant, select Maintain variants to select the management contracts onwhich the deletion indicators are to be activated.

You can only use a variant in one job. As soon as a variant has been used for onejob and even once the run has ended successfully, this variant cannot be used in anyother job.

3. Enter your settings.

You can also simulate a preparatory program by setting the indicator Create log only.

4. Choose Back.

You return to the initial screen.

5. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the preparatory program is tobe performed as a background job by the system

Spool parameters Define your print parameter. A result log is automatically printed afterthe archiving run.

6. Choose Execute.

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the management contracts selected are

� Marked with a deletion indicator (check on residence time 1)

� The last processing is recorded

� In addition, an event log is printed

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Prep. Program - Maintaining Variants (RE-TP)

1126 April 2001

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Archiving Variant Setting (RE-TP)

April 2001 1127

Archiving Variant Setting (RE-TP)UseA variant setting for the archiving run (RE_MGT_CNT) determines:

� Which management contracts are to be archived

� Whether to carry out the archiving run for this variant as a test run or whether the data is tobe archived/deleted

IntegrationPreparatory programThe archiving program only processes management contracts that have been marked fordeletion in the previous preparatory program.

Customizing settings (archiving object-specific Customizing)The settings for the test run refer to the variants stored in the Customizing (see Features)..

The processes for archiving and for deletion are specified in the residence time 2 in theCustomizing (see Features)..

FeaturesSettingsYou can control the archiving run in relation to the archiving object-specific Customizing in thefollowing way, using the variant setting for the archiving object (RE_MGT_CNT):

Variantmaintenance

Active

Notactive

SettingCustomizing

RE_MGT_CNT(Default-setting)

Effect

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

x

Test run variant:Test run is active

Productive test run:Test run is deactivated

Selectedmanagementcontracts arearchived but notdeleted

Indicator Deletionprogram as testrun

IndicatorGenerate archivefiles

x

xSee above Selected

managementcontracts arearchived anddeleted

Archiving and deletingThe entire archiving process with preparatory program, archiving and deletion program isdesigned as archiving in two stages:

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Archiving Variant Setting (RE-TP)

1128 April 2001

� The deletion indicator is set for processed items in the preparatory program during which thesystem checks the parameter of residential time 1.

� The items are archived with the deletion indicator in the archiving run and deleted duringwhich the system checks the parameter of residential time 2.

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Archiving - Maintaining Variants (RE-TP)

April 2001 1129

Archiving - Maintaining Variants (RE-TP)PrerequisitesManagement contracts that have to be archived must meet the conditions set in ChecksRE_MGT_CNT (RE-TP) [Seite 1119]

Procedure1. Accounting � Real estate management��Tools � Archiving � Third-party

management � Management contract � Archive

The Create Archive Files screen appears where you can schedule a background job forthe program.

If the object has already been archived and there are still archive files that have notbeen processed by the relevant delete program (available from the archive run), thesystem issues you a message in a dialog box.

If the new job to be planned did not select the same data contained in the archivefiles still to be processed:

2. You enter a variant, select Maintain Variant to select the management contracts forarchiving.

If the option Start autom. is set for the deletion program in the archive object-specificCustomizing and a production variant is selected, the deletion program also startswith its production variant meaning that deletions are made after the archiving run(refer to the example in Variant settings: Archiving RE_MGT_CNT (RE-TP) [Seite1127])

You can only use one variant in one job. As soon as one particular variant has beenused for one job and even if the run has ended successfully, the variant cannot beused in any other job.

3. Enter your settings and choose Back.

The initial screen appears.

4. You must make two additional settings in this screen:

Choose Description

Start date Define when or in which time intervals the archiving run is to beperformed as a background job by the system

Spoolparameter Define your print parameter. A result log is automatically printed afterthe archiving run.

5. Choose Execute

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Archiving - Maintaining Variants (RE-TP)

1130 April 2001

ResultThe archiving run is started. In accordance with the settings made and the relevant check criteria,the management contracts selected are

� Archived

� (and/or) Deleted (test on residence time 2)

� Transferred to the SAP-ArchiveLink-System

In addition, an event log is printed.

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SAP AG Real Estate Management

Managing Archives (RE)

April 2001 1131

Managing Archives (RE)PrerequisitesAt least one archiving run is available for the archiving object.

ProcedureChoose Accounting � Real estate management � Tools � Archiving and Manage for therequired archive object.

You can display information about an archiving run (place cursor on run) as well as startingprocessing activities:

Activity Procedure

Display detailed information about thearchiving run

(name, date, time, user and status ofarchiving runs and archive file path, number ofdata objects and size of archive files,deletion/ArchiveLink and index status of thearchive files)

Double-click the required run

Make changes in the dialog box Ch.<->Displ

Display settings for the archiving run

(Variant setting for the run)

Choose User entries

Store archive files in the Archive Link System

Prerequisite: Connection to the archivesystem is set in the object-specificCustomizing

Choose Folders and Save files in the dialog box

Process the Customizing for the archivingobject

Choose Customizing

Display the database table affected by thearchiving run

Choose DB Tables

Process background jobs for archiving objectsthat have not yet run

Choose Job Overview

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SAP ArchiveLink - RE Storage Scenarios

1132 April 2001

SAP ArchiveLink - RE Storage ScenariosRefer to the following sections for information on the different storage scenarios used in the RealEstate Management Component (RE):

� General introduction [Extern] for this scenario documentation

� SAP ArchiveLink [Extern] documentation

� Real Estate Management [Seite 1] documentation

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SAP AG Real Estate Management

Storing Outgoing Documents (RE)

April 2001 1133

Storing Outgoing Documents (RE)UseIf you want to have a good overview of your outgoing correspondence, you can optically archiveit as a document and assign it to the relevant objects in the Real Estate component.

You can store your own user-defined correspondence in external storage systems aswell as using the storage function of the SAP ArchiveLink in the standard system. Forfurther information, refer to the documentation of the SAP ArchiveLink [Extern]component.

You can optically archive documents related to the following:

� Lease-out

� Contract partner of lease-out with customer account

� Rental offer

� Business entity, property, building, rental unit

PrerequisitesThe SAP ArchiveLink (BC-SRV-ARL) component is installed in your system.

In Customizing for Real Estate, you have flagged the Optical archive installed indicator andchosen SAPscript as the word processing system (R/3 Real Estate � Correspondence � BasicSettings for Correspondence in Real Estate).

Process FlowStoring outgoing documentsPrint the correspondence using the menu options available.

Each time you print a letter, it is saved in electronic format (PDF - Portable Document Format -PDF) and assigned to the respective object.

Document displayWhen you are editing or displaying an object, you can also display the assigned documents(correspondence).

For further information on how to manage other documents required in the businessprocesses of the Real Estate component, refer to Document Management (RE) [Seite 958].

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Storing Lease-Out Correspondence

1134 April 2001

Storing Lease-Out CorrespondenceUseSAP provides standard lease-out correspondence using SAPscript word processing.

Under certain circumstances, the correspondence is optically stored during print and can bedisplayed when you process lease-outs or customer master data of the assigned partners. Thisgives you a good overview of the correspondence relevant to lease-outs.

PrerequisitesPreparation and Customizing for REThe SAP ArchiveLink (BC-SRV-ARL) component is installed in your system.

In Customizing for Real Estate, you have flagged the Optical archive installed indicator andchosen SAPscript as the word processing system (R/3 Real Estate � Correspondence � BasicSettings for Correspondence in Real Estate).

Technical parameters (RE-RT-RC)

Object type Link table Document class

BUS1130 Lease-out TOA01 PDF

Document type

Correspondence Document type

Lease-out VIOMV

Lease-out letter VIOMVANS

General letter VIOMVAG

Rent adjustment VIOADJGNRL

Advance notice of structural changes VIOBAEANK

New LO number for RE introduction VIOINTRO

RE (Real Estate) dunning notice;

also assigned to customerVIOMAHN

Tenant account sheet;

also assigned to customerVIOMKBL

Service charge settlement VIONKABR

Invoices for lease-outs;

also assigned to customerVIOSOST

Sales settlement VIOSLST

Correspondence on tenant changeover VIOTNNTCHG

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Storing Lease-Out Correspondence

April 2001 1135

Reminder for rent adjustment VIOADJDUNN

Rental collateral VIORCCCU

LO conditions in original currency VIORACC

ActivitiesIf the appropriate settings have been made in Customizing (see above), the correspondence isstored automatically when it is printed.

Print (= store) correspondenceThere are two ways of printing correspondence in RE:

� Central access: Choose Real estate management � Correspondence.

Then select the letter you require from the respective section: Lease-outs, Tenantchangeover, Rental accounting, Service charge settlement, Rent adjustment, Generalcorrespondence, Third-party management, Local currency changeover, Legacy datatransfer.

� Access from the applications: You can access the correspondence from the particularapplication you are working in, for instance while you are editing a lease-out, notice or rentadjustment.

Display stored documents

Display lease-out documents Display customer documents

Choose Real estate management � Rental� Lease-out � Change / Display.

Then choose System � Links in the editing /display screen.

Choose System � Links in the editing / displayscreen.

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Real Estate Management SAP AG

Storing Rental Offer Correspondence

1136 April 2001

Storing Rental Offer CorrespondenceUseSAP supplies standard correspondence using SAPscript word processing for the application andoffer management of Real Estate Management.

Under certain circumstances, the correspondence is optically stored during print and can bedisplayed when you process rental offers. This gives you a good overview of the correspondenceavailable on rental offers at any time.

PrerequisitesPreparation and Customizing for REThe SAP ArchiveLink (BC-SRV-ARL) component is installed in your system.

In Customizing for Real Estate, you have flagged the Optical archive installed indicator andchosen SAPscript as the word processing system (R/3 Real Estate � Correspondence � BasicSettings for Correspondence in Real Estate).

Technical parameters (RE-RT-RC)

Object type Link table Document class

BUS1131 Rental offer TOA01 PDF

Document type

Correspondence Document type

Lease-out offer VIOANGANS

Cancellation of a lease-out offer VIOWDRANG

ActivitiesIf the appropriate settings have been made in Customizing (see above), the correspondence isstored automatically when it is printed.

Print (= store) correspondenceThere are two ways of printing correspondence in RE:

� Central access: Choose Real estate management � Correspondence.

Then choose the letter you require from the Offers section.

� Access from the rental offer application: You can access the correspondence when youare editing an offer.

Display stored documents

Choose Real estate management � Rental � Offer � Change / Display.

Then choose System � Links in the offer editing / display screen.

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Storing Rental Offer Correspondence

April 2001 1137

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Real Estate Management SAP AG

Storing Master Data Correspondence

1138 April 2001

Storing Master Data CorrespondenceUseThe standard system provides general letters created with SAPscript word processing that arerelevant to the master data objects business entity, property, building and rental unit.

Under certain circumstances, the correspondence is optically stored during print and can bedisplayed when you process lease-outs or customer master data of the assigned partners. Thisgives you a good overview of the correspondence relevant to Real Estate objects.

PrerequisitesPreparation and Customizing for REThe SAP ArchiveLink (BC-SRV-ARL) component is installed in your system.

In Customizing for Real Estate, you have flagged the Optical archive installed indicator andchosen SAPscript as the word processing system (R/3 Real Estate � Correspondence � BasicSettings for Correspondence in Real Estate).

Technical parameters (RE-RT-RC)

Object type Link table Document class

BUS1123 Business entityBUS1128 PropertyBUS1126 BuildingBUS1133 Rental unit

TOA01 PDF

Document type

Correspondence Document type

Owner settlement VIOOWNER01

ActivitiesIf the appropriate settings have been made in Customizing (see above), the correspondence isstored automatically when it is printed.

