IBM TRIRIGA 10 Lease and Owned Property Contract ...docshare02.docshare.tips/files/21476/214761135.pdfReal Estate Contract Management IBM TRIRIGA Real Estate Manager allows companies

© Copyright IBM Corp. 2011 i

IBM TRIRIGA Version 10.2

Lease and Owned Property Contract Management User Guide

Note Before using this information and the product it supports, read the information in “Notices” on page 251.

This edition applies to version 10, release 2, modification 0 of IBM® TRIRIGA® and to all subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2011. All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

© Copyright IBM Corporation 2011.

Contents

ABOUT THIS GUIDE ........................................................................................................... 1

Conventions ........................................................................................................................................................................ 1

Intended Audience ............................................................................................................................................................. 1

Prerequisites ....................................................................................................................................................................... 1

Support ............................................................................................................................................................................... 1

1. CONTRACT MANAGEMENT ..................................................................................... 2

Real Estate Contract Management .................................................................................................................................. 2

Asset Lease Contract Management .................................................................................................................................. 3

2. CONTRACT HOME PORTALS .................................................................................. 4

Real Estate Contract Home Portals ................................................................................................................................. 4 Application Administrator Portal .................................................................................................................................... 4 Real Estate Contract Manager Portal ............................................................................................................................... 5 Lease Accounting Manager (Lease Accountant) Portal .................................................................................................. 5

Asset Lease Contract Home Portals ................................................................................................................................. 5 Asset Manager Portal ...................................................................................................................................................... 6 Lease Accounting Manager (Lease Accountant) Portal .................................................................................................. 6

3. CONTRACT SETUP ................................................................................................... 7

Real Estate Contract Setup ............................................................................................................................................... 7 Templates ........................................................................................................................................................................ 7 Classifications ............................................................................................................................................................... 10 Lists ............................................................................................................................................................................... 10 Locations ....................................................................................................................................................................... 11 Contacts ......................................................................................................................................................................... 11 Application Settings ...................................................................................................................................................... 12 Configure for OSCRE Interface .................................................................................................................................... 13

Asset Lease Contract Setup ............................................................................................................................................ 14 Templates ...................................................................................................................................................................... 14 Classifications ............................................................................................................................................................... 16 Lists ............................................................................................................................................................................... 17 Locations ....................................................................................................................................................................... 17 Contacts ......................................................................................................................................................................... 17

4. CONTRACT PROCESS ........................................................................................... 18

Real Estate Contract Abstract Process .......................................................................................................................... 18 Lease Abstract ............................................................................................................................................................... 19 Lease Abstract Clause – Common Elements ................................................................................................................. 83 Lease Abstract Process – Common Elements ................................................................................................................ 89 Lease Abstract Process – OSCRE Interface ................................................................................................................ 128 Real Estate Lease ......................................................................................................................................................... 135 Owned Property (Fee) Agreements ............................................................................................................................. 179

Asset Lease Contract Process ....................................................................................................................................... 189 Asset Lease .................................................................................................................................................................. 189

5. CONTRACT ADMINISTRATION ............................................................................ 197

Real Estate Contract Administration .......................................................................................................................... 197 Notifications ................................................................................................................................................................ 198 RE Data Change Request ............................................................................................................................................ 199 Lease Assumption Change Request............................................................................................................................. 202

Asset Lease Contract Administration .......................................................................................................................... 206 Notifications ................................................................................................................................................................ 206 Lease Assumption Change Request............................................................................................................................. 206

6. PAYMENT PROCESSING...................................................................................... 207

Real Estate Payment Processing .................................................................................................................................. 207 Payables ....................................................................................................................................................................... 207 Receivables .................................................................................................................................................................. 230

Asset Lease Payment Processing .................................................................................................................................. 235 Payables ....................................................................................................................................................................... 235 Receivables .................................................................................................................................................................. 241

7. REPORTS ............................................................................................................... 242

Real Estate Reports ....................................................................................................................................................... 242 Abstracts by Abstractor ............................................................................................................................................... 243 Accounts Payable History ........................................................................................................................................... 243 Contract Payment Details Report ................................................................................................................................ 243 Contract Payment Summary Report ............................................................................................................................ 243 Contract Summary Report ........................................................................................................................................... 244 Future Rent Obligations Detail Report ........................................................................................................................ 244 Lease Abstract – Abstracts for Review ....................................................................................................................... 244 Lease Abstract – My Abstracts .................................................................................................................................... 244 Lease Critical Dates Report ......................................................................................................................................... 244 Line Item Master Report.............................................................................................................................................. 244 List of Lease Abstracts Report .................................................................................................................................... 245 Option Master Report .................................................................................................................................................. 245 Owned Property Record and Owned Property Abstract Reports ................................................................................. 245 Payment Reconciliation Invoice .................................................................................................................................. 246 Percentage Rent Report ............................................................................................................................................... 246 Portfolio Summary Report........................................................................................................................................... 246 Process Payment Summary ......................................................................................................................................... 247 Real Estate Invoice, RE Invoice Record, RE Invoice Summary Bulk Print ................................................................ 247 Real Estate Lease Record and Real Estate Lease Abstract Reports ............................................................................ 248 Tenant Payment Aging Report .................................................................................................................................... 248

INDEX .............................................................................................................................. 249

NOTICES ......................................................................................................................... 251

© Copyright IBM Corporation 2011. 1

About This Guide This guide describes the procedures for operating, modifying, and maintaining the Real Estate Contract Management application. The guide contains descriptions of the various tabs and their functions.

Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible:

Note – A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions.

Tip – A Tip adds insightful information that may help you use the system better.

Attention – An Attention notice indicates the possibility of damage to a program, device, system, or data.

Intended Audience This guide is for contract administrators, contract abstractors, and system personnel responsible for setting up, tracking, and maintaining precise Real Estate Contract Management details including lease and owned property information and accounting.

Prerequisites This guide assumes the reader has a basic understanding of IBM® TRIRIGA® Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system.

Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at www.ibm.com/support.

http://www.ibm.com/support�


1. Contract Management

Real Estate Contract Management IBM TRIRIGA Real Estate Manager allows companies to store all contract documentation, conditions, clauses, options, and financial transactions in one comprehensive repository. The system provides automated notifications and alerts about upcoming critical dates including lease expirations, required actions and contract options to avoid overpayment, late fees and missed opportunities.

In order to create up-to-date financial reports, maintain an accurate payment process, and satisfy regulatory requirements, IBM TRIRIGA Real Estate Manager provides tools to help manage the financial and payment aspects of lease accounting and allocations. Since many real estate contracts specify complex rules and limits for certain types of payments such as common area maintenance or percentage rent, the IBM TRIRIGA system provides tools to ensure that the proper contractual rules are adhered to in accounting for these obligations.

The first step in the Real Estate (RE) process is identifying and acquiring the property. The next step is documenting the terms and clauses for the transaction of the contract (lease or purchase) by abstracting them into the system, thereby considerably reducing the effort involved in tracking contractual obligations in an otherwise tedious time-bound process. Consequently, the Real Estate Contract Management process serves as (1) a consolidated repository for all facilities-related contracts, aiding the production of a comprehensive view of costs and commitments, and (2) a point of convergence of contracts with properties, geographies, and organizations, thereby providing a global perspective on business activities. Real Estate Contract Management also includes receiving notifications from the system about upcoming dates or events and managing each contract through proposed changes and amendments.

IBM TRIRIGA software facilitates abstraction performed in house or by an external resource. An Abstractor role and the Real Estate Contract Manager role are responsible for the activities involved in the Real Estate Contract Management process. The Real Estate Contract Manager role monitors the contracts and the details involved in the acquisition of properties.

The following diagram gives a high-level view of the Real Estate process.

Real Estate Overview


The Real Estate Contract Abstracting, Real Estate Contract Administration and Real Estate Payment Processing steps are covered in progression in this document. However, the flow of process steps and information in your organization may be in a different sequence as you follow your company’s business practices. For information about Portfolio Planning and Real Estate Transactions, see the IBM TRIRIGA 10 Real Estate Transaction Management User Guide.

Note – The process flow delivered with the IBM TRIRIGA application can be modified as required by your organization’s standards and policies through configuration using the IBM TRIRIGA Application Platform building tools.

Asset Lease Contract Management As a component of IBM TRIRIGA Real Estate Manager, Asset Lease Contract Management similarly allows companies to store Equipment Asset (Personal Property) lease contract documentation, conditions, clauses, options, and financial transactions in one comprehensive repository. The system provides automated notifications and alerts about upcoming critical dates including asset lease expirations, required actions and contract options to avoid overpayment, late fees and missed opportunities.

The following diagram gives a high-level view of the relationship between the Asset Lease component and the Real Estate process.

Asset Lease Component


2. Contract Home Portals Your IBM TRIRIGA Home page is your entrance into the IBM TRIRIGA application. From your Home page, you can review your Home portal or use the menu system to navigate to process portals available to your role. Use your Menu Bar to navigate to other available portals. Based on your role, your IBM TRIRIGA application may consist of one or many portals.

The setting of the Home page as well as the Project Home page is set in your My Profile record, in the Default Portal section.

Note – Based on your role in the company and your security and license access, your Home portal or process portals may vary. However, it will contain a combination of the components and section types described in this discussion.

In turn, each IBM TRIRIGA portal consists of Portal Sections. Each portal section performs a specific function and/or displays data pertinent to your business role. The portal sections you have in your portal have been configured by your Application Administrator for your role in the system.

Note – For more information on portals and portal sections, refer to the IBM TRIRIGA 10 Getting Started User Guide.

Real Estate Contract Home Portals When you sign into the IBM TRIRIGA application, you are taken to your Home portal.

When you sign in as an Application Administrator user role, the Home portal is the Application Administrator portal.

When you sign in as a Real Estate Contract Manager user role, your Home portal is the Real Estate Contract Manager portal.

When you sign in as a Lease Accounting Manager (Lease Accountant) user role, your Home portal is the Lease Accounting Manager portal.

Application Administrator Portal An example of the Application Administrator Home portal for an Application Administrator user role includes the following portal sections:

Reminders – Application Administrator

Last Visited

Application Administration

License and Security

Application Administration - Utilities


Real Estate Contract Manager Portal An example of the Real Estate Contract Manager Home portal for a Real Estate Contract Manager user role includes the following portal sections:

Reminders – RE Contract Manager

Performance Metrics – RE Contract Manager

Related Links – RE Contract Manager

Last Visited

Lease Obligations

Lease Expirations

Utilization Rate / RE Contract

Area Per Person (Space Use Agreement)

Lease Accounting Manager (Lease Accountant) Portal An example of the Lease Accounting Manager Home portal for a Lease Accounting Manager (Lease Accountant) user role includes the following portal sections:

Reminders – Lease Accounting Manager

Related Links – Lease Accounting Manager

Last Visited

Overdue Lease Assumptions

My Lease Reviews

Amortization Schedule Summary

10K Financial Report

Asset Lease Contract Home Portals When you sign into the IBM TRIRIGA application, you are taken to your Home portal.

When you sign in as an Asset Manager user role, your Home portal is the Asset Manager portal.

When you sign in as a Lease Accounting Manager (Lease Accountant) user role, your Home portal is the Lease Accounting Manager portal.


Asset Manager Portal An example of the Asset Manager Home portal for an Asset Manager user role includes the following portal sections:

Reminders – Asset Manager

Related Links – Asset Manager

Asset Value by Specification Class

Last Visited

Quick Find (Inventory)

Quick Find (Installed/Assigned Assets by Type)

My Purchase Orders

Lease Accounting Manager (Lease Accountant) Portal See the Lease Accounting Manager (Lease Accountant) above.


3. Contract Setup

Real Estate Contract Setup Certain activities should be undertaken at the beginning of the IBM TRIRIGA Real Estate Manager process. These activities focus on tailoring templates, classifications, lists, locations, and contacts for your organization as well as establishing lease abstract defaults and configuring for the OSCRE (Open Standards Consortium for Real Estate) interface.

These setup activities should be performed before beginning the Real Estate Contract Abstracting process, as shown in the diagram below:

Real Estate Contract Setup Activities

Templates IBM TRIRIGA automation strategies focus on using templates to simplify the processes involved in commonly used information. Once a template is created, you can reuse it as needed to quickly create new records. The templates used in the Real Estate Contract Management process are as follows:

Lease Abstract Template

Lease Clause Template

Option Template

Owned Property (Fee) Agreements Template

Real Estate Lease Template


The most important role of a template is to accelerate the creation of a record, avoiding redundant data entry and maintaining consistency across multiple records. Templates enable you to quickly add data that commonly appears across multiple records, such as internal contacts, clauses, terms, and conditions. When the template is applied, the system replicates the details entered in the template into the new record. Utilizing templates reduces the creation and implementation time for each record.

The tabs, sections, and fields of the Real Estate Contract Management templates mirror the structure of the records they represent. For information about the tabs, sections, and fields of a template, refer to the chapter in this user guide that discusses the corresponding record.

Tip – Use the Templates page to build templates for your company’s Real Estate Contract Management records.

Use IBM TRIRIGA standard templates as a model. Instead of updating an IBM TRIRIGA standard template, copy it and build your template from the copy.

Creating, Editing and Deleting a Template The process of building a template is similar for all templates. The following discussion uses the Lease Clause Template for purposes of illustration.

To Create, Edit and Delete a Template

Step 1 Sign in with the proper RE Contract Manager (or Application Administrator) role.

Step 2 From the Menu Bar, select Contracts > Set Up > Templates. The Templates page appears.

Step 3 Click Lease Clause to open the Lease Clause results page.

Step 4 Review the list of Lease Clause Template records.

From this page, you can add, modify or delete a Lease Clause Template record.

Step 5 To add a Lease Clause Template, click Add.

Step 6 Review the form that appears.

Enter the details for this template.

Step 7 After entering details, click Create Template.

Step 8 Review the additional form actions on the Action bar.

Step 9 To edit a Lease Clause Template, click the name of the Lease Clause Template you want to modify.




Make the changes and click Save & Close.

Step 11 To delete a Lease Clause Template, check the check box to the left of the Lease Clause Template you want to delete.

Step 12 Click Delete.

The system deletes the record without a delete confirmation window.