Print (= store) correspondenceThere are two ways of printing correspondence in RE:

� Central access: Choose Real estate management � Correspondence.

� Access from the applications: Choose Real estate management� � Third-partymanagement � Owner settlement � Print letter.

Display stored document

1. Choose Real estate management � Master data.

2. Then choose System � Links in the editing / display screen.

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Storing Master Data Correspondence

April 2001 1139

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RE Real Estate Management: Workflow Scenarios

1140 April 2001

RE Real Estate Management: Workflow ScenariosWorkflow scenarios can be generated for the following business objects [Extern] in the RealEstate (RE) component (some of them are supplied as standard scenarios):

Object type (objects in theBusiness ObjectRepository = BOR)

Technical description Workflow scenariossupplied

Business entity BUS1123 / REBusinessEntity

Management contract [Seite716]

BUS1124 /REManagementContract

Settlement unit [Seite 331] BUS1125 / RESettlementUnit

Building [Seite 44] BUS1126 / REBuilding

Room [Seite 79] BUS1127 / RERoom

Property [Seite 37] BUS1128 / REProperty

Land register [Seite 84] BUS1129 / LandRegister

Lease-out [Seite 164] BUS1130 / Lease-Out Process before rental end

Rental offer [Seite 159] BUS1131 / RentalOffer

Application [Seite 144] BUS1132 / RentalApplication

Rental unit [Seite 54] BUS1133 / RentalUnit Link to PM

General contract [Seite 747] BUS1133 / RentalUnit

All BOR objects can be sent for display purposes to users registered in the system bychoosing System � Workflow � Send object with note in the processing screen.

See also:BC - Workflow Scenarios in Applications [Extern]

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Link to PM (Plant Maintenance) (RE-BD-RU)

April 2001 1141

Link to PM (Plant Maintenance) (RE-BD-RU)PurposeYou use this workflow template if you want to assign a functional location (PM component) to arental unit (RE component).

Process Flow1. A clerk creates a rental unit.2. If it is stipulated that a functional location is to be assigned to each rental unit, the system

automatically determines the clerk responsible for the functional location on the basis of theorganizational structure [Extern] entered in the system and informs the responsible person bygenerating a work item [Extern].

This workflow template finishes here; in other words no workflows will be startedonce a functional location is made.

Plant Maintenance Link

� Create functionallocation

� Approve notification ofabsence

� Create rental unit

� User decision� Process notification of

absence

IS-REIS-REclerkclerk

PMPMclerkclerk

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Real Estate Management SAP AG

Technical Realization (RE-BD-RU)

1142 April 2001

Technical Realization (RE-BD-RU)Object typesThe interface between the R/3 functions and the workflow system is realized by the objecttechnology.

The information that follows is of a technical nature: You need this information if you areinterested in implementation details or want to undertake you own enhancements.

Object type BUS1133: RentalUnit

Standard tasksThe standard tasks (TS) [Extern], which SAP supplies as single-step tasks, described basicbusiness activities from an organizational point of view.

The standard tasks that are used here are available as “modules”, and can be used in theiroriginal form in other workflow scenarios.

TS 20000390: Create functional location (ISRE_FUNCLOC)

RolesAs a rule, roles [Extern] are specifically defined for one particular application scenario.

There are no roles defined for this workflow template.

Workflow templateThe business process flow is implemented as a workflow definition in a workflow template.

The workflow template is available in your R/3 System.

WS20000215: Link to PM

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Preparation and Customizing (RE-BD-RU)

April 2001 1143

Preparation and Customizing (RE-BD-RU)UseIn addition to the general Customizing that guarantees the proper operation of the workflow,further Customizing specific to this workflow model is necessary.

PrerequisitesYou have made the general Customizing settings required for the SAP Business Workflow.

Process Flow1. Define your organizational structure [Extern] for your workflow template.

2. Assign the standard tasks (TS) [Extern] to the employees responsible for them.

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Setting Up Organizational Structure

1144 April 2001

Setting Up Organizational StructureUseSpecification of the object types involved in the workflow for details of agents or details of thoseresponsible (See also: Organization objects [Extern])

ProcedureTo set up suitable organizational structures, implement the following steps:

1. Choose Tools � Business workflow � Organization structure

2. Define your organizational structure

Task: Logistics_1 (Processing functional location)

User: Brown (user name of the an agent responsible)

The tasks and users listed above are examples.

ResultYou have specified the basis for the allocation of standard tasks of the workflow template to anagent.

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Implementing Task-Specific Customizing

April 2001 1145

Implementing Task-Specific CustomizingUseAllocation of organizational structure to the standard task 20000390 (creating functionallocation).

PrerequisitesOrganizational structure is created.

Procedure1. Choose Tools � Business workflow � Development

2. Choose Definition tools � Tasks/task groups � Display

3. Enter the standard task 20000390 (creating functional location) and choose Display

4. Choose Extras � Agent assignment � Maintain

As an example, enter the pre-defined task Logistics_1 as a possible agent of thestandard task 20000390 (creating functional location)

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Activating Event Receivable Linkage

1146 April 2001

Activating Event Receivable LinkageUseThe CREATED event for the object type BUS1133 (lease-out) is the triggering event for theworkflow template WS20000215(connection to PM) and as such is entered as standard in theevent linkage table.

The linkage between the event to be triggered and the workflow template must be activated asevent receiver in the SAP business workflow (development) to actually activate the workflowtemplate.

ProcedureTo activate the workflow template WS20000215 in your system:

1. Choose Tools � Business workflow � Development in the R/3 application window

You branch into the SAP business workflow

2. Choose Utilities � Events � Event-type linkage

You branch to the view for event-type linkage

3. Select the entry that corresponds to the combination below: object type, event andreceivable type

Object Type Event Receivable Type

BUS1133 CREATED WS20000215

4. Choose Detail and select the enabled field

As an alternative you could also activate the event receivable linkage by choosingthe function Events to be triggered from the WS20000215(connection to PM) andactivate the event receivable linkage there with a click of the mouse.

ResultWhen you create a rental unit, the workflow is started in the system.

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Operation and Link to Application Functions (RE-BD-RU)

April 2001 1147

Operation and Link to Application Functions (RE-BD-RU)PrerequisitesYou have made all the settings described in the section Preparation and Customizing (RE-RT-RC).

Process FlowCreate rental unitA clerk creates a new rental unit.

The triggering event CREATED is generated and this starts the workflow.

Create functional locationThe person responsible for the task TS20000390 (create functional location) finds a work item[Extern] in the integrated inbox. This work item represents the standard task.

Perform standard tasks

The clerk can access the integrated inbox via Office � Workplace � Workflow in the main menuof the R/3 System.

If the clerk creates the functional location in the inbox, this is automatically assignedto the relevant rental unit. You can see this if you choose Extras � Assignments �Plant maintenance in the master record of the rental unit.

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Processes Before Rental End (RE-RT-RC)

1148 April 2001

Processes Before Rental End (RE-RT-RC)PurposeAs a rule, various business processes have to be initiated before a rental unit is rented again.

This workflow template gives you a sample process flow for the new rental of a rental unit (rentalunit inspection, rental adjustment to rental unit, application and offer management).

The individual tasks of the workflow can be assigned to different clerks; in theory, all the taskscan be assigned to one single clerk. You can determine the criteria in your organizationalstructure [Extern].

Process Flow1. The workflow starts automatically when you active a limited lease-out with a rental end

date.

The workflow is stopped and starts from the beginning again if the following fieldsare changed after the agreement has been activated:

� The rental end date

� The date of notice

If both fields are changed in the lease-out the most recent date is used as areference date for determining when the 30-day period comes to an end.

2. The active workflow pauses until there is less than 30 days (standard setting can bechanged) left to the date set.

From this time on, the clerk responsible receives various business processes forprocessing as a work item [Extern]:

a) Rental unit inspection

b) Notice print

c) Readjust rent to rental unit

3. If the individual tasks have been performed by this clerk, all other clerks are notified by thesystem to carry out the following work items;

a) Release of rental collateral

b) Notice confirmation print

c) Application and offer management

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Processes Before Rental End (RE-RT-RC)

April 2001 1149

Processes Before Rental End

� Carry out rental unitinspection

ClerkClerk33

< 30 days torental end

� Release rentalcollateral

� Print confirmationof notice

� Adjust rent to rentalunit

� Assign new tenant(applicant) to rentalunit

� Send messageabout new rental

� Print notice

ClerkClerk44 ClerkClerk

66

ClerkClerk11

ClerkClerk22

ClerkClerk55

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Technical Realization (RE-RT-RC)

1150 April 2001

Technical Realization (RE-RT-RC)Object typesThe interface between the R/3 functions and the workflow system is realized by the objecttechnology.

The information that follows is of a technical nature: You need this information if you areinterested in implementation details or want to undertake you own enhancements.

Object type BUS1130: Lease-Out

Standard tasksThe standard tasks (TS) [Extern], which SAP supplies as single-step tasks, described basicbusiness activities from an organizational point of view.

The standard tasks that are used here are available as “modules”, and can be used in theiroriginal form in other workflow scenarios.

TS 20000266: Rental unit inspection (ISRE_Inspec)TS 20000369: Notice confirmation print (ISRE_print)TS 20000379: Calculate rental adjustment for rental unit (ISRE_Adjust)TS 20000370: Assign application to rental unit (ISRE_Ass_ME)TS 20000368: Edit rental collateral (ISRE_Collat)TS 20000374: Message for new rental (ISRE_Mail)

RolesAs a rule, roles [Extern] are specifically defined for one particular application scenario.

There are no roles defined for this workflow template.

Workflow templateThe business process flow is implemented as a workflow definition in a workflow template.

The workflow template is available in your R/3 System.

WS20000197: Processes before rental end

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Preparation and Customizing (RE-RT-RC)

April 2001 1151

Preparation and Customizing (RE-RT-RC)UseIn addition to the general Customizing that guarantees the proper operation of the workflow,further Customizing specific to this workflow system is necessary.

� Assign employees to the individual standard tasks.

PrerequisitesYou have made the general Customizing settings required for the SAP Business Workflow.

Process Flow1. Define your organizational structure [Extern] for your workflow template.

2. Assign the standard tasks (TS) [Extern] to the employees responsible for them.

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Real Estate Management SAP AG

Setting Up Organizational Structure

1152 April 2001

Setting Up Organizational StructureUseSpecification of the object types involved in the workflow for details of agents or details of thoseresponsible (See also: Organization object [Extern]).

ProcedureTo set up suitable organizational structures, implement the following steps:

1. Choose Tools � Business workflow � Organization structure

2. Define your organizational structure

As an example, an entire scenario that is to be carried out by 3 clerks could lead tothe organization structure looking as follows:

Task: Notice_1 (Print)User:Smith (user name of agent responsible)

Task: Notice_2 (inspection/release)User: Macdon (user name of agent responsible)

Task: New rental (rental adjustment/applicant/offer management)User: Adams (user name of agent responsible)

The tasks and users listed above are examples.

ResultYou have specified the basis for the allocation of individual standard tasks of the workflowtemplate to agents.

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Making Task-Specific Settings

April 2001 1153

Making Task-Specific SettingsUseAssigning the organizational structure to the standard tasks of the workflow template.

PrerequisitesOrganizational structure is defined.

Procedure1. Choose Tools � Business workflow � Development

2. Choose Definition tools � Tasks/task groups � Display

3. Enter the standard task (TS) that is to be assigned to an agent and choose Display

4. Choose Extras � Agent assignment � Maintain

This assignment could look as follows:

� Standard task 20000369 (Printout of the confirmation of notice) for the tasknotice_1.