Form Actions

The following table lists the common actions available and a description of each.

Action Name Description

Create Template Click the Create Template action to save all initial data entered in the new template. The system displays more tabs.

The system displays additional actions on the Action bar. The actions include Save, Save & Close, More, Copy, and X (Cancel).

Save Click the Save action to save the changes made.

Save & Close Click the Save & Close action to save the changes and close the active window.

X Click the X (Cancel) action to terminate the changes made and also to close the active window.

Note – Clicking the Cancel action without saving the record will erase all the data you have entered in the record.

Copy Click the Copy action to create a copy of the selected record.

On clicking the Copy action, a copy of the record is created (in the Template status) and displayed in the appropriate page wherein the details can be modified as required.

More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action.

Note – For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide.


Classifications Classifications are records presented in a hierarchical fashion. If the type of a field is classification, a record in the Classification Hierarchy can be chosen as the value of the field. Real Estate Contracts have several classification fields that help to describe each record. For example, the following classifications are among those included in a Real Estate Lease:

Area Type Clause Section Category Clause Type

Contract Status Contract Type Cost Index

Granted In Lease Late Fee Type Lease Class

Lease Type Maintenance Priority Option Type

Organization Type Pass Through Type Payment Type

Provider Rating Responsible Party Roles

Time Zones Year

Tip – The Clause Type classification contains a Clause Category field. The field values include the following: “Allowance”, “Commission”, “Co-Tenancy”, “Covenant”, “Indices”, “Insurance”, “Other”, “Parking”, “Pass Through”, “Percentage Rent”, “Rent”, “Responsibilities”, “Security Deposit”, and “Tax”. As these Clause Category values are system-defined, do not change or add new values. The Clause Category field drives the show/hide logic on the Clause Form. With this added flexibility you can add a new Clause Type and set a Clause Category, and the Form will show/hide the appropriate sections without you having to change the workflow.

Note – For a further discussion of Classifications and the Classification Hierarchy, refer to the IBM TRIRIGA 10 Application Administration User Guide.

Lists IBM TRIRIGA provides lists of predefined values for many fields in Real Estate Contract Management. These lists contain valid data, and a user can select the required value from a list instead of typing it. This improves data integrity by restricting users to selecting approved values from a list for entry into a field.

Use the Lists page to create and manage radio button lists, drop-down lists of static values, dynamic lists derived from values in the IBM TRIRIGA database, and/or dependent lists in which selection from one list passes a filter to another list. For example, the following lists are among those included in a Real Estate Lease:


Accounting Type Calculation Rule Conversion Group

Country Currency FASB Type

Lease Service Responsibility

Note Type Payment Entry Type

Payment Method Payment Schedule Schedule Type

Note – You can find more information about the Lists page in the IBM TRIRIGA 10 Application Administration User Guide.

Locations Each location used in the IBM TRIRIGA system must be defined in the Location Hierarchy. The elements contained in the Location Hierarchy are as follows:

Building External Retail Location Floor

Land Location Category Property

Proposed Retail Location

Proposed Site Retail Center

Retail Location Space Space Group

Structure Vertical Shaft

Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions for how to use the Location Hierarchy that are not replicated in this user guide.

Also, you can create a new location while working in a Lease Abstract record from the Create New Location action on the Primary Address section bar.

Contacts Each Real Estate Contract record includes information about the various contacts for that record, for example the landlord. Such information can be entered by the user when they create or update a Real Estate Contract record. First, enter contact information in the People page in IBM TRIRIGA. This promotes data integrity by ensuring consistent information in each Real Estate Contract record for a contact and reduces data entry time because a contact can be quickly found with a search.

The elements contained in the People page include:

Consultant Employee External Contact


Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions for how to use the People page that are not replicated in this user guide.

Application Settings Many of the parameters used in various calculations and comparisons can be set once for the entire application. The Application Settings record provides a location for setting the defaults for such parameters.

Note – Refer to the IBM TRIRIGA 10 Application Administration User Guide for details.

Lease Abstract Defaults A Lease Abstract record includes actions to Create New Location on the Primary Address section bar and Create New Organization on the Tenant, Landlord, Management Company, and Guarantor section bars. These actions require the identification of the parent record in the hierarchy and automatically default to the parent record.

Set the Lease Abstract defaults for organization and location in the General tab, Lease Abstract Defaults section of the Application Settings record, located under Tools > System Setup > General > Application Settings.

Lease Assumption and Amortization Defaults Set the Real Estate Lease defaults for review assumptions, lease growth assumptions, rent component assumptions, amortization periods, and extended rent payments for the likely term, in the Lease Accounting Settings tab of the Application Settings record, located under Tools > System Setup > General > Application Settings.

Note – For more information about the application of assumption review information to the initial Assumption Audit Log when the Real Estate Lease is created, see the Lease Abstract to Real Estate Lease Process.


Configure for OSCRE Interface Both your server and the third-party server need to be configured in order to use IBM TRIRIGA OSCRE Lease Abstract Standard tools. The following information describes in general terms the tasks that should be performed. These functions are generally performed by an administrator.

TRIRIGAWEB.properties File

Configure the following properties in the TRIRIGAWEB.properties file in both your server and the third-party server before sending Lease Abstract records or using the IBM TRIRIGA OSCRE Lease Abstract XML Export and Import tools the first time:

Set the SMTP mail server mail.smtp.host and the SMTP mail server IP mail.smtp.email.domain.

The DATACONNECT_SLEEP_TIME default is 10 minutes. This is the time before it wakes up to check if more jobs need to be processed.

Be aware that the default for DC_HISTORY_RETENTION_DAYS is 5 days. This property is the number of days before entries are cleaned up from DataConnect Jobs that are Completed or Obsolete.

Note – You will find information about the TRIRIGAWEB.properties file in the IBM TRIRIGA Application Platform 3 Installation and Implementation Guide.

Administrator Console Use the IBM TRIRIGA Administrator Console on both your server and the third-party server to configure the following:

The IBM TRIRIGA OSCRE XML tools require DataConnect and Incoming Mail agents to be running. Start them from the Administrator Console if they are not already started. Alternately, these can be configured in the TRIRIGAWEB.properties file to start automatically.

For more detailed logging during OSCRE XML processing, turn on platform logging for DataConnect, Incoming Mail, and/or ETL.

Note – You will find information about the Administrator Console in the IBM TRIRIGA Application Platform 3 Administrator Console User Guide.

Application Settings Both your server and the third-party server need the following tasks completed:

Incoming Mail: IP Address and valid incoming mail account for server.

System Config User Accounts: When sending a Lease Abstract record, any System Config e-mail account may be chosen as source or target system. This is located under Tools > System Setup > Integration > System Configuration.


Configure users’ groups to include IBM TRIRIGA RE Lease Abstractor and IBM TRIRIGA RE Lease Abstract Manager as appropriate.

Notification Requirements: Accepted, Clarification Provided, Clarification Requested, Received, and Rejected user/role notification configurations under Tools > Approvals & Notifications.

Verify Transformation Content records exist for all OSCRE processes (Accept, Reject, Send, Request Clarification, and Provide Clarification) under Tools > Data Utilities.

Verify all Transformation files exist for all OSCRE processes (Accept, Reject, Send, Request Clarification, and Provide Clarification) in the General tab, Lease Abstract Transformation section of the Application Settings record located under Tools > System Setup > General > Application Settings.

Note – Refer to Application Building for the IBM TRIRIGA Application Platform 3 and IBM TRIRIGA 10 Application Administration User Guide for details.

Asset Lease Contract Setup Certain activities should be undertaken at the beginning of the IBM TRIRIGA Asset Lease Contract Management process. These activities focus on tailoring templates, classifications, lists, locations, and contacts for your organization.

Templates IBM TRIRIGA automation strategies focus on using templates to simplify the processes involved in commonly used information. Once a template is created, you can reuse it as needed to quickly create new records. The templates used in the Asset Lease Contract Management process are as follows:

Asset Lease Clause Template

Asset Lease Template

Option Template (same for Real Estate Contract Management process)

For more information on templates, see the Real Estate Contract Management Templates.


Creating, Editing and Deleting a Template The process of building a template is similar for all templates. The following discussion uses the Asset Lease Clause Template for purposes of illustration.



Step 2 From the Menu Bar, select Contracts > Set Up > Templates. The Templates page appears.

Step 3 Click Asset Lease Clause Template to open the Asset Lease Clause Templates results page.

Step 4 Review the list of Asset Lease Clause Template records.

From this page, you can add, modify or delete an Asset Lease Clause Template record.

Step 5 To add an Asset Lease Clause Template, click Add.


Enter the details for this template.

Step 7 After entering details, click Create Template.

Step 8 Review the additional form actions on the Action bar.

Step 9 To edit an Asset Lease Clause Template, click the name of the Asset Lease Clause Template you want to modify.


Make the changes and click Save & Close.

Step 11 To delete an Asset Lease Clause Template, check the check box to the left of the Asset Lease Clause Template you want to delete.

Step 12 Click Delete.

The system deletes the record without a delete confirmation window.


Form Actions



Create Template Click the Create Template action to save all initial data entered in the new template. The system displays more tabs.

The system displays additional actions on the Action bar. The actions include Save, Save & Close, More, Copy, and X (Cancel).




Note – Clicking the Cancel action without saving the record will erase all the data you have entered in the record.


On clicking the Copy action, a copy of the record is created (in the Template status) and displayed in the appropriate page wherein the details can be modified as required.



Classifications For information on classifications, see Classifications for Real Estate Contract Management.


Lists For information on lists, see Lists for Real Estate Contract Management.

Locations For information on locations, see Locations for Real Estate Contract Management.

Contacts For information on contacts, see Contacts for Real Estate Contract Management.


4. Contract Process

Real Estate Contract Abstract Process Abstracting a Real Estate Contract into electronic form facilitates easy access to key information, replacing the tedious process of reading the entire contents of the contract each time. You should be able to abstract any information within a Real Estate Contract that you want to search for, report on, set notifications, include in a workflow, or analyze and compare with other records. All costs should be abstracted for cost analysis.

The following diagram illustrates the real estate contract abstraction process:

Real Estate Contract Abstract Process

Whether the Real Estate Contract is a lease or owned property, there are many common elements in the abstraction process. This chapter discusses the Lease Abstract, Real Estate Lease, and Owned Property (Fee) Agreement records, as well as their common elements.

Lease Abstract

Lease Abstract Clause – Common Elements

Lease Abstract Process – Common Elements

Lease Abstract Process – OSCRE Interface

Real Estate Lease

Owned Property (Fee) Agreements


Lease Abstract Property, Plant and Equipment (PP&E) costs are often the second most significant expenses in a financial summary. Lease costs are a significant component of PP&E and careful management can substantially reduce these costs.

The tasks involved in managing a lease enable the organization to effectively supervise properties, such as lots and buildings, and other resources that they own or lease. The IBM TRIRIGA system simplifies and automates the process of managing contractual obligations and tax regulations, tracking expenses and payments, and maintenance activities. A typical lease may carry detailed provisions requiring tenants and landlords to pay for the building expenses, real estate taxes, utility charges, and other items. A lease is abstracted into the IBM TRIRIGA application so that it can become an interactive, indexed document on which queries can be run, enabling cost-related decisions to be made based on accurate data. This abstraction will notify the vital dates in advance, thereby eliminating costly oversights.

Abstracting a lease into electronic form facilitates easy access to key information, rather than the tedious process of reading the entire contents of the contract each time. You should be able to abstract any information within a lease that you want to search from, report on, set notifications, include in a workflow, or analyze and compare with other records. All costs spelled out in a lease also should be abstracted for cost analysis.

The Real Estate Lease Abstract record can contain as much of the actual lease details as you want, based on your organization’s preferences and standards. You can elect to enter the entire lease word-by-word and even attach the lease as a scanned or document file using the Document Manager module, or you can summarize and capture only specific key aspects of a lease.

The following diagram illustrates where this section belongs in the overall Real Estate Contract abstraction process.

Real Estate Contract Abstract Process – Lease Abstract


The IBM TRIRIGA Lease Abstract functionality is a best practice for lease abstraction. A Lease Abstract (formerly called a proposed lease) provides an organized and simplified form for capturing the critical information found in your physical lease contracts. IBM TRIRIGA supports data entry techniques designed to dramatically reduce the time it takes to enter this critical information, including: (a) You enter Lease Abstract records in the system, (b) A third-party abstractor uses IBM TRIRIGA to enter Lease Abstract records, and then sends the records to you via OSCRE XML, and (c) A third-party abstractor outside the IBM TRIRIGA system enters Lease Abstract records in the Real Estate Lease Abstract Offline form, and e-mails the form to the IBM TRIRIGA system.

A Lease Abstract record creates a draft of the Real Estate Lease before formally endorsing it. This can separate security between internal and outsourced resources that are abstracting leases. Upon mutual agreement of the stipulated terms, the Lease Abstract serves as a formal Real Estate Lease record. The Lease Abstract record functions as a forerunner of the actual Real Estate Lease before closeout of the same. After a Lease Abstract record is activated and approved, the moment it is completed, the record becomes a Real Estate Lease record and is available for further transactions.

Follow the procedure below to create a new Lease Abstract record. A Lease Abstract also may be created on completion of a RE Lease project. You will find more information on RE Lease projects in the IBM TRIRIGA 10 Real Estate Transaction Management User Guide.

Creating Lease Abstract

Using the IBM TRIRIGA System

Using a Third-Party IBM TRIRIGA System and OSCRE XML

Using the Real Estate Lease Abstract Offline Form

The following tabs in a Lease Abstract are described below:

General Tab – Before Creating Draft

General Tab – After Creating Draft

Rent Tab

Default Tab

Security Deposit Tab

Options Tab

Rights Tab

Allowances Tab

OPEX/CAM Tab

Insurance Tab

Tax Tab

Parking Tab

Co-Tenancy Tab

Green Lease Provisions Tab

Responsibilities Tab

Other Clauses Tab

Accounting Tab


The following common tabs are described in the Lease Abstract Process - Common Elements section:

Notifications Tab

Notes & Documents Tab

Work Flow Instance Tab

Associations Tab

Tip – After adding or editing data in a multi-tab section, navigate back to the Clause Details sub-tab and click Save Clause.

Tip – Click the Save action on the Lease Abstract record action bar after entering information and before moving to the next tab.

Creating Lease Abstract Lease Abstract records can be entered into the system using the following methods:

Using the IBM TRIRIGA System - By users keying information into the system.

Using a Third-Party IBM TRIRIGA System and OSCRE XML - By third-party lease abstractors keying information into a different IBM TRIRIGA system and using OSCRE XML.

Using the Real Estate Lease Abstract Offline Form - By users emailing the Real Estate Lease Abstract Offline form.

The tabs, sections, and fields in a Lease Abstract record have the same significance regardless of the method used to enter them.

Using the IBM TRIRIGA System Follow these steps to access Lease Abstract records:

To Access Lease Abstract Records

Step 1 Sign in with the proper RE Contract Manager role.

Step 2 From the Menu Bar, select Contracts > Leases. The Leases page appears.

Step 3 In the Related Links – Contract Leases portal section, click Lease Abstracts to open the Lease Abstracts results page.

Step 4 Review the list of Lease Abstract records.

From this page, you can add, modify or delete a Lease Abstract record.

Note – The Lease Abstracts results page is the only place where you can delete a Lease Abstract record.



Step 5 To add a Lease Abstract, click Add.


Step 7 After entering details, click Create Draft.

Step 8 Review the form that refreshes.

The system displays more tabs representing clause types to be abstracted.

The system changes the status of the record to Draft and displays additional form actions on the Action bar.

Form Actions



Create Draft Click the Create Draft action to save all initial data entered in the new record.


The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Activate, Apply Template, Save, Save & Close, More, Copy, and X (Cancel).




Note – Clicking the X (Cancel) action without saving the record will erase all the data you have entered in the record.


On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required.



Apply Template Click the Apply Template action to copy the contents of the selected template to the current record.

On clicking the Apply Template action, the system displays a list of templates retrieved from the associated business objects. Select a template and click the OK action. The system copies the contents of the selected template to the current record.

Activate Click the Activate action to add the record to the active management list.

On clicking Activate action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Active.

Complete Click the Complete action to complete the tasks associated with the record.

The system copies the information in the Lease Abstract record and creates a Real Estate Lease record with the same name that is found in the Real Estate Lease page in Draft status.

Note – On clicking Complete, the system adds a link to the newly created Real Estate Lease record, in the Lease Abstract record’s Real Estate Leases section on the General tab.

Moreover, the system adds a reciprocal link to the Lease Abstract, in the Lease Abstract section of the History tab on the Real Estate Lease record.



Using a Third-Party IBM TRIRIGA System and OSCRE XML Follow these steps to access Lease Abstract records:






Step 3 In the Related Links – Contract Leases portal section, click Lease Abstracts to open the Lease Abstracts results page.

Step 4 Review the list of Lease Abstracts records.

From this page, you can add, modify or delete a Lease Abstract record.

Note – The Lease Abstracts results page is the only place where you can delete a Lease Abstract record.

Step 5 To add a Lease Abstract, click Add.


Step 7 After entering details, click Create Draft External.



The system changes the status of the record to Draft and displays additional form actions on the Action bar. The actions include Start Abstract, Apply Template, Save, Save & Close, More, Copy, and X (Cancel).

Step 9 Fill in the desired data and click Start Abstract.

The system changes the status of the record to In Progress.

Step 10 Enter any other data and click Submit for Review.

The system routes the record for approval following the approval rules established by your company.

Until the Lease Abstract record is approved, its status is Review In Progress.

Once approved, the Lease Abstract record is found in the Lease Abstracts results page with a status of Approved.

Step 11 When you are ready to send the Lease Abstract record to another system:

Return to the Lease Abstracts results page.

Reopen the Lease Abstract record.

Click Send.

Step 12 Review the Lease Abstract – Send form that appears.

Enter a Comment. Select the Source System. Select the Target System.

Click Submit. The system sends the record via email and changes the status of the record to Sent.


Form Actions



Create Draft External Click the Create Draft External action to save all initial data entered in the new record.


The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Start Abstract, Apply Template, Save, Save & Close, More, Copy, and X (Cancel).









Start Abstract Click the Start Abstract action to begin entering Lease Abstract data into the Lease Abstract tabs.

On clicking the Start Abstract action, the system changes the status of the record to In Progress.



Submit for Review Click the Submit for Review action to add the record to the active management list.

On clicking Submit for Review action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Approved.

Send Click the Send action to send the Lease Abstract record to another system.

Submit Click the Submit action to send the record via email.

On clicking Submit action, the system changes the status of the record to Sent.

Note – Additional record statuses include:

Accepted – The record was accepted by the other system.

Rejected – The record was rejected by the other system.

Pending Clarification – This is a status on the customer system when waiting for clarification to be provided by the third-party system.

Clarification Requested – The third-party system has received the Clarification Requested. Open the record to Provide Clarification.

Clarification Provided – The third-party system has sent Clarification Provided and both customer and third-party record statuses have been updated.

Received – The other system received the record. However, it has not been acted upon.




Using the Real Estate Lease Abstract Offline Form IBM TRIRIGA offers the Real Estate Lease Abstract Offline Form as a mechanism for importing Lease Abstract records that have been created outside the IBM TRIRIGA system. The Real Estate Lease Offline Form is an Excel spreadsheet that has an area for tabs in a Lease Abstract record (General, Rent, Security Deposit, Options, Allowances, OPEX/CAM, Insurance, Tax, Parking, Co-Tenancy, Responsibilities, and Covenants).

Once the external user completes an Offline form for a Lease Abstract record, they click E-Mail Offline Form to send the form as an attachment to a configured incoming e-mail address. The subject of the e-mail must be LEASE ABSTRACT FORM.

When the system processes the Real Estate Lease Abstract Offline Form, it creates a Lease Abstract record in draft status.

Note – Application Building for the IBM TRIRIGA Application Platform 3 describes how to set up the IBM TRIRIGA system to receive an Offline form. IBM TRIRIGA 10 Application Administration User Guide describes how to access and manage the Offline forms for external users.

Note – The Lease ID of a Lease Abstract record must be unique. The system rejects any imported Lease Abstract record with a Lease ID matching a Lease Abstract record already in the database.

General Tab – Before Creating Draft The General tab of the Lease Abstract includes basic information about the lease and the location. The following describes each section in the General tab:

Abstract Details Section

Abstracted By If the person listed in Abstracted By is not correct, enter a few characters of the name to take advantage of autocomplete or click the Search icon to find the name.

Abstracted Date To change the Abstracted Date, click the Calendar icon .

Document Details Section

Document Version Enter the Document Version.

Executed Date For Executed Date, click the Calendar icon and select the date.

Document Type Click the Search icon and select the appropriate Document Type.

Effective Date For Effective Date, click the Calendar icon and select the date.


Document Details Section

Lease File Name Enter the Lease File Name.

General Section

Lease ID Enter a unique Lease ID identifying the Lease Abstract record. If you do not assign a Lease ID, the system generates one automatically.

For third-party (external) integrations, a unique Lease ID is critical to the integration working properly.

Status The system displays the current Status of the record. The values are described below:

Draft - The record has been created and awaits further data entry. The system generates this status when the user clicks Create Draft on the action bar.

Review In Progress – The record has been routed for approval and is yet to be approved by all distribution list members. The system generates this status when the user clicks Activate on the action bar.

Approved – All distribution list members approved the record. The system automatically changes the record status from Review In Progress to Approved after record approval.

Completed – The record is now a Real Estate Lease in Draft status. The system generates this status when the user clicks Complete on an Approved record’s action bar.

Picture Select a picture for this record.

Lease Name Enter the Lease Name of the record.

Legal Name For Legal Name, enter the landlord/organization name as available in the legal documents.

Description Provide a brief Description of the record.


Form Actions



Create Draft Click the Create Draft action to save all initial data entered in the new record.


The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Activate, Apply Template, Save, Save & Close, More, Copy, and X (Cancel).









Activate Click the Activate action to add the record to the active management list.

On clicking Activate action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Approved.



Complete Click the Complete action to complete the tasks associated with the record.

The system copies the information in the Lease Abstract record and creates a Real Estate Lease record with the same name that is found in the Real Estate Lease page in Draft status.

Note – On clicking Complete, the system adds a link to the newly created Real Estate Lease record, in the Lease Abstract record’s Real Estate Leases section on the General tab.

Moreover, the system adds a reciprocal link to the Lease Abstract, in the Lease Abstract section of the History tab on the Real Estate Lease record.



General Tab – After Creating Draft

Primary Address Section

Location Lookup Enter a few characters of the Location in the Location Lookup field to take advantage of autocomplete or click the Search icon to find the Location.

Note – The data will be defaulted in the following fields – Location, Geography Path, Address, City, State/Province, County, Zip/Postal Code and Country – if the data was provided in the selected record for this Location Lookup field.

Location Enter Location information.

Geography Path Enter a few characters in the Geography Path field to take advantage of autocomplete or click the Search icon .

Note – The data will be defaulted in the following fields – City, State/Province, County and Country – based on the selected Geography Path.



Address Enter the Address.

City, State/Province, Country

The system auto-populates the City, State/Province, and Country fields.

County Enter the County.

Zip/Postal Code Enter the Zip/Postal Code.

Country Enter the Country.

Location Setup

Follow these steps to set up a Location that is not already found in the Location Hierarchy:

To Set Up a Location

Step 1 If the Location is not already set up in the Location Hierarchy, click Create New Location on the Primary Address section bar.

Step 2 Enter Location Details and Setup Details and click Continue. The information populates the Location Lookup field on the Lease Abstract record.

Step 3 If the City is not already set up, click Create New City on the Primary Address section bar. Enter City Details and Hierarchy Details and click Continue. The information populates the City on the Lease Abstract record.

Lease Contacts Section

This section displays the details of the contact persons for any lease queries. All contact information displays as line items. The displayed information includes the name, role, organization, work phone number, and e-mail of each person.

You can add contact(s) to this section by clicking the Add People action in the section bar. The system displays the available records from the People page. Select the person(s) you want to add to the distribution list and click OK. The records that are selected are added as line items.

To assign a role to a person, Check the check box to the left of the line item and click the Update Role action on the section bar. The system displays the available roles. Select one and click OK.

Use the Remove action to delete selected record(s).


Units Section

Currency Select the Currency type used for all cost-related fields in the record. The system displays all defined Currency options.

By default, the system displays the Currency set by your administrator.

Area Units Select the Area Units to specify the unit of measure (UOM) for all fields in the record that specify an area.

The system displays all UOMs defined in the Tools > Administration > Lists page.

Details Section

Lease Type Click the Search icon and select the appropriate Lease Type. There are four Lease Type classifications:

Expense Lease - This is the most common. Use it when you lease space from a landlord.

Expense Lease – Master Sublease - An expense lease used when subleasing space from another party.

Income Lease – Sublease - An income (AR) based lease used when you have an expense lease that you sublease part of to a third party.

Income Lease – Third Party Lease - An income (AR) based lease used when you own the property and set up third-party tenants in the building.

Note – The system adds the Parent Real Estate Contract of Sublease section to the General tab, if the value of Lease Type is either “Income Lease – Sublease” or “Income Lease – Third Party Lease”.

Lease Category Use the Search icon to select the Lease Category type of the Lease Abstract record. In the search list, the system displays the available types as defined in the Lease Class business object of the Classifications Hierarchy.

Primary Use Click the Search icon and select the Primary Use of the Lease Abstract record. In the search list, the system displays the available types as defined in the Lease Primary Use business object of the Classification Hierarchy.

Note – The system adds the Grand Open Date and Soft Open Date fields to the Critical Dates section below when the value of Primary Use is “Retail”.


Details Section

Contract Status Use the Search icon to select the Contract Status of the Lease Abstract record. In the search list, the system displays the available types as defined in the Lease Contract Status business object of the Classification Hierarchy.

Base Lease Rate Enter the Base Lease Rate. The Currency is set in the Units section.

Lease Base Year Enter the Lease Base Year.

Memorandum of Lease

Check the check box if this applies.

Rules and Regulation?


Is Cost or Fair Market Value Determinable?


Is it Market-Based? Check the check box if this applies.

Parent Real Estate Contract of Sublease Section

Note – This section appears when the value of Lease Type is either “Income Lease – Sublease” or “Income Lease – Third Party Lease”.

Name In Name, enter a few characters of the parent real estate contract to take advantage of autocomplete, or click Find and select one.

ID The ID is taken from the parent record selected.


Critical Dates Section

Click the Calendar icon and select the Commencement Date, Construction Start Date, Expiration Date, Construction End Date, Rent Commencement Date, Occupancy Date, and Legal Notice Date, as appropriate. The system uses these dates to populate other fields in other sections and tabs in the Lease Abstract.

Note – Soft Open Date and Grand Open Date appear when the value of Primary Use in the Details section is “Retail”. Click the Calendar icon and select the date.

Tip – If you have auditable or percentage rent clauses, they need the Commencement Date and Expiration Date to calculate the amount due for the period you have occupied the property.

Premise Location Section

The purpose of this section is to provide a more detailed breakdown of the locations for the lease.

Click Find to identify location(s) in the Location Hierarchy and select from the choices.

Click Add to add a location without an association in the Location Hierarchy as a line item in the Premise Location section. Continue adding premise locations to this section, as needed.

Click the Linked Record icon if you want to modify that line.

Note – Clicking the Linked Record icon opens the RE Contract Locations form. The form displays additional information not displayed in the Premise Location section, including Document Reference, Space Type and Premise Description information.

Check the check box next to a line item and click Remove to delete the line item.

Premise Name Enter the Premise Name.

Included in Rent Check the check box if Included in Rent applies.

Note – Selecting this check box determines how Total Rentable and Total Usable is calculated in the Location Summary section below.

Effective From Click the Calendar icon and select the Effective From date.

Effective To Click the Calendar icon and select the Effective To date.

Rentable (lease) Enter the overall area available for rent in the property. The UOM is set in the Units section.


Premise Location Section

Usable (lease) Enter the actual usable area in the property. The UOM is set in the Units section.