� Standard tasks 20000266 (rental unit inspection) and 20000368 (process rentalcollateral) for task notice_2

� Standard tasks 20000379 (calculating rental adjustment to RU), 20000370(assigning applicant rental unit) for the task: new rental

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Activating Event Receivable Linkage

1154 April 2001

Activating Event Receivable LinkageUseThe ENDDATECHANGED event for the object type BUS1130 (lease-out) is the triggering eventfor the workflow template WS20000197 (process prior to rental end) and as such is entered asstandard event linkage table.

The linkage between the event to be triggered and the workflow template must be activated asevent receiver in the SAP business workflow (development) to actually activate the workflowtemplate.

ProcedureTo activate the workflow template WS20000197 in your system:

1. Choose Tools � Business workflow � Development in the R/3 application window

You branch into the SAP business workflow

2. Choose Utilities � Events � Event-type linkage

You branch to the view for event-type linkage

3. Select the entry that corresponds to the combination below: object type, event andreceivable type

Object Type Event Receivable Type

BUS1130 ENDDATECHANGED WS20000197

4. Choose Detail and select the enabled field

As an alternative, you could also activate the event receivable linkage by choosingthe function Events to be triggered from the WS20000197 (process prior to rentalend) and activate the event receivable linkage there with a click of the mouse.

ResultEvery change of the fields for the rental end date (DMIEND) and for the notification date(DKUEZU) in the lease-out activates the workflow.

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Operation and Link to Application Functions (RE-RT-RC)

April 2001 1155

Operation and Link to Application Functions (RE-RT-RC)PrerequisitesYou have made all the settings described in the section Preparation and Customizing (RE-RT-RC) [Seite 1151].

Process FlowChange notice or date of rental endA clerk activates a limited lease-out (lease-out with a date of rental end).

This activates the ENDDATECHANGED event. This event has the following effects:

� If the system date of the computer is in a time period of < 30 days before the changedrental-end date, the workflow is started and the work items appear in the inbox of theperson responsible.

Special casesAdditional changes in an active lease-out has the following effect on the workflow:

a) Changes the date of notice (DKUEZU field) using the RE notice editing function.

b) Changes the rental-end date (DMIEND field) by manual entry.

The workflow is stopped/is no longer to be found in the inbox of the clerk responsible. Theworkflow starts again automatically within the 30-day period.

If both fields are changed in the lease-out the most recent date is used as areference date for determining when the 30-day period comes to an end.

Parallel processing by clerksThe people responsible for tasks in the workflow find a work item [Extern] in the integrated inbox.This work item represents a standard task.

Perform standard tasks

The clerks can access their integrated inbox via Office � Workplace � Workflow in the mainmenu of the R/3 System.

As a first step, the workflow sends three work items to the clerks responsible:

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Operation and Link to Application Functions (RE-RT-RC)

1156 April 2001

20000266: Rental unit inspection 20000369:Noticeconfirmationprint

The clerk candecide if he/shewants to print itor not

20000379:Calculate rentadjustment toRU

When these tasks have been performed, the secondstep of the process flow begins. In this step, thepeople responsible for the workflow tasks receive awork item in their inbox representing the tasks to bedone.

20000368: Edit rental collateral

This branch of the workflow ends here as soon as thedata is released

This branch ofthe workflowends hereregardless ofwhether it hasbeen printed ornot

20000370:Assignapplication to arental unitIf this task hasbeen performed,then anothernamed personreceives a workitem

TS20000374:Message fornew rental

WORKFLOW END

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Real Estate: Data Transfer (RE)

April 2001 1157

Real Estate: Data Transfer (RE)This documentation describes how to transfer Real Estate objects from a legacy system and hasthe following structure:

� The information sheets summarize the key technical information of each object in anoverview tables.

� The process describes the individual steps of data transfer.

� The transfer structures contain all the information required to create the data transferfile.

You can transfer data from your legacy system to RE Real Estate for the following businessobjects:

Object category (objects inBusiness Object Repository= BOR)

Technical description Procedure for old datatransfer

Business entity BUS1123 / REBusinessEntity

Management contract BUS1124 /REManagementContract

Settlement unit BUS1125 / RESettlementUnit

Building BUS1126 / REBuilding

Room BUS1127 / RERoom

Property BUS1128 / REProperty

Land register BUS1129 / LandRegister

Application BUS1132 / RentalApplication

Batch input: refer to thedocumentation of the BCBasis Components -Programming Interface: DataTransfer: Batch InputOverview [Extern]

Batch InputProcedure:Notes [Seite1158]

Lease-out BUS1130 / RentalAgreement Direct input: Data TransferProcess of Lease-Out MasterData [Seite 1163]

Rental unit BUS1133 / RentalUnit Direct input: Data TransferProcess of Rental Unit MasterData [Seite 1191]

You can also copy legacy data for Real Estate-specific input tax processingbased on German law: Input Tax Processing: Old Data Transfer (RE) [Seite 1221]

See also:Data Transfer Workbench (CA) [Extern]

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Batch Input Procedure: Notes

1158 April 2001

Batch Input Procedure: NotesCopying business partners

Problem:In the dialog, you select the role of the partner by double-clicking on the correspondingline; however, this is not possible for the batch input procedure.

Solution:

There are two possibilities:

Position cursor for batch input Restrict values (SAP recommendation)

Using BDC_CURSOR, position the cursorfor batch input.

bdcdata-fnam = BDC_CURSOR.bdcdate-fval = 03/02.append bdcdata.

The value for bdcdata-fval indicates theposition (line/column) on the screen. Notethat the first role is not in the first row butthe third.

Disadvantage: For this procedure,you have to know the exact line in whichthe role to be selected appears. If the roleassignment is changed in Customizing,the position of the roles may also changein the list.

On the screen containing the list of roles

a) Choose Restrict values (Ctrl+F5).

b) A dialog box appears in which you enterthe role.

c) After leaving the dialog box, you return tothe partner list; the role you entered nowappears right at the top and can beselected by using 'BDC_CURSOR', asshown opposite.

Page 1159: SAP Real Estate

SAP AG Real Estate Management

Lease-Out Master Data: Data Transfer Workbench (RE)

April 2001 1159

Lease-Out Master Data: Data Transfer Workbench (RE)DefinitionThis is a method for transferring lease-out master data with direct input [Extern].

UseYou use this method, if, for instance, you want to transfer lease-out master data from a previoussystem to the R/3 System during system installation.

If you are using this documentation as a source of information for the data transfer ofprevious releases (F3.04 - 4.0B), you must take account of the following notes inSAPNet - R/3 Frontend (Note numbers):

� 0096708

� 0096828

� 0097291

� 0100544

� 0100550

MethodLease-out master data is imported from a sequential file using direct input so as to create orchange master data.

During direct input the data is directly imported using a function module. The screens do not runin the background. In this way, this type of data transfer is much quicker than the batch input[Extern].

The program reads the sequential file that is designated as a program parameter and then theprogram updates the master data.

The system makes the same checks during automatic data transfer as it does duringmanual data entry. The same error messages and warnings are issued; data isposted in the same way and updated in the database.

Cash deposits are not transferred.

StructureThe fields that can be filled in the lease-out are defined by the transfer structure. There are thefollowing transfer structures for the lease-out:

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Lease-Out Master Data: Data Transfer Workbench (RE)

1160 April 2001

The following tables display a list of assignments of structure fields to screen fields."/" = No corresponding field in the screen.

a) Master data [Seite 1167]

b) Additional rental collateral [Seite 1171]

c) Adjustment block [Seite 1172]

d) Subsidies [Seite 1173]

e) Adjustment type [Seite 1174]

f) Sales header [Seite 1175]

g) Sales item [Seite 1176]

h) Condition header [Seite 1177]

i) Condition item [Seite 1179]

j) Index data [Seite 1183]

k) Partner assignment [Seite 1185]

l) Cost center assignment [Seite 1186]

See also: For information on lease-out master data, refer to Lease-Outs [Seite 164] in the RE - RealEstate documentation.

IntegrationTo simplify the transfer of old data, SAP supplies you with

Legacy System Migration Workbench (LSM Workbench)The LSM Workbench is not included in the standard scope of supply but you can request it forthe transfer of legacy data.

The LSM Workbench simplifies the generation of sequential files.

However, you do not have to have the LSM Workbench for data transfer.

Page 1161: SAP Real Estate

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Lease-Out Transfer - Information Sheet

April 2001 1161

Lease-Out Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Lease-out

Name of business object (BOR object) BUS1130

DX Workbench object and subobject number(s) (DX Workbench <= 4.5) 0310

Is object change document supported? No

Object long text Not supported

Data category Master

Number assignment Internal or external

Does a SAP number field exist in legacy system? Yes

TransactionsCreate FOTF

Other programsReports to display and evaluate transferred data available? No

Delete program for mass data or reversal function available? No

Change program for mass data available? Can mass tool be used? No

Tables / DatabasesRelevant tables vimimv, vimi32, vimi56, vzzusp, vimi54, vimiuh, vimiui, vikoko, vzzkopo,

vimi55, vzgpo, vimi38

Logical databases IDF

Tablespace

CustomizingCustomizing activities influencing data transfer See IMG, Customizing for Real Estate

Events and SequenceTime of transfer -

Data dependencies Business entity, building/property, rental unit, business partner

Page 1162: SAP Real Estate

Real Estate Management SAP AG

B. DI Information

1162 April 2001

SAP notesSAP note no., version no. 0185850 Field for consumer no. missing

0134412 Lease-out cannot be activated

0134410 Background job not possible

0131957 Background job cancelled

0118171 Message 63 632 in correspondence

0100550 Error while generating cash flow

0100544 Matchcode search unsuccessful

0097291 Lease-out no. does not exist

0096828 Lease out adjustment type incompatible with lease-outusage type

0096708 Zero conditions are not permitted

B. DI InformationDI transfer program RFVIMVDI

Restrictions and special remarks Cash deposits and free notice rules cannot be transferred

User exits and BAdIs available? No

Program to generate test data RFVIMVGN

Append structures Not available

Z structures Not available

NODATA characters Not available

RESET characters Not available

Page 1163: SAP Real Estate

SAP AG Real Estate Management

Data Transfer Process of RA Master Data

April 2001 1163

Data Transfer Process of RA Master DataPurposeAutomatic transfer of rental agreement master data from another system to the R/3 System usingdirect input.

ProcessThe data transfer file (flat file/sequential file) contains the data from the old system in a certainformat that is an SAP-compatible format [Seite 1166]. This is a prerequisite for a successful datatransfer. The principle of data transfer in the R/3 System can be seen from the following diagram:

Legacy system (Non-SAP system)

Transfer external data to the R/3 system

Data processing-program

Direct inputProgram

Data import

Sequentialfiles

Format descriptionSAP direct input

structureFormat

External system

R/3 System

Direct Input

DatabaseDatabase

Optional:

LSM Workbenchfor generatingthesequential files(simplifiesprocess)

Rental agreement master data is transferred in the following steps:

1. Identify the relevant fields [Extern]

The screens in the R/3 System are transaction-specific and process-specific. This meansthat the status of a field is influenced by certain factors and data combinations as well asbeing influenced by certain functions. A field can have the following statuses:

a) Entry is required (required entry field)

b) Entry is possible (optional entry field)

c) Entry is not possible (display field)

d) Hidden

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Data Transfer Process of RA Master Data

1164 April 2001

Check the data extraction from the legacy system and which fields have to be filled byexecuting the SAP transaction for the rental agreement.