Location Summary Section

Total Rentable, Total Usable, Proportionate Share (calculated)

The system calculates Total Rentable, Total Usable, and Proportionate Share (calculated) from the items listed in the Premise Location section, when the record is saved.

Total Rentable is the default on the Generate Payment Schedules wizard and is the key to calculating the Cost per Area calculations.

Note – Total Rentable and Total Usable is calculated only for those Premise Location section line items that have the Included in Rent check box selected.

Note – Proportionate Share (calculated) needs the Total Area for Proportionate Share filled in to be calculated.

Total Area for Proportionate Share

In Total Area for Proportionate Share, enter the total area of the location being abstracted. The UOM value is set in the Units section.

Proportionate Share (contractual)

In Proportionate Share (contractual), enter the percentage of the location represented in this Lease Abstract.

Location Cost Code Section

Enter a few characters of the Location Cost Code to take advantage of autocomplete, or click the Find action on the section bar and select from the Location Cost Codes presented. Click OK.

Use the Clear action to erase the displayed information.

Tenant Section

This section displays the details regarding the tenant (lessee) of the site. You can specify the organization that is going to take possession of the site along with the contact person to whom all of the queries regarding the site should be directed.


Tenant Section

Tenant Contact Org Lookup

Enter a few characters of the tenant organization in the Tenant Contact Org Lookup field to take advantage of autocomplete, or click the Search icon to find the Organization.

The system populates the Tenant information from that Organization record.

Note – You can click the hyperlinked field label to view/modify the record details.

Contact Lookup Click the Search icon to find the Contact Lookup.

The system populates the Contact information from that People record in the People page.

Organization Setup

Follow these steps to set up an Organization that is not already found in the Organization Hierarchy:

To Set Up an Organization

Step 1 If the Organization is not already set up in the Organization Hierarchy, click Create New Organization on the Tenant section bar.

Similarly, you can click this action from the Landlord, Management Company, and Guarantor section bars.

Step 2 Enter General information and Setup Details and click Continue.

In the Setup Details section, the system creates the new organization under the Parent Organization in the Organization Hierarchy and in the Organization Form Type specified.

The system populates the Tenant Contact Org Lookup field and related fields in the Tenant section. Similarly, the system populates the Landlord, Management Company, and Guarantor sections from their respective section bars.

Landlord Section

This section displays the details regarding the landlord (lessor) of the property. You can specify the organization that owns the property, along with the contact person to whom all the queries regarding the property should be directed.


Landlord Section

Landlord/Owner Organization Lookup

Enter a few characters of the name of the organization that owns the property in the Landlord/Owner Organization Lookup field to take advantage of autocomplete or click the Search icon to find the Organization.

The system populates the Landlord information from that Organization record.




Note – To set up an Organization that is not already found in the Organization Hierarchy, refer to the Organization Setup steps above.

Click Create New Organization on the Landlord section bar.

Enter General information and Setup Details and click Continue.

The system populates the Landlord/Owner Organization Lookup field on the Lease Abstract record.

Management Company Section

This section identifies the organization that will be responsible for supervising the proper functioning of the property defined in the lease.

Management Organization Lookup

Enter a few characters of the organization that provides management services for the lease in the Management Organization Lookup field to take advantage of autocomplete or click the Search icon to find the Organization.

The system populates the Management Company information from that Organization record.






Click Create New Organization on the Management Company section bar.


The system populates the Management Organization Lookup field on the Lease Abstract record.

Guarantor Section

Guarantor Organization Lookup

Enter a few characters of the organization that guarantees the lease in the Guarantor Organization Lookup field to take advantage of autocomplete, or click the Search icon to find the Organization.

The system populates the Guarantor information from that Organization record.





Click Create New Organization on the Guarantor section bar.


The system populates the Guarantor Organization Lookup field on the Lease Abstract record.

Default Remit To Section

This section identifies the organization that receives the lease payment.

Click the Update Payment Instructions action to update the Payment Instructions on the Payment Schedules that were created on the Lease Abstract with the Default Remit To information, if it is entered after the Payment Schedules have been created or the information has changed.



Remit To Look Up Enter a few characters of the organization that receives the lease payment in the Remit To Look Up field to take advantage of autocomplete, or click the Search icon to find the Organization.

The system populates the Remit To information from that Organization record.


Tip – The organization selected in this Default Remit To section will be used for the default Payment Instruction on Payment Schedules associated to this lease.

Abstract Notifications Section

Enter abstract notifications for this lease not covered in other sections.

To add a notification, click Add on the Abstract Notifications section bar. The system adds a line in the section.


Additional Notice Addresses Section

Enter additional notice addresses for this lease not covered in other sections.

To add an address, click Add on the Additional Notice Addresses section bar. The system adds a line in the section.


Real Estate Lease Section

When this Lease Abstract record is completed, the system copies the information and creates a Real Estate Lease record. This section displays the Real Estate Lease. The fields displayed are: ID, Name, Lease Type and Status.


Other Dates Section

Enter significant dates for this lease not covered in other sections.

To add a date, click Add on the Other Dates section bar. The system adds a line in the Other Dates section.

Click the Linked Record icon if you want to modify that line item.


Date Type Click the Search icon for Date Type and select from the choices presented.

Date Click the Calendar icon next to Date and enter the date.

Description Enter a Description for the date.

Lease Abstract Exceptions Section

Enter Lease Abstract exceptions for this lease not covered in other sections.

To add an exception, click Add on the Lease Abstract Exceptions section bar. The system adds a line in the section.


Tip – After entering information on the current tab, click the Save action on the record before moving to another tab.


Rent Tab The Rent tab contains lease details, rent clauses and rent schedules, default index adjustment values, percentage rent details, commissions and commission schedules, and commission clauses. The following describes each section in the Rent tab:

Lease Details Section

This section establishes basic rent clause information. Answer the following questions:

Does lease have index based adjustments?

If one applies, select “Fair Market Rate Value” or “Index Adjustment”.

If you select “Fair Market Rate Value”, the system adds the Fair Market Rate Value section to the Rent tab.

If you select “Index Adjustment”, the system adds the Index Adjustments section to the Rent tab. Refer to the Index Adjustments discussion below.

Does lease have Sales Reporting requirements?

If checked, the system adds Percentage Rent Clause, Percent Rent Setup, Sales Reporting Details, Sales Exclusions, Tax Exclusions, Allowable Deductions, and Percent Rent Schedules sub-tabs to the Rent tab.

Does lease have Commissions Due?

If checked, the system adds the Commissions and Commission Schedules sub-tabs, and the Commissions Clauses section to the Rent tab.

Rent Clause Sub-Tab & Section

When filled out, click Save on the Lease Abstract record.

Document References

Refer to the description of Document References below.

Clause Details Refer to the description of Clause Details below.


Rent Schedules Sub-Tab & Section

The Rent Schedules sub-tab displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pre-tax, total tax, expected cash total, and status of each payment scheduled.

You can add one rent schedule at a time using the Add action or several at once with the persistent Generate Payment Schedules wizard. The information captured is the same. Refer to the description of the Generate Payment Schedules wizard.



Historic Payment Schedules Sub-Tab & Section

The Historic Payment Schedules sub-tab displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pre-tax, total tax, expected cash total, and status of each historical payment scheduled.

Note – The historical data cannot be manually added into the system, but needs to come from an external source.

If You Selected “Fair Market Rate Value”

Index Adjustments Section

Note – If “Fair Market Rate Value” is selected for Does lease have adjustment type of, the system adds the Fair Market Rate Value section to the Rent tab. Refer to the Fair Market Rate Value discussion below.

If You Selected “Index Adjustment”


Note – If “Index Adjustment” is selected for Does lease have adjustment type of, the system adds the Index Adjustments section to the Rent tab. Refer to the Index Adjustments discussion below.


If You Selected Sales Reporting

Percentage Rent Clause Sub-Tab & Section

Click Find Template to select templates to add.



Document Reference



Percent Rent Setup Sub-Tab & Section


First Reporting Start Date

For First Reporting Start Date, click the Calendar icon to specify the date.

Reporting Frequency

Click the Search icon for Reporting Frequency and select from the choices presented.

First Reporting End Date

For First Reporting End Date, click the Calendar icon to specify the date.

Billing Frequency Click the Search icon for Billing Frequency and select from the choices presented.

Reporting Only Check the check box if Reporting Only is true.

Natural Breakpoint Check the check box if Natural Breakpoint is true.

Due Within Click the Calendar icon for Due Within and specify the duration.

Cumulative Check the check box if Cumulative is true.

Landlord Audit Rights

Check the check box if Landlord Audit Rights is true.

Description Enter a Description.


Sales Reporting Details Sub-Tab & Section

The Sales Reporting Details section displays the sales category, effective from date, effective to date, base sales from, base sales to, and % rent of each sales report.

Click Add on the Sales Reporting Details section bar. The system adds a sales reporting line item. Continue clicking Add and entering sales reporting line items.


Sales Category Click the Search icon for Sales Category and select from the choices presented.

Effective From For Effective From, click the Calendar icon to specify the date.

Effective To For Effective To, click the Calendar icon to specify the date.

Base Sales From Enter the Base Sales From amount. The currency UOM is taken from the General tab.

Base Sales To Enter the Base Sales To amount. The currency UOM is taken from the General tab.

% Rent Enter the % Rent percentage.

Sales Exclusions Sub-Tab & Section

The Sales Exclusions section lists the sales category, exclusion category, and cap amount for each sales exclusion item.

Click Add on the Sales Exclusions section bar. The system adds a sales exclusion line item. Continue clicking Add and entering sales exclusion line items.


Sales Category Click the Search icon for Sales Category and select from the choices presented.

Exclusion Category Click the Search icon for Exclusion Category and select from the choices presented.

Cap Amount Enter the Cap Amount. The currency UOM is taken from the General tab.


Tax Exclusions Sub-Tab & Section

The Tax Exclusion section lists the tax type and tax rate for each tax exclusion item.

Click Add by Tax Type on the Tax Exclusions section bar. The system displays a list of Tax Types. Select the applicable Tax Type(s) and click OK. Enter the Tax Rate for each Tax Type.


Tax Rate Enter the Tax Rate for each Tax Type.

Allowable Deductions Sub-Tab & Section

The Allowable Deductions section lists the payment type and cap amount for each allowable deduction.

Click Add by Payment Type on the Allowable Deductions section bar. The system displays a list of payment types. Select the applicable payment type(s) and click OK. Enter the Cap Amount for each Payment Type.


Cap Amount Enter the Cap Amount for each Payment Type. The currency UOM is taken from the General tab.

Percent Rent Schedules Sub-Tab & Section

The Percent Rent Schedules section displays the payment type, start date, end date, expected amount, accounting type, status, and description of each payment scheduled.

You can add one schedule at a time using the Add action or several at once with the persistent Generate Payment Schedules wizard. The information captured is the same. Refer to the description of the Generate Payment Schedules wizard.




If You Selected Commissions Due

Commissions Sub-Tab & Section

Note – The Commissions section contains a wizard to facilitate creating commission clauses. The wizard is available until you click Hide Wizard on the Commissions Clauses section bar.

When the wizard is hidden, the system only displays the Commissions Clauses section in the Commissions sub-tab. To open the wizard, click Show Wizard on the Commissions Clauses section bar.

When there are line items in the Commissions Clauses section, the line item with its radio button selected is displayed in the Commissions section.

Click Save Clause to save the information in the wizard.

After entering commissions clause information, click Add Clause to add the just-completed clause to the Commissions Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all commissions clauses are represented in the Commissions Clauses section.

Click Clear Wizard to clear all information in the wizard.

Document Reference



Commission Details Enter the details below.

Requirements Enter the Requirements.

Percent Enter a Percent.

Expected Amount Enter the Expected Amount. The currency UOM is taken from the General tab.

Due Date For Due Date, click the Calendar icon to specify the date.

Paid Date For Paid Date, click the Calendar icon to specify the date.

Receipt Date For Receipt Date, click the Calendar icon to specify the date.

Amount Due Enter the Amount Due.


Commissions Clauses Section

Note – The Commissions Clauses section appears under each of the commissions sub-tabs in the Rent tab.

This section lists the commission clauses created in this tab, listing the section category, clause type, section, paragraph, page, and line number.

To add a clause similar to one already in the Commissions Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Commissions section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Commissions sub-tab. Once the wizard is hidden, only the Commissions Clauses section will display, and the Commissions Clauses section bar will display a Show Wizard action.


Use the Remove action to delete selected records.


Commissions Schedules Sub-Tab & Section

The Commission Schedules section displays the payment type, start date, end date, expected amount, accounting type, status, and description of each payment scheduled.

You can add one schedule at a time using the Add action.


Default Tab The Default tab contains document reference, clause details, monetary-default clause details, and monetary-default clause specifics. The following describes each section in the Default tab:

Default Clause Section

This section establishes basic monetary-default clause information.

Document Reference


Clause Details Enter the details below.


Default Clause Section

Default Clause Type

Click the Search icon for Default Clause Type and select from the choices presented.

Clause Summary Enter a Clause Summary.

Default Clause Details

Enter the Default Clause Details regarding this monetary-default clause.

For the various durations, click the Calendar icon to specify the duration.

For the various check boxes, check the box if the situation applies.

For the various drop-down lists, click the List icon and select from the choices presented.

For the text and numeric fields, enter the proper information.

Default Clauses Section

This section lists the monetary-default clauses created in this tab, listing the section category, default type, granted in lease, section, page, clause summary, and other details.


Security Deposit Tab The Security Deposit tab contains document reference, clause details, deposit details, cost codes, and security deposit clause specifics. This tab includes a wizard to facilitate entering multiple security deposit line items in this record. The following describes each section in the Security Deposit tab:

Clause Details Section

This section establishes basic security deposit clause information.

Click Save Clause to save the information in this tab’s wizard.

Click Add Clause to add the just-completed clause to the Security Deposit Clauses section. The information entered from the just added clause remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all Security Deposit clauses are represented in the Security Deposit Clauses section.

Click Clear Wizard to clear all information in this tab’s wizard.

Document Reference

Refer to the description of Document Reference below.




Deposit Details Enter the details below.

Guarantee Type Click the Search icon for Guarantee Type and select from the choices presented.

Payment Type Click the Search icon for Payment Type and select from the choices presented.

Separate Account Required?

Check the check box if a Separate Account is Required.

Interest Bearing Account Required?

Check the check box if an Interest Bearing Account is Required.

Guarantor Enter the name of the Guarantor.

Deposit Amount Enter the Deposit Amount. The currency is taken from the General tab.

Expected Returned Amount

Enter the Expected Returned Amount.

Deposit Date Click the Calendar icon for Deposit Date and enter the date.

Expected Returned Date

Click the Calendar icon for Expected Returned Date and enter the date.

Deposit Returned Check the Deposit Returned check box as appropriate.

Auto-Generate Deposit Schedules?

Check the check box if you want the system to Auto-Generate Deposit Schedules.

Account Balance Enter the Account Balance. The currency UOM is taken from the General tab.

Current Interest Rate

Enter the Current Interest Rate as a percentage.

Required Amount Enter the Required Amount.

LOC # Enter the Letter of Credit number.

Letter of Credit Effective Date

Click the Calendar icon for LOC Effective Date and enter the date.



Letter of Credit Expiration Notice

Click the Calendar icon for LOC Expiration Notice and enter the date.

Letter of Credit Expiration Date

Click the Calendar icon for LOC Expiration Date and enter the date.

Affected by Rent Check the Affected by Rent check box as appropriate.

Contact Name Enter the name of the Contact.

Contact Phone Number

Enter the phone number of the Contact.

Drawdown Check the Drawdown check box as appropriate.

Cash Cost Code Section

Use the Find action on the section bar to select the cost code. A pop-up window listing available cost code records appears. Select the desired record and click OK.


ID For the cost code ID, enter a few characters to take advantage of autocomplete.

Name The system displays the name of the cost code that corresponds to the selected ID.

Expense Cost Code Section

Use the Find action on the section bar to select the cost code. A pop-up window listing available cost code records appears. Select the desired record and click OK.


ID For the Cost Code ID, enter a few characters to take advantage of autocomplete.

Name The system displays the name of the cost code that corresponds to the selected ID.


Security Deposit Clauses Section

This section lists the security deposit clauses created in this tab, listing the guarantee type, security deposit type, deposit amount, granted in lease, section, page, and clause summary.

Click Hide Wizard to close the wizard in the Security Deposit tab. Once the wizard is hidden, only the Security Deposit Clauses section will display, and the Security Deposit Clauses section bar will display a Show Wizard action.




Options Tab Use the Options tab to populate tenant renewal options and other options clauses. The following describes each section in the Options tab:

Instructions Section

The Instructions section bar contains the Option Wizard that facilitates creating Tenant Renewal Options and Other Options clauses. The Option Wizard is a persistent wizard that remains active until you click X (Cancel) or close the window.

Tip – To facilitate the creation of options, use the Option Wizard. It is described in detail below.

Tenant Renewal Options Section

You also can create option clauses individually in the individual sections in this tab. To do so, click the Add action on the section bar. Continue creating options as necessary.




Other Options Section

You also can create option clauses individually in the individual sections in this tab. To do so, click the Add action on the section bar. Continue creating options as necessary.



Rights Tab The Rights tab contains document references, clause details, and additional clause details, regarding alterations, assignment/subletting, holdover, signage, restoration obligations, and other rights. The following describes each section in the Rights tab:

Alterations Section

This section establishes basic alterations clause information.

Document Reference



Alteration Details Enter the Alteration Details regarding this clause.

For the check boxes, check the box if the situation applies.

For the numeric field, enter the proper information.

Alterations Clauses Section

This section lists the alterations clauses created in this tab, listing the section category, clause type, granted in lease, section, page, and clause summary.


Assignment/Subletting Section

This section establishes basic assignment/subletting clause information.

Document Reference



Assignment/Subletting Section


Assignment / Subletting Details

Enter the Assignment/Subletting Details regarding this clause.


For the timeframe, click the Calendar icon to specify the duration.

Holdover Section

This section establishes basic holdover clause information.

Document Reference



Holdover Details Enter the Holdover Details regarding this clause.

For the drop-down list, click the List icon and select from the choices presented.

For the numeric fields, enter the proper information.


For the time period, click the Calendar icon to specify the duration.

Other Rights Section

This section establishes basic clause information for other rights: Audit Rights, Expansion Rights, Financial Disclosure, Kickout, Landlord Right to Relocate, Landlord Right to Terminate, Other Landlord Rights, Relocation, Right of First Refusal-Lease, Right of First Refusal-Purchase, Roof Rights, Statutory Rights, or Tenant Right to Terminate.

Document Reference




Other Rights Section

Other Rights Details

Enter the Other Rights Details regarding this clause.

For the effective dates, click the Calendar icon to specify the date.


For the selectable text field, click the Search icon and select from the choices presented.

For the check box, check the box if the situation applies.

Other Rights Details Section

This section lists the additional rights clauses created in this tab, listing the section category, clause type, granted in lease, section, page, and clause summary.


Signage Section

This section establishes basic signage clause information.

Document Reference



Signage Details Enter the Signage Details regarding this clause.


Restoration Obligations Section

This section establishes basic restoration-obligations clause information.

Document Reference




Restoration Obligations Section

Restoration Obligation Details

Enter the Restoration Obligation Details regarding this clause.


For the timeframe, click the Calendar icon to specify the duration.

Allowances Tab Use the Allowances tab to enter allowances clauses. The following describes each section in the Allowances tab:


Note – The Allowances tab contains a wizard to facilitate entering multiple allowance clauses. The wizard is available until you click Hide Wizard on the Allowance Clauses section bar.

When the wizard is hidden, the system only displays the Allowance Clauses section. To open the wizard, click Show Wizard on the Allowance Clauses section bar.

When there are line items in the Allowance Clauses section, the line item with its radio button selected is displayed in the Clause Details section.

This section establishes basic allowance clause information.


After entering allowance clause information, click Add Clause to add the just-completed clause to the Allowance Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all allowance clauses are represented in the Allowance Clauses section.


Document Reference



Improvement Clause Details

Enter the Improvement Clause Details regarding this clause.

For the various dates, click the Calendar icon to specify the date.

For the various text and numeric fields, enter the proper information.



Allowance Clauses Section

This section lists the allowance clauses created in this tab, listing the section category, allowance type, section, paragraph, page, and line number.

To add a clause similar to one already in the Allowance Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Clause Details section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Allowance tab. Once the wizard is hidden, only the Allowance Clauses section will display, and the Allowance Clauses section bar will display a Show Wizard action.




OPEX/CAM Tab Use the OPEX/CAM tab to enter operating expense (OPEX) and common area maintenance (CAM) clauses. The following describes each section in the OPEX/CAM tab:

Clause Details Sub-Tab & Section

Note – The OPEX/CAM tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the CAM Clauses section bar.

When the wizard is hidden, the system only displays the CAM Clauses section. To open the wizard, click Show Wizard on the CAM Clauses section bar.

When there are line items in the CAM Clauses section, the line item with its radio button selected is displayed in the Clause Details section.

This section establishes basic OPEX/CAM clause information.


After entering OPEX/CAM clause information, click Add Clause to add the just-completed clause to the CAM Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all CAM clauses are represented in the CAM Clauses section.




Document Reference



CAM Clauses Section

Note – The CAM Clauses section appears under each of the sub-tabs in the OPEX/CAM tab.

This section lists the CAM clauses created in this tab, listing the section category, clause type, granted in lease, section, page, and description.

To add a clause similar to one already in the CAM Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Clause Details section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the OPEX/CAM tab. Once the wizard is hidden, only the CAM Clauses section will display, and the CAM Clauses section bar will display a Show Wizard action.




CAM Audit Setup Sub-Tab & Section


CAM Audit Setup Sub-Tab & Section

The system pre-populates the fields in the CAM Audit Setup section as much as possible with information from other parts of the Lease Abstract record.


CAM Audit Setup Enter the CAM Audit Setup details.




For the various dates and deadlines, click the Calendar icon to specify the date or duration.


Calculation Rule Select the Calculation Rule. The Calculation Rule list in the CAM Audit Setup section contains a number of calculation rules:

Rule Number

How Amount Is Calculated Rule Condition

1 The lower of Prorated Share due or (Previous Year Charges * Cap Growth %)

Lower of the two

2 The lower of Prorated Share Due or (Base Year Cap Amount * (Number of Years * Cap Growth %))

Lower of the two

3 The lower of (Previous Year Charges * CPI %) or (Previous Year Charges * Cap Growth %)

Lower of the two

4 The lower of (Previous Year Charges * CPI %) or (Base Year Cap Amount * (Number of Years * Cap Growth %))

Lower of the two

5 The lowest of Prorated Share Due or (Base Year Cap Amount * (Number of Years * Increase %)) or (Previous Year Charges * Cap Growth %)

Lowest of the three

6 The lowest of Prorated Share Due or (Previous Year Charges * Increase %) or (Previous Year Charges * CPI Increase %)

Lowest of the three


Services Included Sub-Tab & Section

Indicate which services are included in OPEX/CAM. The system displays the service, estimated cost, proportionate share, apply to total cap, and service cap amount for each service.

Use the Find action on the section bar to select services. A pop-up window listing available service records appears. Select the desired record(s) and click OK. The system displays the services as line items.



Estimated Cost Enter the Estimated Cost.

Proportionate Share

Enter the Proportionate Share.

Note – The system pre-populates the Proportionate Share values based on fields from the General Tab, Location as follows.

If the value of the Proportionate Share (contractual) is zero, the value of Proportionate Share (calculated) is used.

If the value of Proportionate Share (contractual) is other than zero, that value is used.

Apply to Total Cap Check the check box if Apply to Total Cap applies.

Service Cap Amount

Enter the Service Cap Amount. A zero value indicates there is no cap. The currency UOM is taken from the General tab.

Services Excluded Sub-Tab & Section

Indicate which services are not included in OPEX/CAM. The system displays the service name.

Use the Find action on the section bar to select services. A pop-up window listing available service records appears. Select the desired record(s) and click OK. The system displays the services as line items.



CAM Schedules Sub-Tab & Section


CAM Schedules Sub-Tab & Section

The CAM Schedule sub-tab displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pretax, total tax, expected cash total and status of each payment scheduled.




Insurance Tab The Insurance tab contains insurance clause details and insurance payment schedules. The following describes each section in the Insurance tab:


Note – The Insurance tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Insurance Clauses section bar.

When the wizard is hidden, the system only displays the Insurance Clauses section. To open the wizard, click Show Wizard on the Insurance Clauses section bar.

When there are line items in the Insurance Clauses section, the line item with its radio button selected is displayed in the Clause Details section.

This section establishes basic insurance clause information.


After entering Insurance clause information, click Add Clause to add the just-completed clause to the Insurance Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all Insurance clauses are represented in the Insurance Clauses section.


Document Reference





Includes Index Adjustment?

Refer to the description of the Includes Index Adjustment? check box below.

Insurance Clause Details

Enter the Insurance Clause Details regarding this clause.

For the various dates, click the Calendar icon to specify the date.




Effective From The system populates the Effective From date from information in other parts of the Lease Abstract record. To change the Effective From date, click the Calendar icon and enter the date.

Effective To The system populates the Effective To date from information in other parts of the Lease Abstract record. To change the Effective To date, click the Calendar icon and enter the date.

Insurance Clauses Section

Note – The Insurance Clauses section appears under each of the sub-tabs in the Insurance tab.

This section lists the Insurance clauses created in this tab, listing the section category, insurance type, granted in lease, section, page, and description.

To add a clause similar to one already in the Insurance Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Clause Details section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Insurance tab. Once the wizard is hidden, only the Insurance Clauses section will display, and the Insurance Clauses section bar will display a Show Wizard action.





Insurance Schedules Sub-Tab & Section

The Insurance Schedules sub-tab displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pretax, total tax, expected cash total and status of each payment scheduled.




Tax Tab The Tax tab contains tax clause details and tax payment schedules. The following describes each section in the Tax tab:

Tax Clause Sub-Tab & Section

Note – The Tax tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Tax Clauses section bar.

When the wizard is hidden, the system only displays the Tax Clauses section. To open the wizard, click Show Wizard on the Tax Clauses section bar.

When there are line items in the Tax Clauses section, the line item with its radio button selected is displayed in the Tax Clause section.

This section establishes basic tax clause information.


After entering Tax clause information, click Add Clause to add the just-completed clause to the Tax Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all Tax clauses are represented in the Tax Clauses section.


Document Reference




Tax Clause Sub-Tab & Section



Tax Details Enter the Tax Details regarding this clause.





For the deadline, click the Calendar icon to specify the date.

Tax Clauses Section

Note – The Tax Clauses section appears under each of the sub-tabs in the Tax tab.

This section lists the Tax clauses created in this tab, listing the section category, tax type, granted in lease, section, page, and clause summary.

To add a clause similar to one already in the Tax Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Tax Clause section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Tax tab. Once the wizard is hidden, only the Tax Clauses section will display, and the Tax Clauses section bar will display a Show Wizard action.





Tax Schedules Sub-Tab & Section

The Tax Schedules sub-tab displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pretax, total tax, expected cash total and status of each payment scheduled.




Parking Tab The Parking tab contains parking clause details and parking payment schedules. The following describes each section in the Parking tab:


This section establishes basic parking clause information.



Document Reference



Parking Details Enter the details below.

Included in Rent Check the check box if Included in Rent is true.

Landlord/Third Party

For Landlord/Third Party, click the List icon and select from the choices presented.

Total Parking Spaces

The system populates the Total Parking Spaces field based on the information from the Space Types section.

Space Types Section


Space Types Section

This section lists the type of parking spaces in this Parking clause. The section displays the space type, location, parking denominator, number of spaces, and rate.

To add a space type, click Quick Add on the Space Types section bar. The system adds a line in the Space Types section.




Space Type Click the Search icon for Space Type and select from the choices presented.

Include in Parking Space Count

Check the check box if Include in Parking Space Count is true.

Location Enter the Location.

Parking Denominator

Click the Search icon for Parking Denominator and select from the choices presented, Spaces per 100 and Spaces per 1000.

Number of Spaces Enter the Number of Spaces.

Rate Enter the Rate. The currency is taken from the General tab.

Co-Tenancy Tab The Co-Tenancy tab contains document reference, clause details, co-tenancy details, and co-tenancy items.