2. Analyse transfer structure [Extern]

The rental agreement has the following transfer structures which define the possiblefields:

a) Master data [Seite 1167]

b) Additional rental collateral [Seite 1171]

c) Adjustment block [Seite 1172]

d) Subsidies [Seite 1173]

e) Adjustment type [Seite 1174]

f) Sales header [Seite 1175]

g) Sales item [Seite 1176]

h) Condition header [Seite 1177]

i) Condition item [Seite 1204]

j) Index data [Seite 1183]

k) Partner assignment [Seite 1185]

l) Cost center assignment [Seite 1186]

3. Example: Create Sample Data Transfer File [Extern] (test data transfer)

SAP recommends that you

� Request the LSM Workbench for simplifying the generation of sequential files

� Test the transfer procedure before the actual transfer from the legacy system

a) Write and test conversion program [Extern]

Extract the data that you have to transfer into the R/3 System by using a customer-specific program. Write the data in the required order into the sequential file. Beforeyou extract the data, you should be familiar with the control parameters of the rentalagreement master data maintenance.

You place the SAP-specific data such as transaction codes in the sequential file aswell as the data to be transferred. To generate the sequential file for the direct inputprocess, you have to compare the SAP system structure with the structure of yourold system. You might have to add to your data or change the format/length of thefield contents.

b) You can generate a sequential file with report RFVIMVGN (see the reportdocumentation).

Create master data with the rental agreement transactions and generate a sequentialfile from it. In this way, you can clearly see with what values the fields have to befilled.

c) You make the actual data transfer with report RFVIMVDI (see the reportdocumentation).

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Data Transfer Process of RA Master Data

April 2001 1165

The user who starts the data transfer must be authorized for rental agreementmaster data authorization. These authorizations are checked during data import.

The system makes the same checks during automatic data transfer as it does duringmanual data entry. The same error messages and warnings are issued; data isposted in the same way and updated in the database. If an error occurs duringimport, an error log is written.

This error file can be processed and read any number of times until all errors havebeen rectified.

d) You can edit and display the contents of the sequential file in a structured form withreport RFVIMVSH. This report helps you to locate errors in the sequential file andrectify them (see the report documentation).

4. Once you are familiar with the transfer principle, do steps 1-3 for your own original data.

You can find all relevant transactions for the rental agreement master data transfer inCustomizing for Real Estate with the relevant documentation: R/3 Real Estate �Production Startup Preparation.

ResultRental agreement master data is transferred to the R/3 system.

Page 1166: SAP Real Estate

Real Estate Management SAP AG

Notes on the Data Format (Rental Agreement)

1166 April 2001

Notes on the Data Format (Rental Agreement)� Line: BGR00 structure (folder header)

� The following lines contain the rental agreements to be transferred in concurrent order

� A rental agreement is introduced with the BVIMV00 structure (rental agreement master data).The BVIMVxx substructures that belong to this rental agreement follow in a random order. Assoon as there is a new rental agreement master data, the current rental agreement isfinished.

� A record consists of a string, the format of which is based on the BVIMVxx structure(structure fields are next to each other without a separator when field lengths are exactly thesame). Individual fields must be filled out (in relation to alignment, leading zero etc.) as wouldbe the case in online processing.

� The STYPE field (the first field in all structures) identifies the record type:

STYPE Structure Corresponding Tables Contents

0 - BGR00 Folder headers

1 BVIMV00 vimimv Master data

2 BVIMV01 vimi32 Addition rental collateral

3 BVIMV02 vimi56 Adjustment blocks

4 BVIMV03 vzzusp Extras

5 BVIMV04 vimi54 Adjustment types

6 BVIMV07 vikoko Condition headers

7 BVIMV08 vzzkopo Condition items

8 BVIMV10 vzgpo Partner allocations

9 BVIMV05 vimiuh Sales headers

A BVIMV06 vimiui Sales items

B BVIMV09 vimi55 Index adjustment data

C BVIMV11 vimi38 Cost center assignments

During rental agreement direct input, the nodat character is not used for theapplication.

If the fields are empty, you do not fill them.

If there are required fields, you will see an information message that there is an initialvalue for a required field.

Page 1167: SAP Real Estate

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Master Data Transfer Structure (BVIMV00)

April 2001 1167

Master Data Transfer Structure (BVIMV00)DefinitionA structure that defines the fields for the transfer of master data contained in a rental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

TCODE Transaction code / /

BUKRS Company code Initial screen Company code

SMIVE Rental agreement number Initial screen Rental agreement

SWENR Number of the business entity Master data Business entity

SMENR Number of the rental unit Master data Rental units

DMIBEG Rental start date Master data Rental start

DMIEND Rental end date Master data Rental end

DERZAHL Date of 1st debit position Payment data 1st debit pos.

SMVART Type of rental agreement Master data Contract type

SMVANART RA adjustment type Master data Adjustment type

DUNTBIS Date provisional agreementfrom

/ /

BKAUTION Security deposit amount Rental collateral Security deposit amount

SKAUTART Type of rental collateral Rental collateral Rental collateral

DEINKUE Date of receipt of notice / /

DKUEZU Rental agreement noticegiven per...

Master data Notice per

JMAHNSP Dunning block indicator / /

STECHEM Heating expenses settlementcompany evaluation group

/ /

JMINDER Rent reduction indicator / /

DSTAEN Status change date / /

DAKTV Rental agreement activation: / /

BUSAB Accounting clerk / /

JVERL Contract renewal Master data Renewal

JKAUFOPT Option to buy Master data Option to buy

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Master Data Transfer Structure (BVIMV00)

1168 April 2001

DKAUFOPT Purchase option date Master data Purch. option until

ANKUEN Notification until (for renewalof contract)

Master data Notif.months

DABTR Declaration of assignment Rental collateral Decl.of assignmnt

DFREIS Exemption (bank) Rental collateral Exemption

DABLF Expiry date Rental collateral Expires on

VERLG Renewal of contract by...months

Master data Renewal mnths

JBETRST Security deposit granted Rental collateral Amnt granted

DBKERH Cash deposit received on Rental collateral Received on

BANKKS Bank key / /

KUNNR Customer number primarycontract partner

Payment data Customer(PCP)

SPARTNR Alternative payer (partnernumber)

/ /

GSART Product type / /

MADAT Date of last dunning notice Payment data Last dun.not.

MANST Dunning level (batch inputfield)

Payment data Dunning level

JBKRZ Cash bond instalmentpayment

Rental collateral CshBndInstPmt

DEINZG Move-in date Master data Move-in date

DAUSZG Move-out date Master data Move-out date

JANPIB Adjustment being processed(indicator)

/ /

PRCTR Profit center Payment data Profit ctr

MABER Dunning area Payment data Dunning area

PROFL Settlement profile for costs / /

KOKRS Controlling area / /

ZUSP Subsidies available, indicator Conditions Subsidies available

REFNR Reference number forcollateral securities

Rental collateral Reference number

SBELEGNG RU occupancy by RA (usedby third-prty/private/corp.grp)

Payment data Occupancy

MANSP Dunning block Payment data Dunning block

DERSTDR Date when the rentalagreement was first printed

/ /

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Master Data Transfer Structure (BVIMV00)

April 2001 1169

DAENDDR Date when the rentalagreement was first changedand printed

/ /

JMFREI Condition is not checked Conditions Cond. not checked

DVMUN Contract signed by landlord Master data Signed on

JRMSCHPR Tenant service chargesettlement?

Apportionment units Tenant serv.chargesettlmnt

TDNAME Text name / /

KBK_PARTNR Partner number / /

GERSTD Places of jurisdiction Master data Place of jurisdiction

KONDPJ Conditions on rentalagreement effective per year(display)

Conditions Cond/year

JMABGR Accrual/deferral method onRA

Payment data Acc./def.meth.month

GSBER Business area Payment data Business area

SKUEKEY Notice key Master data Notice key

SKUEART Notice type of rentalagreement

Master data Type of Notice

E_SMIVE Agreement no. of collectiverental agreement

Initial Screen Collective RA

HBKID Short key for a house bank Payment data House bank

FEHLBEL Reference code falseoccupancy charges

Conditions False occup.charges

R1DATUM 1st date for vacating Payment data 1st dte for vacating

R2DATUM 2nd date for vacating Payment data 2nd dte for vacating

KLDATUM Date of complaint Payment data Complnt dte

KLAKTZEI Complaint reference code Payment data Complaint ref.code

IND_SECTOR Industry of master tenant Master data Industry

TXJCD Jurisdiction for tax calculation- tax jurisdiction code

/ /

DFLOWFIX Flows fixed upto / /

KOEIGR Account determination key foraccount determination

Payment data AccDetVal

BERGRP Authorization group Master data AuthGroup

KONTOBV Bank procedure accountnumber

Payment data BankPrAcct

Page 1170: SAP Real Estate

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Master Data Transfer Structure (BVIMV00)

1170 April 2001

Page 1171: SAP Real Estate

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Collateral Securities Transfer Structure (BVIMV01)

April 2001 1171

Collateral Securities Transfer Structure (BVIMV01)DefinitionA structure that defines the fields for the transfer of additional collateral securities contained in arental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

SICHNR Collateral securityidentification

Additional collateralsecurities

Coll. ID

SKAUTART Type of rental collateral Additional collateralsecurities

Type

BKAUTION Security deposit amount Additional collateralsecurities

Deposit

SICHGEB Guarantor Additional collateralsecurities

Guarantor

REFNR Reference number forcollateral securities

Additional collateralsecurities

Reference number

PARTNR Partner number / /

Page 1172: SAP Real Estate

Real Estate Management SAP AG

Adjustment Block Transfer Structure (BVIMV02)

1172 April 2001

Adjustment Block Transfer Structure (BVIMV02)DefinitionA structure that defines the fields for the transfer of adjustment blocks contained in a rentalagreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch input interface / /

SKOART The condition type - i.e. the smallestsubsection of the condition record

Adjustment block CTyp

DASPVON Adjustment block from Adjustment block Adj. bl. frm

DASPBIS Adjustment block to Adjustment block Adj. bl. unt

SASPGRD Reason for adjustment block Adjustment block RABI

Page 1173: SAP Real Estate

SAP AG Real Estate Management

Subsidy Transfer Structure (BVIMV03)

April 2001 1173

Subsidy Transfer Structure (BVIMV03)DefinitionA structure that defines the fields for the transfer of subsidies contained in a rental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch input interface / /

DGUELTAB Date condition valid from Subsidies Valid from

SBEWART Flow type / /

KUNNR Customer number Subsidies Customer

SANWDG Application type

BZUBETR Subsidy/allowance amount Subsidies Subsidy amount

PROZTEIL Percentage rate for condition items Subsidies Percent

BMAXBETR Maximum subsidy/allowance amount Subsidies Maximum amount

DFAELL Due date Subsidies Due on

AMMRHY Number of months in period Subsidies Freq. mon.

SFULT End-of-month indicator for due date Subsidies ED

SKOART The condition type - i.e. the smallestsubsection of the condition record

/ /

BVTYP Partner bank type Subsidies Part. bank type

ZLSCH Payment method Subsidies PM

DGUELBIS Valid-to date Subsidies to

ZUONR Allocation number / /

Page 1174: SAP Real Estate

Real Estate Management SAP AG

Adjustment Type Transfer Structure (BVIMV04)

1174 April 2001

Adjustment Type Transfer Structure (BVIMV04)DefinitionA structure that defines the fields for the transfer of adjustment types contained in a rentalagreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

SMVANART RA adjustment type Maintain adjustment type Adjustment type

DGABANRT Adjustment type valid-from date Maintain adjustment type Adjustment from

DBISANRT Adjustment type valid-to date Maintain adjustment type Adjustment to

SKOART The condition type - i.e. thesmallest subsection of thecondition record

/ /

Page 1175: SAP Real Estate

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Sales Header Transfer Structure (BVIMV05)

April 2001 1175

Sales Header Transfer Structure (BVIMV05)DefinitionA structure that defines the fields for the transfer of sale headers contained in a rentalagreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

SKOART The condition type - i.e. thesmallest subsection of thecondition record

Sales-based rent CondType

DGUELTIG Condition item valid from Sales-based rent Item valid from

BUMSPROJ Planned sales Sales-based rent Planned sales

BMINUMS Minimum sales / /

AMELDIN Sales reporting interval Sales-based rent Sales reporting interval

PPROZ0 Minimum percentage rate / /

NETTO_KZ Sales figures are net amounts Sales-based rent Net sales

MMINUMS Minimum sales in reportinginterval

Sales-based rent Min.sales/rep.inter.