A co-tenancy clause type is used for Real Estate Leases in order to track information for opening or operating locations. For example, a retail company may choose to lease a store in a mall or shopping center. The lease will often have terms and conditions about the co-tenants in that mall or shopping center. These terms and conditions are described in a clause on the lease. The retailer can then make decisions about the store’s leasing situation in reaction to co-tenant moves, closings, canceled opening, and the like.


The following describes each section in the Co-Tenancy tab:


Note – The Co-Tenancy tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Co-Tenancy Items section bar.

When the wizard is hidden, the system only displays the Co-Tenancy Items section. To open the wizard, click Show Wizard on the Co-Tenancy Items section bar.

When there are line items in the Co-Tenancy Items section, the line item with its radio button selected is displayed in the Clause Details section and Co-Tenancy Item section.

This section establishes basic co-tenancy clause information.



Document Reference



Co-Tenancy Details Enter the Co-Tenancy Details regarding this clause.

For the numeric fields, enter the proper information.


For the dates, click the Calendar icon to specify the date.

Co-Tenancy Item Section


Co-Tenancy Item Section

Use this section to define co-tenants. This section acts like a wizard.

After entering co-tenant information, click Add Co-Tenancy to add the just-completed co-tenant to the Co-Tenancy Items section. The information entered for the co-tenant you just added remains so that you do not have to re-key information duplicated in or similar to the prior co-tenant. Continue building and adding co-tenants until all co-tenants are represented in the Co-Tenancy Items section.

Click Save Co-Tenancy to save the information in the Co-Tenancy Item section without adding it to the Co-Tenancy Items section below.

Click Clear Wizard to clear all information from the Co-Tenancy Item section. This action has no affect on the Co-Tenancy Items section below.


Co-Tenancy Item Enter the Co-Tenancy Item details regarding this clause.



Co-Tenancy Items Section

This section displays the co-tenant, effective from and effective to dates, sales percentage, remodel date, rent reduction to, rent reduced by, co-tenancy amount, and co-tenancy area.

To add a co-tenant similar to one already in the Co-Tenancy Items section, select the radio button on the left of the line item. The system displays the details for that line item in the Co-Tenancy Item section, where you can adjust the information and click Add Co-Tenancy.

Click Hide Wizard to close the wizard in the Co-Tenancy tab. Once the wizard is hidden, only the Co-Tenancy Items section will display, and the Co-Tenancy Items section bar will display a Show Wizard action.



Green Lease Provisions Tab The Green Lease Provisions tab contains green-lease clause details and green credentials. The following describes each section in the Green Lease Provisions tab:

Green Lease Provisions Clause Section


Green Lease Provisions Clause Section

Note – The Green Lease Provisions tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Green Lease Provision Clauses section bar.

When the wizard is hidden, the system only displays the Green Lease Provision Clauses section. To open the wizard, click Show Wizard on the Green Lease Provision Clauses section bar.

When there are line items in the Green Lease Provision Clauses section, the line item with its radio button selected is displayed in the Green Lease Provisions Clause section.

This section establishes basic green-lease clause information.


After entering green-lease clause information, click Add Clause to add the just-completed clause to the Green Lease Provision Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all green-lease clauses are represented in the Green Lease Provision Clauses section.


Document Reference



Green Lease Provision Clause Details

Enter the Green Lease Provision Clause Details regarding this clause.


For the text field, enter the proper information.

Green Lease Provision Clauses Section


Green Lease Provision Clauses Section

This section lists the Green Lease Provision clauses created in this tab, listing the green-lease provision type, section, paragraph, page, granted in lease, clause summary, and other clause details.

To add a clause similar to one already in the Green Lease Provision Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Green Lease Provisions Clause section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Green Lease Provisions tab. Once the wizard is hidden, only the Green Lease Provision Clauses section and Credentials section will display, and the Green Lease Provision Clauses section bar will display a Show Wizard action.




Credentials Section

The Credentials section displays the credential type, certifying body, full name, short name, level, and valid until date of each credential listed.

You can add one credential line item at a time using the Add action.




Responsibilities Tab The Responsibilities tab contains clause details and responsibility services items. The following describes each section in the Responsibilities tab:


Note – The Responsibilities tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Responsibility Services section bar.

When the wizard is hidden, the system only displays the Responsibility Services section. To open the wizard, click Show Wizard on the Responsibility Services section bar.

When there are line items in the Responsibility Services section, the line item with its radio button selected is displayed in the Clause Details section and Responsibility Service section.

This section establishes basic responsibility-service clause information.



Document Reference



Responsibility Service Section

Use this section to define responsibility services. This section acts like a wizard.

After entering responsibility-services clause information, click Add Responsibility to add the just-completed clause to the Responsibility Services section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all clauses are represented in the Responsibility Services section.

Click Save Responsibility to save the information in the Responsibility Service section without adding it to the Responsibility Services section below.

Click Clear Wizard to clear all information from the Responsibility Service section. This action has no affect on the Responsibility Services section below.



Responsibility Service Section

Responsibility Service

Enter the Responsibility Service details regarding this clause.

For the various selectable text fields, click the Search icon and select from the choices presented.


For the check box, check the box if the situation applies.

For the drop-down lists, click the List icon and select from the choices presented.

Primary Vendor The system populates Primary Vendor based on the Service selected.

Responsibility Services Section

This section displays the document type, service, responsibility type, execution responsible party, financial responsible party, landlord %, tenant %, and clause summary.

To add a service similar to one already in the Responsibility Services section, select the radio button on the left of the line item. The system displays the details for that line item in the Clause Details and Responsibility Service sections, where you can adjust the information and click Add Responsibility.

Click Hide Wizard to close the wizard in the Responsibilities tab. Once the wizard is hidden, only the Responsibility Services section will display, and the Responsibility Services section bar will display a Show Wizard action.




Other Clauses Tab The Other Clauses tab contains document reference, clause details, and a list of clause specifics. The following describes each section in the Other Clauses tab:

Other Clause Section

Note – The Other Clauses tab contains a wizard to facilitate entering multiple clauses. The wizard is available until you click Hide Wizard on the Other Clauses section bar.

When the wizard is hidden, the system only displays the Other Clauses section. To open the wizard, click Show Wizard on the Other Clauses section bar.

When there are line items in the Other Clauses section, the line item with its radio button selected is displayed in the Other Clause section.

This section establishes basic information about other clauses, not included in the other tabs.


After entering the clause information, click Add Clause to add the just-completed clause to the Other Clauses section. The information entered for the clause you just added remains so that you do not have to re-key information duplicated in or similar to the prior clause. Continue building and adding clauses until all other clauses are represented in the Other Clauses section.


Document Reference





Other Clause Details

Enter the Other Clause Details regarding this clause.





Other Clauses Section

This section lists the clauses created in this tab, listing the section category, clause type, granted in lease, section, page, and description.

To add a clause similar to one already in the Other Clauses section, select the radio button on the left of the line item. The system displays the details for that line item in the Other Clause section, where you can adjust the information and click Add Clause.

Click Hide Wizard to close the wizard in the Other Clauses tab. Once the wizard is hidden, only the Other Clauses section will display, and the Other Clauses section bar will display a Show Wizard action.




Other Payment Schedules Section

The Other Payment Schedules section displays the payment type, description, frequency, start date, end date, cost per unit, contract rentable, charge amount basis, expected cash pretax, total tax, expected cash total and status of other payments scheduled.

Use the Add action to add a new schedule.

Use the Find action on the section bar to select schedules. A pop-up window listing available schedule records appears. Select the desired record(s) and click OK. The system displays the schedules as line items.



Accounting Tab The Accounting tab groups Likely Term details, Financial Accounting Standards Board (FASB) details, and other related fields in the Lease Abstract record.

Note – The Accounting tab appears only if you have the proper access as a Lease Accountant (or Lease Accounting Manager) role with a Real Estate Manager license.

For more information on portals and portal sections, refer to the IBM TRIRIGA 10 Getting Started User Guide.


Accounting Tab Sections

Accounting Details Section

Accounting Type Select the Accounting Type applicable for the Lease Abstract.

The system displays all options defined for the Accounting Type business object in the Tools > Administration > Lists page. By default, the system displays the Accounting Type as “Accounts Payable (AP)”.

Spend Category Use the Search icon and select the Spend Category under which the Lease Abstract record is classified.

In the search list, the system displays the available types as defined in the Financial Category business object of the Classification Hierarchy.

Accounting Start Date

The Accounting Start Date is pre-populated from the Commencement Date in the Critical Dates section. The system uses this date in the creation of payment schedules.

To change the value, click the Calendar icon and select the date.

Accounting Cost Center

Enter a few characters of the Accounting Cost Center to take advantage of autocomplete, or click the Search icon to find the Accounting Cost Center responsible for incurring the cost of the lease.

Accounting End Date

The Accounting End Date is pre-populated from the Expiration Date in the Critical Dates section. The system uses this date in the creation of payment schedules.

To change the value, click the Calendar icon and select the date.



Create Straight Line Adjustments?

Check the check box next to Create Straight Line Adjustments? to add straight line adjustments to the Lease Abstract.

Note – The straight-line calculation takes your Accounting Start and End Dates (with pre-populated defaults from your Lease Commencement and Expiration Dates, per FASB) to determine the period of time to include in the calculation. You can change these dates to include renewal periods or extensions. This calculation also includes free rent (or rent abatement) periods, per FASB.

FASB refers to the Financial Accounting Standards Board.

Note – If there are payments within any day in a month of the accounting dates on the lease, the straight-line will utilize the full month.

Note – Straight-line adjustments are made to payment line items as accrual amounts.

Operating Portion of Capital Lease

Enter the Operating Portion of Capital Lease amount. This is the percentage (not to exceed 100%) the Operating Portion is of the Lease.

Straight Line Capital Portion of Rent?

For the Straight Line Capital Portion of Rent?, select the term, if applicable to the Lease Abstract.

Initial Direct Costs Enter the appropriate costs for the Lease Abstract.

The Initial Direct Costs refer to costs incurred at the start of the lease.

Borrow Rate & % Growth Assumptions Section

Incremental Borrowing Rate, Index Growth %, FMRV Growth %

Enter the percentage for the Incremental Borrowing Rate.

The Index Growth % field appears in this section only if the Lease Abstract contains an index-based clause. Enter the percentage for the Index Growth %.

The FMRV Growth % field appears in this section only if the Lease Abstract contains an FMRV-based (Fair Market Rental Value) clause. Enter the percentage for the FMRV Growth %.

For more information, see the Borrow Rate & % Growth Assumptions section in the Real Estate Lease record.


Rent Component Assumptions Section

% Is Maintenance, % Is Tax, % Is Other, % Is Base Rent

The Rent Component Assumptions section appears on the Lease Abstract only if the Lease Category contains the term “Gross”.

Enter the percentage for the maintenance-cost portion of the lease payment.

Enter the percentage for the tax-cost portion of the lease payment.

Enter the percentage for other (non-rent) costs in the lease payment.

The system calculates the percentage for the base-rent portion of the lease payment, as 100% minus the three percentages above, enforcing that all 4 fields add up to 100%.

For more information, see the Rent Component Assumptions section in the Real Estate Lease record.

Likely Term Section

Likely Term Option

Select the Likely Term Option applicable for the Lease Abstract. The choices are “Manual Entry”, “Select an Option for Likely Term”, and “Use Lease Expiration Date”.

Depending on the value selected for Likely Term Option, different fields or sections become available.

If Likely Term Option is “Manual Entry”

Likely Term Section

If the Likely Term Option is “Manual Entry”, then the Likely Term End Date field becomes available.

Likely Term End Date

Click the Calendar icon and select the date.


If Likely Term Option is “Select an Option for Likely Term”

Options Section

If the Likely Term Option is “Select an Option for Likely Term”, then the Options section appears.

Select an option from the available list. Selecting an option populates the Likely Term End Date with the Renewal Expiration Date.

Use the Clear Likely Term Selection(s) to remove the current selections.

Likely Term Option Section

If the Likely Term Option is “Select an Option for Likely Term”, then the Likely Term Option section appears.

This section displays the Name, Option #, and Option Type information for the option that is selected from the Options section above.

If Likely Term Option is “Use Lease Expiration Date”

Likely Term Section

If the Likely Term Option is “Use Lease Expiration Date”, then no other fields or sections appear.

The system uses the Lease Expiration Date to populate the Likely Term End Date.

FASB 13 Treatment Section

FASB Lease Type Select the FASB Lease Type applicable for the Lease Abstract. The choices are “Partial Building”, “Building and Land”, and “Land Only”.

Depending on the value selected for FASB Lease Type, the system displays additional fields.


If FASB Lease Type is “Building and Land”

FASB 13 Treatment – Building and Land



If the FASB Lease Type is Building and Land, answer the following questions:

Does Property Transfer Ownership at End of Lease?

Is Lessor Implicit Interest Known?

Does Lease have Bargain Purchase Option?

Does Lease begin in the last 25% of Building Life?

Incremental Borrowing Rate


Lease Rate Used (Calculated)

The system calculates the Lease Rate Used.

Est. Economic Life of Asset (Yrs)

Enter the Estimated Economic Life of Asset in Years.

Estimated FMV of Building

Enter the Estimated FMV (Fair Market Value) of the Building.

Land Percentage Enter the percentage of the lease that is land for Land Percentage.


If FASB Lease Type is “Partial Building”

FASB 13 Treatment – Partial Building


If the FASB Lease Type is Partial Building, answer the following question:

Is Cost or Fair Value Determinable?


If FASB Lease Type is “Land Only”

FASB 13 Treatment – Land Only


If the FASB Lease Type is Land Only, answer the following questions:




Lease Abstract to Real Estate Lease Process

In the Lease Abstract to Real Estate Lease process, the FASB-related information might not necessarily be abstracted. This information is optional and might not be available to the Lease Abstractor (or Lease Administrator) when the process begins.

In either case, the following business rules apply to the Likely Term Option:

If a Likely Term Option is selected on the Lease Abstract, then the system populates the Likely Term Expiration Date based on that selection.

If a Likely Term Option is not selected on the Lease Abstract, then the system uses the Lease Expiration Date to populate the Likely Term Expiration Date.