GESUMSATZ Sales amounts refer to contractvalidity period

Sales-based rent Amount/contract per.

ABRVAR Settlement variant Sales-based rent Settlement variant

UEINHEIT Unit of measurement of salesreporting values

Sales-based rent Unit

UMINUMS Minimum sales in reportinginterval in units

Sales-based rent Min.sales/rep.inter.

UPLANUMS Planned sales in units Sales-based rent Planned sales

Page 1176: SAP Real Estate

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Sales Item Transfer Structure (BVIMV06)

1176 April 2001

Sales Item Transfer Structure (BVIMV06)DefinitionA structure that defines the fields for the transfer of sales items contained in a rental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch input interface / /

SKOART The condition type - i.e. the smallestsubsection of the condition record

Sales-based rent CondType

DGUELTIG Condition item valid from Sales-based rent Item valid from

BUMSATZ1 Sales (minimum) Sales-based rent Sales from

BUMSATZ2 Sales (maximum) Sales-based rent Sales up to

PPROZ Percentage of sales as rent Sales-based rent % rate

AMOUNT Minimum rent per sales grading Sales-based rent Minimum rent

UUMSATZ1 Sales (minimum in units) Sales-based rent Sales from

UUMSATZ2 Sales (maximum in units) Sales-based rent Sales up to

UEBETRAG Amount per unit of measure Sales-based rent Amount/UnitMeas.

Page 1177: SAP Real Estate

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Condition Header Transfer Structure (BVIMV07)

April 2001 1177

Condition Header Transfer Structure (BVIMV07)DefinitionA structure that defines the fields for the transfer of condition headers contained in a rentalagreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch input interface / /

DGUEL_KK Date condition valid from Conditions CondValFrm

NLFD_ANG Offer consecutive number / /

SSTATI Status of data record / /

SINKASSO Collection type / /

AMMRHY Number of months in period Conditions Freq. month

JPROR Indicator as to whether calculation shouldbe made pro rata

/ /

SFART Due date type / /

SZAWS Payment form (in advance, mid-period, inarrears)

Conditions Payment form

MWSKZ Tax code Payment Data Tax code

DMIEND Rental end date / /

JLASTOP Direct debit stop indicator / /

DLSTSP Direct debit stop as from / /

ZLSCH Rental agreement payment method Payment Data RA pmnt meth.

SVSTSOND Input tax opting reason Payment Data Opting reason

JBMONAT Indicator for calculating amount permonth

Conditions Amount per month

JVSTOPT Input tax opting (indicator) Payment Data Opting for inp.tax

GZLSCH Payment method for credit memos Payment Data Cred.memo pmntM

SZEITANT Indicator for pro rate calculations Payment Data Pro rate

SZBMETH Calculation method for time-dependentperiods

Payment Data Calculat.method

TXJCD Jurisdiction for tax calculation - taxjurisdiction code

/ /

SFKALRI Calculation of periods with flexible valid-todate?

Conditions Flexible periods

Page 1178: SAP Real Estate

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Condition Header Transfer Structure (BVIMV07)

1178 April 2001

Page 1179: SAP Real Estate

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Condition Item Transfer Structure (BVIMV08)

April 2001 1179

Condition Item Transfer Structure (BVIMV08)DefinitionA structure that defines the fields for the transfer of condition items contained in a rentalagreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

DGUEL_KK Date condition valid from Conditions CondValFrm

NLFD_ANG Offer consecutive number / /

SKOART The condition type - i.e. thesmallest subsection of the conditionrecord

/ /

DGUEL_KP Condition item valid from Conditions Valid from

SSTATI Status of data record / /

PKOND Percentage rate for condition items / /

BKOND Condition item currency amount Conditions Condition amount

SBASIS Calculation base indicator / /

SZSREF Reference interest rate / /

SZSREFVZ Sign for reference interest rate / /

AMMRHY Number of months in period Conditions Freq. mon.

ATTRHY Number of days acc. to frequency / /

SZAWS Payment form (in advance, mid-period, in arrears)

Conditions PF

RDIVNR Dividend coupon number / /

JNULLKON Condition form indicator / /

MWSKZ Tax code Conditions Tx

JBMONAT Indicator for calculating amount permonth

Conditions Amount/month

DVALUT Calculation date / /

DFAELL Due date / /

KUNNR Customer number / /

ZLSCH Payment method Conditions PM

BVTYP Partner bank type / /

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Condition Item Transfer Structure (BVIMV08)

1180 April 2001

MABER Dunning area / /

SPARTNR Business partner number / /

RKONT Quota number / /

SVULT Month end indicator for calculationdate

/ /

SFULT End-of-month indicator for due date / /

SVKALRI Field is no longer used / /

AVGSTAGE Number of working days for valuedate

/ /

AFGSTAGE Number of working days withregard to due date

/ /

SVKALZUS Field is no longer used / /

SFKALZUS Field is no longer used / /

SKALID Factory calendar / /

SZBMETH Interest calculation method / /

JSOFVERR Immediate settlement / /

DALLGEM General date / /

SZEGEN Generate incoming paymentimmediately

/ /

SBUST Posting control key / /

SKOPO Detailed identification for conditionitems

/ /

SALTKOND Bracket condition for alternativeconditions

/ /

SZINSANP Cross-referenced condition grp forinterest rate adjustment

/ /

SINCL Inclusive indicator for beginningand end of a period

/ /

SFORMREF Formula reference for the cash flowcalculator

/ /

SVARNAME Description of variables in cashflow calculator

/ /

SVWERK Shift calculation day to working day / /

SVMETH Method to determine the next valuedate

/ /

SFWERK Shift calculation day to working day / /

SFMETH Method to determine the next valuedate

/ /

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Condition Item Transfer Structure (BVIMV08)

April 2001 1181

DPKOND Determination date for percentagerate of condition items

/ /

AZGSTAGE Number of working days for interestfixing

/ /

SZKALRI Calendar direction for interest ratefixing

/ /

DZSREF Date fixing for benchmark interestrate in cash flow

/ /

SKALID2 Calendar ID 2 (valid in connectionwith calendar ID 1)

/ /

JGESUCHT Int. indicator for alternativecalculations

/ /

KURS1 Exchange rate (batch input field) / /

BBASIS Calculation base for conditions / /

SZWERK Shift calculation day to working day / /

SFINCL Inclusive indicator for beginningand end of a period

/ /

SRUNDVORF Rounding of interim results forprepayments

/ /

SZWKEY ID payment form with adjustmentdays

/ /

SFVMETH Update method for calculation/duedate

/ /

SDWERK Shift payment date to workday / /

SBERECH Indicator for calculation type / /

JPROZR Percentage calculation / /

SZEITANT Indicator for pro rate calculations / /

SFANT Ind. for due date-related investmentmath. calculations

/ /

SFRANZ Indicator for determining due date / /

KBKOND Condition amount independent ofcurrency

/ /

SBASFIX Indicator for fixing calculation basis / /

MANSP Dunning block / /

ZAHLS Payment block key / /

BKONDQM Amount per area unit Conditions Amnt/AU

JAREA Rental on basis of area? / /

SFLART Area type / /

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Real Estate Management SAP AG

Condition Item Transfer Structure (BVIMV08)

1182 April 2001

TXJCD Jurisdiction for tax calculation - taxjurisdiction code

Conditions Jurisdict. code

Page 1183: SAP Real Estate

SAP AG Real Estate Management

Index Data Transfer Structure (BVIMV09)

April 2001 1183

Index Data Transfer Structure (BVIMV09)DefinitionA structure that defines the fields for the transfer of index data contained in a rental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

SKOART The condition type - i.e. thesmallest subsection of thecondition record

Maintain index adjustmentdata

Condition type

DGABANRT Adjustment type valid-fromdate

Maintain index adjustmentdata

Adj.val.from

SINDART Index series for replacementvalues

Maintain index adjustmentdata

Index series

YBASISJ Index series base year Maintain index adjustmentdata

Base year

BINDPKT Index marker status at last rentadjustment

/ /

BPKTERH Absolute change of indexpoints for rent adjustment

Maintain index adjustmentdata

Point increase

PPKTERH Index type change inpercentage terms

Maintain index adjustmentdata

Perc. incr.

PERHPROZ Rent adjustment percentagerate increase

Maintain index adjustmentdata

Pass-on%

DANPAB Date of the first rentalagreement adjustment

Maintain index adjustmentdata

1. adj.frm

DANPLETZ Date of last index adjustment / /

JINDLOCK Index block indicator / /

DANPRYTH Adjustment frequency of rentaladjustment in months

Maintain index adjustmentdata

Adj. freq.

DANPNXT Date of next rental adjustment / /

JINDANP Ind. whether approval of tenantis necessary for adjustment

/ /

MANPVERZ Adjustment delay in months Maintain index adjustmentdata

Adjust. delay

BINDPKT1 Index status as base for firstrental adjustment

Maintain index adjustmentdata

1.ind.st.

Page 1184: SAP Real Estate

Real Estate Management SAP AG

Index Data Transfer Structure (BVIMV09)

1184 April 2001

BINDDAT1 Date on which the markers for1st adjustment are used

Maintain index adjustmentdata

IndexStart

DGENLZB Date of approval of rentalagreement by SCB

Maintain index adjustmentdata

SCB approved

JIXANPOB Rent can only be adjusted onan upward basis (indicator)

Maintain index adjustmentdata

Only increase

DANTLZB Date of application at SCB Maintain index adjustmentdata

Applied SCB

ISKL Index-adjusted rentalagreement: Index or spreadclause

Maintain index adjustmentdata

Ind/Spread

JERHSTD Use the stored forwardedpercentage rate ?

Maintain index adjustmentdata

Use forward.

Page 1185: SAP Real Estate

SAP AG Real Estate Management

Partner Assignment Transfer Structure (BVIMV10)

April 2001 1185

Partner Assignment Transfer Structure (BVIMV10)DefinitionA structure that defines the fields for the transfer of partner assignment (not the partner itself!)contained in a rental agreement.

StructureField Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

PARTNR Business partner number Partner maintenance Partner

ROLETYP Business partner role category Partner maintenance Role

DTRANS Transaction data key: System date / /

DBEBEZ Date of start of relationship / /

DENBEZ Date of end of relationship / /

APPL Business partner: Application / /

ADR_REF Address ID Partner maintenance Address

ROLE Business partner role type / /

PBEZ Relationship percentage / /

BBEZ Relationship amount / /

SBBEZ Currency key (BTCI) / /

KUNNR Customer number Partner maintenance Customer

GZLSCH Payment method for credit memos / /

BVTYP Partner bank type Partner maintenance Partner bank type

ZLSCH Payment method / /

SDUNNDOC Type of dunning letter / /

Page 1186: SAP Real Estate

Real Estate Management SAP AG

Cost Center Assign. Transfer Structure (BVIMV11)

1186 April 2001

Cost Center Assign. Transfer Structure (BVIMV11)DefinitionA structure that defines the fields for the transfer of cost centers contained in a rental agreement.

StructureTable Caption

Field Meaning Screen Screen Field

STYPE Record type for batch inputinterface

/ /

DATAB Date from which cost center isvalid for object

Assign cost center Valid from

KOSTL Cost center Assign cost center Cost center

Page 1187: SAP Real Estate

SAP AG Real Estate Management

Lease-Out Master Data: Data Transfer Workbench (RE)

April 2001 1187

Lease-Out Master Data: Data Transfer Workbench (RE)DefinitionThe method for transferring rental unit master data is in direct input [Extern]

UseYou use this method in several cases such as to transfer rental unit master data from a previoussystem into the R/3 System during system installation.

MethodRental unit master data is imported from a sequential file using direct input so as to create masterdata.

During direct input, the data is directly imported using a function module. The screens do not runin the background. In this way, this type of data transfer is much quicker than the batch input[Extern].

The program reads in the sequential file that is designated as a program parameter and then theprogram updates the master data.

The system makes the same checks during automatic data transfer as it does duringmanual data entry. The same error messages and warnings are issued; data isposted in the same way and updated in the database.

StructureThe fields that can be filled in the rental unit are defined by the transfer structure. There are thefollowing transfer structures for the rental unit:

Consecutive tables display an assignment list of structures to screen fields. "/" = Nocorresponding field in the screen.

a) Master record rental unit [Seite 1195]

b) Apportionment unit [Seite 1199]

c) Area [Seite 1200]

d) Room [Seite 1201]

e) Cost center [Seite 1202]

f) Condition header [Seite 1203]

g) Condition item [Seite 1204]

h) Owner [Seite 1205]

i) Partner [Seite 1206]

j) Addresses [Seite 1207]

Page 1188: SAP Real Estate

Real Estate Management SAP AG

Lease-Out Master Data: Data Transfer Workbench (RE)

1188 April 2001

k) User-defined fields [Seite 1208]

l) Relationship to PS [Seite 1210]

m) Relationship to PM [Seite 1211]

n) Fixtures and fittings characteristics [Seite 1212]

See also:You can find information about the rental unit master data in the RE - Real Estate documentationin the section Rental unit [Seite 54]

IntegrationTo simplify the transfer of old data, SAP supplies you with the

Legacy System Migration Workbench (LSM Workbench)The LSM Workbench is not included in the standard scope of supply but you can request it forthe transfer of old data.

The LSM Workbench simplifies the generation of sequential files. However, the LSMWorkbench is not an absolute prerequisite for data transfer.

Page 1189: SAP Real Estate

SAP AG Real Estate Management

Rental Unit Transfer - Information Sheet

April 2001 1189

Rental Unit Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Rental units

Name of business object (BOR object) BUS1130

DX Workbench object and subobject number(s) (DX Workbench <= 4.5) 0300 0000

Is object change document supported? Yes

Object long text Not supported

Data category Master data

Number assignment Internal or external

Does a SAP number field exist in legacy system? Not available

TransactionsCreate FOMEDI

Other programsReports to display and evaluate transferred data available? No

Delete program for mass data or reversal function available? No

Change program for mass data available? Can mass tool be used? No

Tables / DatabasesRelevant tables VIMI01, VZSORT, SANO1, VZGPO, VIEIGE,

VIMI02, VIMI08, VIMI38, VIOB38, VIOB39, VIOB41, VIOB42, VIKOKO,VZZKOPO

Logical databases IDF

Tablespace

CustomizingCustomizing activities influencing data transfer See IMG, Customizing for Real Estate

Events and SequenceTime of transfer

Data dependencies Partners and addresses used must be available already

Page 1190: SAP Real Estate

Real Estate Management SAP AG

B. DI Information

1190 April 2001

SAP notes0099551 Checking mandatory areas

0113332 Cash flow cannot be generated

0113993 Overflow of lock table

0114240 Background termination

0114803 Unnecessary error message 69999

0126550 Address is not transferred

0127626 Dialog box for address supplement

0130530 Termination on updating, internal error

0170777 Checking mandatory areas

0184391 Incomplete check of apportionment factors

B. DI InformationDI transfer program RFVIMEDI

Restrictions and special remarks -

User exits and BAdIs available? No

Program to generate test data RFVIMEGN

Append structures Not available

Z structures Not available

NODATA characters /

RESET characters Not available

Page 1191: SAP Real Estate

SAP AG Real Estate Management

Data Transfer Process for RU Master Data

April 2001 1191

Data Transfer Process for RU Master DataPurposeAutomatic transfer of rental unit master data from another system into the R/3 System usingdirect input.

ProcessThe data transfer file (flat file/sequential file) contains the data from the legacy system in a certainformat that is an SAP-compatible format [Seite 1194]. This is a prerequisite for a successful datatransfer. The principle of transfer in the R/3 System can be seen from the following diagram:

Legacy system (Non-SAP system)

Transfer external data to the R/3 system

Data processing-program

Direct inputProgram

Data import

Sequentialfiles

Format descriptionSAP direct input

structureFormat

External system

R/3 System

Direct Input

DatabaseDatabase

Optional:

LSM Workbenchfor generatingthesequential files(simplifiesprocess)

Rental unit master records is transferred in the following steps:

4. Identify the relevant fields [Extern]

The screens in the R/3 System are transaction-specific and process-specific. This meansthat the status of a field is influenced by certain factors and data combinations as well asbeing influenced by certain functions. A field can have the following statuses:

a) Entry required (required field)

b) Entry possible (optional field)

c) Entry is not possible (display field)

d) Hidden

Check the data extraction from the legacy system and which fields have to be filled byexecuting the SAP transaction for the rental unit.

Page 1192: SAP Real Estate

Real Estate Management SAP AG

Data Transfer Process for RU Master Data

1192 April 2001

5. Analyse transfer structure [Extern]

The rental unit has the following transfer structures which define the possible fields:

a) Master record rental unit [Seite 1195]

b) Apportionment unit [Seite 1199]

c) Area [Seite 1200]

d) Room [Seite 1201]

e) Cost center [Seite 1202]

f) Condition header [Seite 1203]

g) Condition item [Seite 1204]

h) Owner [Seite 1205]

i) Partner [Seite 1206]

j) Address [Seite 1207]

k) User-defined field [Seite 1208]

l) Connection to PS [Seite 1210]

m) Connection to PM [Seite 1211]

n) Fixtures and fittings characteristics [Seite 1212]

6. Example: Create Sample Data Transfer File [Extern] (test data transfer)

SAP recommends that you

� Request the LSM Workbench for simplifying the generation of sequential files

� Test the transfer procedure before the actual transfer from the legacy system

a) Write and test conversion program [Extern]

Extract the data that you have to transfer into the R/3 system by using a customer-specific program or the LSM Workbench. Write the data in the required order intothe sequential file. Before you extract the data, you should be familiar with the controlparameters of the rental agreement master data maintenance.

You place the SAP-specific data such as transaction codes in the sequential file aswell as the data to be transferred. To generate the sequential file for the direct inputprocess, you have to compare the SAP system structure with the structure of yourold system. You might have to add to your data or change the format/length of thefield contents.

b) You can generate a sequential file with report RFVIMEGN (see the reportdocumentation).

Create a master record with the rental unit transactions and generate a sequentialfile from it. In this way, you can clearly see with what values the fields have to befilled.

c) You make the data transfer with report RFVIMEDI (see the report documentation).

The user who starts the data transfer must be authorized for rental unit master dataauthorization. These authorizations are checked during data import.

Page 1193: SAP Real Estate

SAP AG Real Estate Management

Data Transfer Process for RU Master Data

April 2001 1193

The system makes the same checks during automatic data transfer as it does duringmanual data entry. The same error messages and warnings are issued; data isposted in the same way and updated in the database. If an error occurs duringimport, an error log is written.

This error file can be processed and read any number of times until all errors havebeen rectified.

d) You can edit and display the contents of the sequential file in a structured form withreport RFVIMESH. This report helps you to locate errors in the sequential file andrectify them (see the report documentation).

4. Once you are familiar with the transfer principle, do steps 1-3 for your own original data.

You can find all relevant transactions for the rental unit master data transfer inCustomizing for Real Estate with the relevant documentation: R/3 Real Estate �Production Startup Preparation.

ResultError-free rental unit master records are transferred to the R/3 system.

Page 1194: SAP Real Estate

Real Estate Management SAP AG

Notes on the Data Format (Rental Unit)

1194 April 2001

Notes on the Data Format (Rental Unit)� Line: BGR00 structure (folder header)

� The following lines contain the rental units to be transferred in concurrent order

� A rental unit is introduced with the BVIME00 structure (rental unit master data). The BVIMExxsubstructures that belong to this rental unit follow in a random order. As soon as there is newrental unit master data, the current rental unit is finished.

� A record consists of a string, the format of which is based on the BVIMExx structure(structure fields are next to each other without a separator when field lengths are exactly thesame). Individual fields must be filled out (in relation to alignment, leading zero etc.) as wouldbe the case in online processing.

� The STYPE field (the first field in all structures) identifies the record type:

STYPE Structure Contents

1 bvime00 Master data rental units

3 bvime02 Apportionment units

4 bvime03 Areas

5 bvime05 Number of rooms

6 bvime06 Cost centers

7 bvime07 Condition headers

8 bvime08 Condition items

9 bvime09 Owners

F bvime10 Partners

A bvime11 Addresses

B bvime12 User-defined fields

C bvime13 Relationships to PS

D bvime14 Relationships to PM

E bvime15 Fixtures and fittings characteristics

During rental unit direct input, the nodat character is used for the application:

If the default value for a field in Customizing is not overwritten, then the Nodatacharacter is to be used for such a field.

Page 1195: SAP Real Estate

SAP AG Real Estate Management

Master Record RU Transfer Structure (BVIME00)

April 2001 1195

Master Record RU Transfer Structure (BVIME00)DefinitionA structure that defines the fields for the transfer of master data contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type for batchinput interface

/ / / /

MANDT Client (batch input) / / Client /

RFAKT Conversion factor forfractional share ofproperty

SAPLFVIE0010

Owner factor VIEIGE-RFAKT

Factor 1 /

STECHEM Heating expensessettlement companyevaluation group

SAPLFV7E0060

Consumernumber

VIMI01-STECHEM

EG-heat.sett.comp.

ABNNR Identification of rentalagreement atsettlement company

SAPLFV7E0060

Consumernumber

VIMI01-ABNNR

Consumernumber

BUKRS Company code SAPLFV7E0100

Initial screen VIMI01-BUKRS

Company code

SWENR Number of thebusiness entity

SAPLFV7E0100

Initial screen VIMI01-SWENR

Business entity

SMENR Number of the rentalunit

SAPLFV7E0100

Initial screen VIMI01-SMENR

Rental unit

SNUNR Rental unit externalusage type

SAPLFV7E0100

Initial screen VIMI01-SNUNR

Usage type

SGRNR Property number forBE

SAPLFV7E0910

General data VIMI01-SGRNR

Property

SGENR Building number SAPLFV7E0910

General data VIMI01-SGENR

Building

SGEBSWENR

BE no.of rental unit towhich the RU islinked

SAPLFV7E0910

General data VIMI01-SGEBSWENR

RU linked to

SGEBSMENR

RU no. of rental unitto which the RU islinked

SAPLFV7E0910

General data VIMI01-SGEBSMENR

RU linked to

Page 1196: SAP Real Estate

Real Estate Management SAP AG

Master Record RU Transfer Structure (BVIME00)

1196 April 2001

SGRUNDB Land register SAPLFV7E0910

General data VIMI01-SGRUNDB

Land register

DBEZU Date of initial usage SAPLFV7E0910

General data VIMI01-DBEZU

Initial usage

DWTVERM Date: Subsequentrental

SAPLFV7E0910

General data VIMI01-DWTVERM

Subseq.rntl

AZIMM Number of rooms SAPLFV7E0910

General data VIMI01-AZIMM Room

AHALBZI Number of half rooms SAPLFV7E0910

General data VIMI01-AHALBZI

Half room

SALTNR Number of rental unitin existing real estatesystem

SAPLFV7E0910

General data VIMI01-SALTNR

RU no. old

DBINDBIS Obligation period until SAPLFV7E0910

General data VIMI01-DBINDBIS

Oblig.to

RBELBIND Occupancycommitment key

SAPLFV7E0910

General data VIMI01-RBELBIND

Occup.commitm.