Furthermore, the following business rules apply to the assumption review information and the initial Assumption Audit Log that is generated when the Real Estate Lease is created:

If the Lease Abstract has data in any of the assumption fields entered (via the online or offline form) or provided (via OSCRE XML), then the system maps this data to the Real Estate Lease. The system also creates an initial Assumption Audit Log (using this data) with the Review Type set to “Other” and the Review Comments set to “Assumption Audit Log was auto-created from data entered on the Lease Abstract”.

If the Lease Abstract does not have data in any of the assumption fields entered (via the online or offline form) or provided (via OSCRE XML), then the system maps the data from the Application Settings (via Tools > System Setup > General > Application Settings > Lease Accounting Settings tab) to the Real Estate Lease. The system also creates an initial Assumption Audit Log (using this data) with the Review Type set to “Other” and the Review Comments set to “Assumption Audit Log was auto-created from Application Settings since assumption data was not provided on the Lease Abstract”.


Lease Abstract Clause – Common Elements The purpose of a Lease Abstract record is to retain the clauses in a lease. Many of the clauses in a Lease Abstract have common elements. Those common elements are discussed here. Specific details about each type of clause in a Lease Abstract record are discussed in the section about the clause.

The common elements presented here include the following:

Document References

Clause Details

Fair Market Rate Value

Index Adjustments

Generate Payment Schedules wizard

You may not have access to any or all of these elements. The elements you have access to depend on your job function and role within your company and how the IBM TRIRIGA software was implemented at your company.

Document References The Document References area in a clause definition identifies where to go in the legal document being abstracted to find the details for this clause. The following describes the fields in the Document References section:

Document Reference

Document Type Click the Search icon for Document Type and select from the choices presented.

Granted In Lease Click the Search icon for Granted In Lease and select from the choices presented.

Section Enter the Section where the clause starts in the document.

Page Enter the Page where the clause starts in the document.

Abstract Notes Add pertinent Abstract Notes.


Clause Details The Clause Details area in a clause definition identifies where to go in the legal document being abstracted to find the details for this clause. The following describes the fields in the Clause Details section:

Clause Details

Clause Type If available, click the Search icon for Clause Type and select from the choices presented.


Check the Includes Index Adjustment? check box if the answer is true. When you select the check box, the system adds the Index Adjustment section when the clause is created. Refer to Index Adjustments below.

Tip – Before entering data in other clauses, enter default index adjustment values on the Index Adjustment section of the Rent tab.

When you select the Includes Index Adjustment? check box in a clause and there is data on the Rent tab, Index Adjustment section, the system copies the data into the Index Adjustment section of the current clause. You can then edit the default data as needed.

Clause Summary Enter a Clause Summary.

Clause Text Enter the Clause Text. Note the various formatting options.

Fair Market Rate Value The Fair Market Rate Value section appears when the user selects “Fair Market Rate Value” for Does lease have adjustment type of in the Lease Details section of the Rent tab. Its purpose is to define the fair market rate values for the clause.

Tip – The Fair Market Rate Value section in the Rent tab provides the default values for the Fair Market Rate Value section of other tabs on a Lease Abstract record that have such a section. Therefore, complete the Fair Market Rate Value section on the Rent tab before entering information in the other tabs.

The fields in the Fair Market Rate Value section are as follows:


Percentage of Rate Enter the Percentage of Rate.

Rate Source Click the Search icon next to Rate Source and select from the choices presented.

Current Rate Enter the monetary value of the Current Rate.



Current Rate Date For the Current Rate Date, click the Calendar icon to specify the date.

Original Rate Enter the monetary value of the Original Rate.

Original Rate Date For the Original Rate Date, click the Calendar icon to specify the date.

Unit of Rate The system displays the corresponding Unit of Rate.

Adjustment Frequency

Select the Adjustment Frequency. The choices are Annually, Monthly, Quarterly, and Semi Annually.

Adjustment Reminder

For Adjustment Reminder, click the Calendar icon and specify the duration before the adjustment date that the system should send a reminder.

First Adjustment Date

For First Adjustment Date, click the Calendar icon to specify the date.

Minimum % Increase

For Minimum % Increase, enter the value.

Lifetime Min % Increase

For Lifetime Min % Increase, enter the value.

Maximum % Increase

For Maximum % Increase, enter the value.

Lifetime Max % Increase

For Lifetime Max % Increase, enter the value.

Index Adjustments The Index Adjustment section appears when the user selects the Includes Index Adjustment? check box in the Covenant Details section of a clause, or selects “Index Adjustment” for Does lease have adjustment type of in the Lease Details section of the Rent tab. Its purpose is to define the index adjustment values for the clause.

Tip – The Index Adjustments section in the Rent tab provides the default values for the Index Adjustment section of other tabs on a Lease Abstract record that have such a section. Therefore, complete the Index Adjustments section on the Rent tab before entering information in the other tabs.


The fields in the Index Adjustment section are as follows:

Index Adjustments

Cost Index Click the Search icon next to Cost Index and select. The choices are taken from the Classifications Hierarchy.

Index Source Enter the Index Source.

Base Year Enter the Base Year.

Base Index Date For Base Index Date, click the Calendar icon to specify the date.

Base Index (Percent)

Enter the Base Index (Percent).

Index Percent at Base Year

Enter the Index Percent at Base Year.


Select the Adjustment Frequency. The choices are Annually, Monthly, Quarterly, and Semi Annually.

Adjustment Reminder

For Adjustment Reminder, click the Calendar icon and specify the duration before the adjustment date that the system should send a reminder.



Frequency Type Click the Search icon next to Frequency Type and select from the choices presented.

Minimum % Increase

For Minimum % Increase, enter the value.

Maximum % Increase

For Maximum % Increase, enter the value.

Lifetime Min % Increase

For Lifetime Min % Increase, enter the value.

Lifetime Max % Increase

For Lifetime Max % Increase, enter the value.



Index Adjustments Section Setup

In the Rent tab, when you select “Index Adjustment” for Does lease have adjustment type of, the system adds the Index Adjustments section to the tab.

In other tabs of the Lease Abstract record, clicking the Includes Index Adjustment? check box also results in an Index Adjustments section being added to the clause. However, the Index Adjustments section does not display on the tab when you select the tab.

Follow these steps to set up the Index Adjustments section and make changes to it:

To Set Up the Index Adjustments Section

Step 1 In the Rent tab, select “Index Adjustment” for Does lease have adjustment type of.

The Index Adjustments section displays below the Rent Clause section.

Step 2 Fill out the Index Adjustments section in the Rent tab.

Click Save.

This sets the default values for all other clauses in the Lease Abstract record.

Step 3 Review the following examples. The following scenarios use an Insurance clause for purposes of demonstration.

Index Adjustments – Scenario 1

Scenario 1: You are creating a new clause that includes index adjustment and the default values in the Rent tab are correct for the clause. This scenario uses an Insurance clause for purposes of demonstration.


Step 1 Check the Includes Index Adjustment? check box on the clause on the Insurance tab.

Step 2 Enter the rest of the clause terms.

Step 3 Click Add Clause.

The system populates the clause’s Index Adjustments section with the values from the Rent tab. If the default index adjustment values set on the Rent tab are correct for the clause you just entered, no further action is necessary.



Scenario 2: You created a new clause but forgot to check the Includes Index Adjustment? check box. This scenario uses an Insurance clause for purposes of demonstration.


Step 1 Scroll to the Insurance Clauses section below the Clause Details section.

Step 2 Select the radio button to the left of the clause to be modified.

The system displays that clause in the Clause Details section.

Step 3 Select the Includes Index Adjustment? check box in the Clause Details section.

Click Save Clause.

The system populates the clause’s Index Adjustments section with the values from the Rent tab. If the default index adjustment values set on the Rent tab are correct for the clause you just entered, no further action is necessary.


Scenario 3: You need to change the index adjustment values in an existing clause. This scenario uses an Insurance clause for purposes of demonstration.


Step 1 Scroll to the Insurance Clauses section.

Step 2 Click the hyperlinked line item.

Step 3 Review the Lease Clause record that appears.

Step 4 Scroll to the Index Adjustments section.

Step 5 Make the desired changes to the values. Click Save & Close.

The clause now contains the updated Index Adjustments values. The changes only affect this clause. They do not change the default values in the Rent tab.

Step 6 Click Save or Save & Close on the Lease Abstract record.


Generate Payment Schedules Wizard The Generate Payment Schedules wizard is present in each clause that includes a Schedules sub-tab. As a persistent wizard, it uses the Generate Payment Schedule form to facilitate entering multiple schedules without leaving the wizard. Among the sections in the Generate Payment Schedule form are Document Reference, General Information, Payment Parameters, and the Payment Schedule itself.

Refer to the detailed description of the sections, fields, and actions of the Generate Payment Schedule Wizard – Detail below. If there are unique sections, fields, or actions in the Schedules sub-tab of a clause, those are discussed in that clause’s description.

Lease Abstract Process – Common Elements The Real Estate Contract Abstract process contains a number of elements that are the same regardless of whether you are abstracting a lease, creating a lease without doing an abstract first, or creating an Owned Property (Fee) Agreements record.

This section discusses these common elements. The information is not repeated in other parts of the Real Estate Contract Abstract chapter except to highlight a difference from the common element or to add additional information.

The common elements presented here include the following:

Associations Tab

Audit Tab

Audit Actions Tab

Contact Details Tab

History Tab

Locations Tab


Notifications Tab

Option Wizard

Payments Tab

Reports Tab

Service Areas Tab

Space Use Agreement Tab

Summary Tab

System Tab


You may not have access to any or all of these elements during the course of your work in the IBM TRIRIGA system. The elements you have depend on your job function and role within your company and how the IBM TRIRIGA software was implemented at your company.


Associations Tab An association is a connection between records. An association between two records allows the IBM TRIRIGA Application Platform to navigate from one record to another. The Associations tab displays the associations for the record in a graphical view. You can use this graphical representation to delve further. Each Associations tab has two sections: Records and Associations. The icons in the Associations section represent modules, business objects, and records.

Clicking an icon in the Associations section causes the record information to appear in the Records section. You can find more information about the Associations tab in IBM TRIRIGA 10 Application Administration User Guide.

Audit Tab The Audit tab displays those who modified the record. This audit tracks the individual fields that have been changed, displaying the original and new values. The system displays the user’s ID, the comment the user entered when they changed the record, and the date the modification occurred. By default, field level auditing is turned off. To activate field level auditing, have your System Administrator set the audit flag in the Data Modeler.

Audit Actions Tab The Audit Actions tab displays the actions that have been performed on the record. The system displays what action occurred, the user who performed the action, and the date and time of the action.


Contact Details Tab The purpose of the Contact Details tab is to assign the Contract Administrator and identify other organizations and personnel related to the record.

The sections that appear in a Contact Details tab depend on the type of record in which the Contact Details tab appears. The sections include the following:

Contacts Section

This section displays a line item for each contact for any queries about the property. The displayed information includes the role, name, work phone number, e-mail address, and organization of each person.

Note – While the Lease Abstract record does not possess a separate Contact Details tab, its contact information appears in the Lease Contacts section of the General tab.

Use the Add People action in the section bar to select and add one or many other appropriate personnel. When you click the Add People action, the system displays a query window listing all of the available records retrieved from the People page. Check the check boxes of the required People records and click OK. The selected records appear in the Contacts section as a line item. Click the hyperlinked line item to view and modify the record details in a new window.

In the Contacts section, to assign a person to a role or to change the person assigned to a role, click the hyperlinked Role name. The system displays the Contact Role record in a new window. After selecting the person and/or changing the role, click Save & Close, and the system updates the Contacts section.



This section is used to select the organization authorized to collect the remittance and the contact person to whom all the queries regarding the remittance should be directed. If present, any payment by default goes to the Default Remit To.

Guarantor Section

This section is found in each Real Estate Lease record. You can specify the organization responsible for the payment of the debt in case of default.


Landlord Section

This section is found in each Real Estate Lease record. This section displays the landlord (lessor) property details. You can specify the organization that owns the property along with the direct contact person who responds to queries.

Management Company Section

This section identifies the organization responsible for supervising the proper functioning of the property.

Owner Section

This section is found in each Owned Property (Fee) Agreements record.

Tenant Section

This section is found in each Real Estate Lease record. This section displays the details regarding the tenant (lessee) of the site. You can specify the organization that has possession of the site along with the contact person to whom all of the queries regarding the site should be directed.

Other Sections in Contact Details Tab

From the examples above, the other sections in the Contact Details tab contain fields relevant to the section. Enter the appropriate information for the field in the text box next to the field label.

If the field text box is followed by a Search icon , click the icon and search through the information.

Take advantage of the autocomplete feature by typing a few letters of the value you want to enter in this field. The system displays a list of all values for the field that contain what you typed, with the characters matching what you typed in bold. The first suggested item in the list is highlighted. Use the up/down arrow keys to select an item or click the item directly. If you use the up/down arrow keys to select the item, press Enter or the Tab key to complete the selection. If you click an item directly, the selection completes automatically. You can type in more characters to narrow the suggested items list; delete some characters, which may broaden the suggested items list; or key in a different set of characters. The list disappears when you click back to the text box, Tab out, click outside the text box, press Esc, or make a selection.

You can take advantage of autocomplete and your familiarity with your company’s data by entering one or two characters and pressing the Tab key. The system performs a query and one of the following: (1) If the query returns one record, that record completes the selection; (2) If the query returns more than one record, the system presents the records in a list, as described here; or (3) If the


query returns no records, you will receive a “no record matched” message and the cursor stays in the field waiting for your next action.

If a field label is hyperlinked, for example an Organization field such as Tenant Organization Lookup, you can click the hyperlinked field label to view/modify the record details.

Click the Clear icon to remove all information entered in a field.

History Tab The History tab maintains a history of all changes made in the record. At the time of the revision, the user determines if the system should create an amendment history of the current record before allowing revisions to be made, or the user may select to make minor modifications to the record without creating an amendment history record. The system also maintains an audit log of all amendment actions. The amendment history records can be accessed from the History tab.

Note – To update information in the History tab on a record in Active status, first click the record’s Revise action.