JVORSTEIG

Input tax deductionfor vacancy

SAPLFV7E0910

General data VIMI01-JVORSTEIG

Inp.tax ded.vacancy

XSTANDNR

Number of garage /parking space

SAPLFV7E0910

General data VIMI01-XSTANDNR

Park space no.

JEIGWOHN

Condominiumowners' association

SAPLFV7E0910

General data VIMI01-JEIGWOHN

Own.association

PRCTR Profit center SAPLFV7E0910

General data VIMI01-PRCTR

Profit center

XMETXT Text for rental unit SAPLFV7E0910

General data VIMI01-XMETXT

Rental unit text

GSBER Business area SAPLFV7E0910

General data VIMI01-GSBER

Business area

TXJCD Jurisdiction for taxcalculation - taxjurisdiction code

SAPLFV7E0910

General data VIMI01-TXJCD Jurisdict.code

BERGRP Authorization group SAPLFV7E0910

General data VIMI01-BERGRP

AuthGroup

SGRUNDB Land register number SAPLFV7E0910

General data VIMI01-SGRUNDB

Land registernumber

UMBRAUM Cubic volume SAPLFV7E0920

Additional data VIMI01-UMBRAUM

Cubic volume

DRESAB Date: Reserved from SAPLFV7E0920

Additional data VIMI01-DRESAB

Date:Reserved from

Page 1197: SAP Real Estate

SAP AG Real Estate Management

Master Record RU Transfer Structure (BVIME00)

April 2001 1197

DRESBIS Date: Reserved upto SAPLFV7E0920

Additional data VIMI01-DRESBIS

Date: Res.upto

SBWNR Application number SAPLFV7E0920

Additional data VIMI01-SBWNR

Reserved for

PERHOE Percentage rateincrease

SAPLFV7E0920

Additional data VIMI01-PERHOE

Increase (%)

RPROZGRD

Reason for variancein rate of percentageincrease

SAPLFV7E0920

Additional data VIMI01-RPROZGRD

Variancereason

JKONDMV Transfer conditions toRU when rentalagreement expires?

SAPLFV7E0920

Additional data VIMI01-JKONDMV

Transfer RAcond.

PKONDMV Percentage rate fortransfer of terms fromRA to RU

SAPLFV7E0920

Additional data VIMI01-PKONDMV

Trnsfrpercent.rate

JRMSCHPR

Tenant servicecharge settlement?

SAPLFV7E0920

Additional data VIMI01-JRMSCHPR

Tenantserv.chargesettlmnt

DHPZSAKT

CH rent adj.:Date ofmort.rate loan statusfor current rent

SAPLFV7E0920

Additional data VIMI01-DHPZSAKT

StatusMort.RtLn

DUTBKAKT

CH rnt adj.:Dtemaint./oper.costsindex status for newrent

SAPLFV7E0920

Additional data VIMI01-DUTBKAKT

Mnt/OprCstStat

DTEURAKT

CH rnt adj.:Dte ofliving stndrd indexstatus for curr.rent

SAPLFV7E0920

Additional data VIMI01-DTEURAKT

StandLivIndexstatus

BRDBRTZZ

Actual gross yieldearned

SAPLFV7E0920

Additional data VIMI01-BRDBRTZZ

Actual grossyield

BRDBRTKD

Marginal gross yield SAPLFV7E0920

Additional data VIMI01-BRDBRTKD

Break-evengross yield

SBASTEU CH rnt adj.: Baseyear for standard ofliving index

SAPLFV7E0920

Additional data VIMI01-SBASTEU

Stand.livingbase yr

KOEIGR Accountdetermination key foraccountdetermination

SAPLFV7E0920

Additional data VIMI01-KOEIGR

AccDetVal

PAUSFW Percentage rateapportionment lossrisk

SAPLFV7E0920

Additional data VIMI01-PAUSFW

Percentagerateapportionmentloss risk

Page 1198: SAP Real Estate

Real Estate Management SAP AG

Master Record RU Transfer Structure (BVIME00)

1198 April 2001

OFRDVON Public subsidy from SAPLFV7E0920

Additional data VIMI01-OFRDVON

Public subsidyfrom

OFRDBIS Public subsidy to SAPLFV7E0920

Additional data VIMI01-OFRDBIS

Public subsidyto

PAUSFW Percentagesurcharge apport.lossrisk

SAPLFV7E0920

Additional data VIMI01-PAUSFW

SGEBT Part of building SAPLFV7E0930

Fixtures andfittings

VIMI01-SGEBT

Part of building

XAUSTKL Fixtures and fittingscategory

SAPLFV7E0930

Fixtures andfittings

VIMI01-XAUSTKL

Fixtures andfittingscategory

PZUABSP Surcharge orreduction forrepresentative list ofrents

SAPLFV7E0930

Fixtures andfittings

VIMI01-PZUABSP

Surch./red.(%)

RLGESCH Loc. in storey SAPLFV7E0930

Fixtures andfittings

VIMI01-RLGESCH

Loc. in storey

SSTOCKW Floor SAPLFV7E0930

Fixtures andfittings

Internal key forfloor

Floor

SSTCKBIS For RUs with severalfloors: top floor of RU

SAPLFV7E0930

Fixtures andfittings

Internal key forfloor to

Floor up to

DRESTAUR

Date ofreconstruction/extensive modernization

SAPLFV7E0930

Fixtures andfittings

VIMI01-DRESTAUR

Mod.date

SPOSINMSP

Base value for fittinginto range of rep.listor rent field

SAPLFV7E0930

Fixtures andfittings

VIMI01-SPOSINMSP

PPOSINMSP

Percentage values forfitting into range ofrep.list or rent field

SAPLFV7E0930

Fixtures andfittings

VIMI01-PPOSINMSP

Page 1199: SAP Real Estate

SAP AG Real Estate Management

Apportionment Unit Transfer Structure (BVIME02)

April 2001 1199

Apportionment Unit Transfer Structure (BVIME02)DefinitionA structure that defines the fields for the transfer of apportionment units contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

SABRG

Apportionment unit SAPLFV7E 900

Apportionmentunits

VIMI08-SABRG Apportionmentunit

DGAB Date when theapportionmentfactor becomesvalid

SAPLFV7E 900

Apportionmentunits

VIMI08-DGAB Valid from

BABRE Apportionmentfactor

SAPLFV7E 900

Apportionmentunits

VIMI08-BABRE Apportionmentfactor

XEINHEIT

Units of measurefor apportionmentsunits-RU

SAPLFV7E 900

Apportionmentunits

VIMI08-XEINHEIT

Unit

Page 1200: SAP Real Estate

Real Estate Management SAP AG

Area Transfer Structure (BVIME03)

1200 April 2001

Area Transfer Structure (BVIME03)DefinitionA structure that defines the fields for the transfer of areas contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

SFLART

Area type SAPLFVAK 0100

Areas VIOB41-SFART Type

DGULTAB

Date from whichassignment isvalid

SAPLFVAK 0100

Areas VIOB41-DGULTAB

Valid from

FQMFLART

Area of area unit SAPLFVAK 0100

Areas VIOB41-FQMFLART

Area

FEINS Area unit SAPLFVAK 0100

Areas VIOB41-FEINS Unit

Page 1201: SAP Real Estate

SAP AG Real Estate Management

Room Transfer Structure (BVIME05)

April 2001 1201

Room Transfer Structure (BVIME05)DefinitionA structure that defines the field for the transfer of number of rooms contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type forbatch inputinterface

/ / / /

SRAART

Room type SAPLFV7E 0940

Room types VIOB10-SRAART

Type

BRAART

Number of roomsfor a room type

SAPLFV7E 0940

Room types VIOB10-BRAART

Number

Page 1202: SAP Real Estate

Real Estate Management SAP AG

Cost Center Transfer Structure (BVIME06)

1202 April 2001

Cost Center Transfer Structure (BVIME06)DefinitionA structure that defines the fields for the transfer of cost centers contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type forbatch inputinterface

SAPLFVMK 0200

Cost centers VIMI38-DATAB Valid from

DATAB

Date from whichcost center is validfor object

SAPLFVMK 0200

Cost centers VIMI38-KOSTL Cost center

KOSTL

Cost center / / / /

Page 1203: SAP Real Estate

SAP AG Real Estate Management

Condition Header Transfer Structure (BVIME07)

April 2001 1203

Condition Header Transfer Structure (BVIME07)DefinitionA structure that defines the fields for the transfer of condition headers contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

DGUEL_KK

Date conditionvalid from

SAPLFV7E 0030

Condition header KOKO_KEY-DGUEL_KK

CondValFrm

Page 1204: SAP Real Estate

Real Estate Management SAP AG

Condition Item Transfer Structure (BVIME08)

1204 April 2001

Condition Item Transfer Structure (BVIME08)DefinitionA structure that defines the fields for the transfer of condition items contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

SKOART

The conditiontype - i.e. thesmallestsubsection of thecondition record

SAPLFV7E 0950

Conditions Condition typeinternal key

Condition type

DGUEL_KP

Condition itemvalid from

SAPLFV7E 0950

Conditions VZZKOPO-DGUEL_KP

Valid from

BKOND Condition itemcurrency amount

SAPLFV7E 0950

Conditions VZZKOPO-BKOND

Condition amount

BKONDQM

Condition itemcurrency amount

SAPLFV7E 0950

Conditions VZZKOPO-BKONDQM

Amount/

JAREA Rental on thebasis of area

SAPLFV7E 0950

Conditions VZZKOPO-JAREA

Abs (area basis)

SFLART

Area type SAPLFV7E 0950

Conditions VZZKOPO-SFLART

Type

Page 1205: SAP Real Estate

SAP AG Real Estate Management

Owner Transfer Structure (BVIME09)

April 2001 1205

Owner Transfer Structure (BVIME09)DefinitionA structure that defines the fields for the transfer of owners contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

NLFDEIG

Consecutiveowner number foran object

SAPLFVIE 0100

Owner VIEIGE-NLFDEIG

No.

BRUTEIL

Fractional share SAPLFVIE 0100

Owner VIEIGE-BRUTEIL

Fraction

BMITEIG

Co-ownershipshare

SAPLFVIE 0100

Owner VIEIGE-BMITEIG Co-owner

PANTEIL

Ownership share SAPLFVIE 0100

Owner VIEIGE-PANTEIL

Share

SPARTNR

Business partnernumber

/ / Partner number /

ADR_REF

Address ID / / Address ID /

SVWNR

Managementcontract number

/ / / /

DGULTAB

Date from whichassignment isvalid

SAPLFVIE 0100

Owner VIEIGE-DGULTAB

Valid from

DGULTBIS

Date up to whenassignment isvalid

SAPLFVIE 0100

Owner VIEIGE-DGULTBIS

Valid to

Page 1206: SAP Real Estate

Real Estate Management SAP AG

Partner Transfer Structure (BVIME10)

1206 April 2001

Partner Transfer Structure (BVIME10)DefinitionA structure that defines the fields for the transfer of business partners contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

PARTNR

Business partnernumber

Partner number

ROLETYP

Business partnerrole category

Role category

ROLE Business partnerrole type

Role type

It is assumed that the partner and its partner number have already been entered intothe system with the corresponding role.

Page 1207: SAP Real Estate

SAP AG Real Estate Management

Address Transfer Structure (BVIME11)

April 2001 1207

Address Transfer Structure (BVIME11)DefinitionA structure that defines the fields for the transfer of addresses contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type forbatch inputinterface

/ / / /

ADRNR

Address number Address number

It is assumed that the address and its address number have already been enteredinto the system.

Page 1208: SAP Real Estate

Real Estate Management SAP AG

User-Defined Field Transfer Structure (BVIME12)

1208 April 2001

User-Defined Field Transfer Structure (BVIME12)DefinitionA structure that defines the fields for the transfer of user-defined fields contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type forbatch inputinterface

SAPLFVIQ 0105

User-definedfields

/ /

SLWID

Key word ID for theuser-defined fields

SAPLFVIQ 0105

User-definedfields

VZSORT-SLWID

USR00

User-defined fieldfor 20 characters

SAPLFVIQ 0105

User-definedfields

VZSORT-USR00

USR01

User-defined fieldfor 20 characters

SAPLFVIQ 0105

User-definedfields

VZSORT-USR01

USR02

User-defined fieldfor 10 characters

SAPLFVIQ 0105

User-definedfields

VZSORT-USR02

USR03

User-defined fieldfor 10 characters

SAPLFVIQ 0105

User-definedfields

VZSORT-USR03

USR04

User-defined fieldfor quantity (length10.3)

SAPLFVIQ 0105

User-definedfields

VZSORT-USR04

USE04

User-defined field:Unit quantity fields

SAPLFVIQ 0105

User-definedfields

VZSORT-USE04

USR05

User-defined fieldfor quantity (length10.3)

SAPLFVIQ 0105

User-definedfields

VZSORT-USR05

USE05

User-defined field:Unit quantity fields

SAPLFVIQ 0105

User-definedfields

VZSORT-USE05

USR06

User-defined fieldfor values (length10.3)

SAPLFVIQ 0105

User-definedfields

VZSORT-USR06

USE06

User-defined field:Unit value fields

SAPLFVIQ 0105

User-definedfields

VZSORT-USE06

USR07

User-defined fieldfor values (length10.3)

SAPLFVIQ 0105

User-definedfields

VZSORT-USR07

Page 1209: SAP Real Estate

SAP AG Real Estate Management

User-Defined Field Transfer Structure (BVIME12)

April 2001 1209

USE07

User-defined field:Unit value fields

SAPLFVIQ 0105

User-definedfields

VZSORT-USE07

USR08

User-defined fieldsfor date

SAPLFVIQ 0105

User-definedfields

VZSORT-USR08

USR09

User-defined fieldsfor date

SAPLFVIQ 0105

User-definedfields

VZSORT-USR09

USR10

User-defined fields:Indicators forevaluations

SAPLFVIQ 0105

User-definedfields

VZSORT-USR10

USR11

User-defined fields:Indicators forevaluations

SAPLFVIQ 0105

User-definedfields

VZSORT-USR11

Page 1210: SAP Real Estate

Real Estate Management SAP AG

Relationships to PS Transfer Structure (BVIME13)

1210 April 2001

Relationships to PS Transfer Structure (BVIME13)DefinitionA structure that defines the fields for the transfer of the relationship field of a rental unit to the PScomponent.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type for batchinput interface

/ / / /

PSPNR

Project structure planelement (PSP element)

SAPLFVPS0300

Projectsystems

VIOB38-PSPNR

Internal positionnumber

Page 1211: SAP Real Estate

SAP AG Real Estate Management

Relationships to PM Transfer Structure (BVIME14)

April 2001 1211

Relationships to PM Transfer Structure (BVIME14)DefinitionA structure that defines the fields for the transfer of relationship fields contained in a rental unit tothe PM component.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE

Record type forbatch input interface

/ / / /

TPLNR

Functional location SAPLFVPM 0300

Plantmaintenance

VIOB39-TPLNR Functionallocation

Page 1212: SAP Real Estate

Real Estate Management SAP AG

Fixtures and Fittings Transfer Structure (BVIME15)

1212 April 2001

Fixtures and Fittings Transfer Structure (BVIME15)DefinitionA structure that defines the fields for the transfer of fixtures and fittings contained in a rental unit.

StructureScreen Screen

Field

Tech. name Name Tech. name Name

Field Meaning

STYPE Record type forbatch inputinterface

/ / / /

SMERKMA

Characteristic SAPLFV7E 0930

Fixtures andfittings

VIMI02-SMERKMA

Characteristic

BPKTE Number of pointsused to gradefixtures and fittingscharacteristics

SAPLFV7E 0930

Fixtures andfittings

VIMI02-BPKTE Obj.pnt

BZUSINF

Additional value forthe characteristic

SAPLFV7E 0930

Fixtures andfittings

VIMI02-BZUSINF AddVal

BMMVALFE

Amount per areaunit for a fixturesand fittingscharacteristic

SAPLFV7E 0900

Fixtures andfittings

VIMI02-BMMVALFE

Amnt/AU

DMMGUELAB

Valid from: date ofa fixtures andfittingscharacteristic

SAPLFV7E 0900

Fixtures andfittings

VIMI02-DMMGUELAB

Valid from

VVSIHMA

Modernizationmeasure

SAPLFV7E 0900

Fixtures andfittings

VIMI02-SIHMA Modernizationmeasure

Page 1213: SAP Real Estate

SAP AG Real Estate Management

Business Entity Transfer - Information Sheet

April 2001 1213

Business Entity Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Business entity

Name of business object (BOR object) BUS1123

DX Workbench object and subobject number(s) (DXWorkbench <= 4.5)

0320 0000 (from Release 4.6C)

Is object change document supported? Yes

Object long text Not supported

Data category Master data

Number assignment Internal or external

Does a SAP number field exist in legacy system? Not available

TransactionsCreate FOWEDI

Other programsReports to display and evaluate transferred data available? No

Delete program for mass data or reversal function available? No

Change program for mass data available? Can mass tool be used? No

Tables / DatabasesRelevant tables VIOB01, VZSORT, SANO1, VZGPO, VIEIGE,

VIOB07, VIOB38, VIOB39, VIOB42

Logical databases IDF

Tablespace

CustomizingCustomizing activities influencing data transfer See IMG, Customizing for Real Estate

Events and SequenceTime of transfer

Data dependencies Partners and addresses used must be available already

Page 1214: SAP Real Estate

Real Estate Management SAP AG

B. DI Information

1214 April 2001

SAP notesSAP note no., version no. -

B. DI InformationDI transfer program RFVIWEDI

Restrictions and special remarks -

User exits and BAdIs available? No

Program to generate test data RFVIWEGN

Append structures Not available

Z structures Not available

NODATA characters /

RESET characters Not available

Page 1215: SAP Real Estate

SAP AG Real Estate Management

General Contract Transfer - Information Sheet

April 2001 1215

General Contract Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Real Estate general contract

Name of business object (BOR object) BUS1134

DX Workbench object and subobject number(s) (DX Workbench<= 4.5)

Not available

Is object change document supported? Yes

Object long text Yes

Data category Master data

Number assignment Both

Does a SAP number field exist in legacy system? Yes

TransactionsCreate FOIM

Change FOIO

Display FOIP

Delete Not available

Other programsReports to display and evaluate transferred dataavailable?

RFVICN50 (contract data reporting)

Delete program for mass data or reversal functionavailable?

No

Change program for mass data available? Can mass toolbe used?

No

Tables / DatabasesRelevant tables VICN01, VICN03, VIKOKO, VZZKOPO, VIOBOV

Logical databases RECONTRACT

Tablespace

CustomizingCustomizing activities influencing data transfer General contract

Page 1216: SAP Real Estate

Real Estate Management SAP AG

B. BI/ DI Information

1216 April 2001

Events and SequenceTime of transfer Any

Data dependencies Customizing of general contract

SAP notesSAP note no., version no. Not available

B. BI/ DI InformationTransfer program RKCFILE7 - TCD: KCLJ

Restrictions and special remarks Resubmission data is not transferred

User exits and BAdIs available? BTE: 00708001 Number assignment

Program to generate test data RFVIRECNFILED - TCD: FOIJ

Append structures

Z structures

NODATA characters /

RESET characters

Page 1217: SAP Real Estate

SAP AG Real Estate Management

Building Transfer - Information Sheet

April 2001 1217

Building Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Building

Name of business object (BOR object) BUS1126

DX Workbench object and subobject number(s) (DXWorkbench <= 4.5)

0340 0000 (from Release 4.6C)

Is object change document supported? Yes

Object long text Not supported

Data category Master data

Number assignment Internal or external

Does a SAP number field exist in legacy system? Not available

TransactionsCreate FOGEDI

Other programsReports to display and evaluate transferred data available? No

Delete program for mass data or reversal function available? No

Change program for mass data available? Can mass tool be used? No

Tables / DatabasesRelevant tables VIOB03, VZSORT, SANO1, VZGPO, VIEIGE,

VIOB04, VIOB05, VIOB20, VIOB37, VIOB38, VIOB39, VIOB41, VIOB42

Logical databases IDF

Tablespace

CustomizingCustomizing activities influencing data transfer See IMG, Customizing for Real Estate

Events and SequenceTime of transfer

Data dependencies Partners and addresses used must be available already

Page 1218: SAP Real Estate

Real Estate Management SAP AG

B. DI Information

1218 April 2001

SAP notesSAP note no., version no. None

B. DI InformationDI transfer program RFVIGEDI

Restrictions and special remarks -

User exits and BAdIs available? No

Program to generate test data RFVIGEGN

Append structures Not available

Z structures Not available

NODATA characters /

RESET characters Not available

Page 1219: SAP Real Estate

SAP AG Real Estate Management

Property Transfer - Information Sheet

April 2001 1219

Property Transfer - Information Sheet

A. Object ProfileObject name and identificationName of application object Property

Name of business object (BOR object) BUS1128

DX Workbench object and subobject number(s) (DXWorkbench <= 4.5)

0330 0000 (from Release 4.6C)

Is object change document supported? Yes

Object long text Not supported

Data category Master data

Number assignment Internal or external

Does a SAP number field exist in legacy system? Not available

TransactionsCreate FOGRDI

Other programsReports to display and evaluate transferred data available? No

Delete program for mass data or reversal function available? No

Change program for mass data available? Can mass tool be used? No

Tables / DatabasesRelevant tables VIOB03, VZSORT, SANO1, VZGPO, VIEIGE,

VIOB06, VIOB35, VIOB37, VIOB38, VIOB39, VIOB41, VIOB42

Logical databases IDF

Tablespace

CustomizingCustomizing activities influencing data transfer See IMG, Customizing for Real Estate

Events and SequenceTime of transfer

Data dependencies Partners and addresses used must be available already

Page 1220: SAP Real Estate

Real Estate Management SAP AG

B. DI Information

1220 April 2001

SAP notesSAP note no., version no. None

B. DI InformationDI transfer program RFVIGRDI

Restrictions and special remarks -

User exits and BAdIs available? No

Program to generate test data RFVIGRGN

Append structures Not available

Z structures Not available

NODATA characters /

RESET characters Not available

Page 1221: SAP Real Estate

SAP AG Real Estate Management

Input Tax Processing: Old Data Transfer (RE)

April 2001 1221

Input Tax Processing: Old Data Transfer (RE)PurposeTo transfer relevant data when using the RE input tax processing.

See also:Input tax processing scenario [Seite 837]

ProcessThe transfer is not made via the data transfer workbench but by reports. These reports and thecorresponding documentation can be found in:

R/3 Real Estate � Prepare production start up � Transfer old data for input tax processing