The sections you have access to depend on the type of record (e.g., Real Estate Lease or Owned Property) in which the History tab appears. Consequently, one or more sections below might not appear. The sections include the following:

Sale Term Information Section

Year Sold Enter the year in which the property was sold.

Sale Price Enter the Sale Price of the property.

Sale Date For Sale Date, click the Calendar icon to specify the date.

Gross Sale Price Enter the Gross Sale Price of the property.

Book Value at Sale Time

Enter the Book Value at Sale Time for the property.

Sales Costs Enter any Sales Costs for the property.

Remediation Costs Enter any Remediation Costs for the property.

Commission Recovery

Enter any Commission Recovery for the property.

TI Equipment Liquidation

Enter any TI Equipment Liquidation for the property.


Current Amendment Details Section

Amendment Number

The system displays the number of revisions undergone by the record.

Note – The amendment number is 0 until a user makes an amendment.

Amendment Date Use the Calendar icon to select the desired change date.

Amendment Type Use the Search icon to select the Amendment Type applicable for the record. In the search list, the system displays a list of all Amendment Types retrieved from the Classification Hierarchy. Select the required type. The selected amendment type displays in this field.

Description Of Changes

The system displays a brief change description.

Amendments History of Real Estate Lease Section

This section lists the Real Estate Lease records made prior to every revision applied to the record.

Amendments History of Owned Property Section

This section lists the Owned Property (Fee) Agreements records made prior to every revision applied to the record.

Amendment History Section

This section displays a list of the modifications made to the record. The information displayed includes the amendment date, who made the amendment, and a description of the changes made.

Lease Abstract Section

This section displays the Lease Abstract for this record.


Related Transactions Section

This section displays any related Real Estate transactions (e.g., RE Project Acquisition) for this record.

Locations Tab The Locations tab defines the assigned location details for the record. The fields on this tab provide default values for Payment Reconciliation calculations. The sections on the Locations tab are as follows:

Units Section

Area Units Specify the units of measure (UOM) for all fields in the current record that specify the area. The system displays the options defined for the UOM in the Tools > Administration > Lists page.

Primary Location Section

This section identifies the principal location for the record. It defaults to the principal location populated on the General tab, if populated.

Note – If necessary, to enable the actions in the section bar, click the Create Draft action.

Use the Find action in this section to select the primary location. A pop-up window listing available Location records appears. Select the record and click OK. The hierarchical path of the selected location displays.


Note – If the Primary Address on the General tab has not been populated, the system sets it to the primary address of the Primary Location selected here.

Clicking Hierarchy Path when it is underlined (hyperlinked) takes you to the Location record.


Total Rentable The total gross rentable area in the selected Area Units. This is a read-only field and the value is auto-populated from the total of the Rentable (lease) column in the Contract Locations section. The Rentable (lease) area values in the Contract Locations section are manually entered for each location based on the terms of the lease.



Total Usable The total usable area covered in the selected Area Units. The field is read-only and the value is auto-populated from the total of the Usable (lease) column in the Contract Locations section. The Usable (lease) area values in the Contract Locations section are manually entered for each location based on the terms of the lease.

Total Area for Proportionate Share

In Real Estate Leases only: Enter the number representing the total gross area of all locations listed in the Contract Locations section. This value is provided by the landlord and often specified in the terms of the lease.

Proportionate Share (contractual)

In Real Estate Leases only: Enter the number representing the tenant’s proportionate share of the total area specified in the terms of the lease. Landlords usually round this figure from the actual calculated amount (in the image, it has been rounded from 13.498% to 13%). This value becomes the default proportionate share when setting up a Common Area Maintenance (CAM) clause. Each CAM service can be edited individually if different services at different sites get different pro-rata shares.

Proportionate Share (calculated)

In Real Estate Leases only: The tenant’s calculated proportionate share of the total rentable area of all locations being leased based on the formula:

((Total Rentable / Total Area for Proportionate Share) * 100)

For example:

Total Rentable = 6,749 sq. ft. (Tenant’s total contractual rentable area)

Total Area for Proportionate Share = 50,000 sq. ft. (Total area of all locations)

Proportionate Share (calculated) = (50,000 / 6,749) * 100 = 13.498%

Premise Locations Section

This section specifies other locations, in addition to the primary location, associated with the contract. For example, what your company is renting at this location.

To select one or more Location records, click the Add action. The system displays a list of Location records in a pop-up window. Select the desired record(s) and click OK. The selected records appear as line items in this section. Click the Linked Record icon or the hyperlinked Location Path to view and modify a line item. To view the actual Location record from this linked RE Contract Location record, click the hyperlinked Location Path under Location on the General tab.

Use the Remove action to delete the selected record(s).

The fields displayed in this section include:



Premise Name The Name of the Property, Building, Land or Structure at the specified location.

Included in Rent Check the check box if Included in Rent applies.

Effective From Click the Calendar icon and select the Effective From date.

Effective To Click the Calendar icon and select the Effective To date.

Rentable (lease) Enter the overall area available for rent in the property. The UOM is set in the Units section.

Usable (lease) Enter the actual usable area in the property. The UOM is set in the Units section.

Once added to the section, the RE Contract Location record displays additional fields not displayed in this query section.

Document Type The Type of document (e.g., Addendum, Change in Ownership, Letter Agreement, Sublease) related to this location.

Section, Page The position within the specified document.

Space Type The Type of Space (e.g., Administration, Government, Medical Office, Warehouse) of the premise.

Premise Description

A brief description of the premise.

Allocation Percent Enter how much of the total area is covered by this RE Contract Location in the Allocation Percentage field.

Proportionate Share (%)

The calculated proportionate share of the total rentable area of all locations being leased based on the formula:

((Total Rentable / Total Area for Proportionate Share) * 100)

For example:

Total Rentable = 6,749 sq. ft. (Tenant’s total contractual rentable area)

Total Area for Proportionate Share = 50,000 sq. ft. (Total area of all locations)

Proportionate Share (calculated) = (50,000 / 6,749) * 100 = 13.498%

Location Path The system displays the Location Path of the property for the record.

ID The system displays the ID of the location record.



Status The system displays the Status of the location record.

Area Units The system displays the Area Units of the location record.

Other Addresses Section

This section displays other addresses. To specify an address, click the Add action in this section. The system displays the Address page in a new window. Provide the necessary details regarding the address of the property and click Create. The system adds a new line item to the Other Addresses section. The line item displays the address type, address, city, state/province, zip/postal, and country.

Click the Linked Record icon to view and modify the record details in a new window.

To delete a record, check the check box beside the record and click the Remove action in the section bar.

Notes & Documents Tab The Notes & Documents tab associates additional information (as comments) or related documents with the record.

The Notes & Documents tab sections are as follows:

Comments Section

The Comments section displays the details regarding the comments associated with the record, as hyperlinked line items. The system displays the comment type, created by, reference date, and comment fields. By clicking the hyperlinked line item, you can view the Comment record details in a new window.

Use the Add action to create a new Comment record. The system displays the Comment page. Enter the comment details, which include the comment type and the reference date, and click Create. The new Comment record displays as a line item.

The Remove action deletes selected comment(s) from the list.

Related Documents Section

The Related Documents section displays the documents associated with the record as hyperlinked line items. By clicking a hyperlinked line item, you can view the Document record in a new window.


Related Documents Section

Use the Find action in this section to select and associate documents with the record. The documents that you associate may refer to any drawing, specification, or other documents that are contained in the Document Manager.

Click the Upload action to upload documents. The Object Attachment Upload form appears. In the form, select the Browse button and select the file path (document). The path and filename display in the Local File field. Type the name, number, description, and comments (if any) in the corresponding fields and click the Upload action. The system adds the document as a record to the Document Manager and as a line item in the Related Documents section.

The Remove action to deletes selected record(s) from the list.

Notifications Tab The Notifications tab contains basic information regarding the approval process, such as the list of people who should approve the record, the current individual reviewing the record, the date the record was sent for approval, status, and additional comments added by the record reviewers. Refer to the IBM TRIRIGA 10 Application Administration User Guide for an in-depth discussion of notifications and approvals.

The Notifications tab sections are as follows:

Manual Approvers (In Addition to Approval Requirements) Section

This section lists the individuals who should approve the record, the role assigned to each person approving the record, and the review type.

You can add an approver to this section by clicking the Add Person action in the section bar. The system displays the available records from the People page. Select the person you want to add to the distribution list and click OK. The records that are selected are added as line items. You also can set advanced approval options by clicking any displayed hyperlinks for the line item.

Note – Refer to the IBM TRIRIGA 10 Application Administration User Guide for information about setting up advanced options for the approval process.

Approval Reviews Section

This section gives information about the review details regarding the record. The information includes the approval status of the record, approver’s name, review status of the record, date on which the record was sent for review, date on which the review was completed, comments added by the reviewer, and the type of review used.

The information in this section is auto-populated upon adding persons to the distribution list.


Status Change Notification Section

This section allows you to send notifications to selected individuals when the status of the record changes. The notification displays in the Real Estate Contract manager’s Portal Home Page.

To add a notification for a specific status, click the Add Status action in the section bar. Select the status/statuses by which you want the notification to be triggered from the displayed options and click OK. The selected records are added as line items to this section. Click the hyperlinked text to make modifications in the notification details. Upon clicking the hyperlinked text, a Notification Details window appears. Enter all of the necessary details in the Notification Details window and click the Save & Close action. The system auto-populates the fields in this section with the details from the corresponding Notification Details records.

Note – To remove a line item from this section, select the line item and click the Delete action in the Notification Details record. This action deletes the selected line item.

Note – Refer to the IBM TRIRIGA 10 Application Administration User Guide for information about setting up advanced options for the approval process.

Responses Section

This section lists the responses to notifications sent for this record. The information displayed includes the name and organization of the person responding and the Response Date.

Option Wizard The Option Wizard is a persistent wizard. Each time you click the Create Option action the system adds the option to the options list and saves/calculates data in the wizard so you can reuse it for another option creation. The system automatically sets the next option number and the next option effective date, and defaults the duration to the value from the last entered option. All fields allow edits in case the terms of the next option are different from the last.

Note – While the Options tab is available on the Lease Abstract record, and the Options sub-tab is available on the Clauses, Options & Terms tab of the Real Estate Lease record, the Owned Property (Fee) Agreements record does not contain an Options tab or sub-tab.


Option Wizard Form

The following describes each section in the Options Wizard:

Document Reference Section

Document Type Click the Search icon for Document Type and select from the choices presented.

Granted in Lease Click the Search icon for Granted In Lease and select from the choices presented.

Section Enter the Section where the option starts in the document.

Page Enter the Page where the option starts in the document.

Abstract Notes Enter Abstract Notes.

Details Section

Option # Enter an Option Number (#). The system supplies one if you do not.

Rolling Option Select this check box to extend the option for another period.

If the Rolling Option is selected, the Effective to Date field appears.

Effective Date Click the Calendar icon for Effective Date and enter the date. This is when the option takes effect.

Effective to Date If the Rolling Option is selected, the Effective to Date field appears.

Click the Calendar icon for Effective to Date and enter the date. This is when the option ends.

Option Type Click the Search icon to find the Option Type.

The fields in the Details section change based on the Option Type selected.

Option Category The system populates Option Category based on the Option Type selected.

Must Notify Within Click the Calendar icon for Must Notify Within, enter the duration (date indicated as Notice Within to Landlord), and click Ok.

Option Text Enter the Option Text.


If Option Type is “Renewal”

If the Option Type is “Renewal”, additional fields appear in the Details section.

Details Section

Renewal Term Click the Calendar icon for Renewal Term, enter the duration (option term), and click Ok.

Renewal Expiration Date

The system calculates Renewal Expiration Date to be Effective Date + Renewal Term.

Must Exercise By The system calculates Must Exercise By to be the Renewal Expiration Date minus 1.

If Option Type is “Termination”

If the Option Type is “Termination”, the Termination Details section appears below the Other Details section.

Termination Details Section

Residual Value Guarantee, Likely Termination Execute

The system displays Residual Value Guarantee, and Likely Termination Execute.

If Option Type is “Purchase”

If the Option Type is “Purchase”, the Purchase Details section appears below the Details section.

Purchase Details Section

Likely Purchase Execute, Purchase Exercise Cost, Economic Life End, Purchase Price

The system displays Likely Purchase Execute, Purchase Exercise Cost, Economic Life End, and Purchase Price.


Return to the Option Wizard.

Comments Section

Enter Comments about this option clause.

Exercise Date Notifications Section

Exercise Notice Click the Calendar icon for Exercise Notice, enter the duration, and click Ok.

Note – The system can automatically default this duration if a duration default is established in the Data Modeler for that field.

Exercise Notice Date, Year Exercise Notice, Half Year Exercise Notice

The system populates Exercise Notice Date, Year Exercise Notice, and Half Year Exercise Notice.

Likely Term Details Section

The read-only values of Likely Term and Likely Execute are populated through the Review Assumption process, which calculates the Likely Term Expiration Date.

Notify Roles Section

To specify roles to be notified about this clause, click the Find action on the section bar. A pop-up window listing available role records appears. Select the desired record(s) and click OK.


Exercise Details Section

Exercise Date Click the Calendar icon for Exercise Date and enter the date.

Exercised By In Exercised By, enter a few characters of the person who exercised the option to take advantage of autocomplete or click the Search icon to find the Exercised By.


Exercise Details Section

Work Phone, Email

After you select the Exercised By value, the system populates the Work Phone and Email fields. You also can enter the information in each field.

Other Details Section

Enter the Rate, Purchase Price, and Penalty.

The Currency is populated from the Real Estate Contract record.

Payment Schedule Section

This section displays the payment schedules for this clause.

Click the Find action in the section bar and select the payment schedule(s).

To delete a line item from this section, check the check box beside the line item and click the Remove action in the section bar.

To add a new Payment Schedule, click the Add action in the section bar. The Payment Schedule form appears. Use this to define a new Payment Schedule.

Payment Schedule Record

After entering details, click Create. The new Payment Schedule record displays as a line item in the Payment Schedule section of the Option Wizard. Continue adding payment schedules.

The following describes each section in the General tab of the Payment Schedule record:


Refer to the description of Document Reference above.

General Section

ID Enter an ID. If you do not, the system will supply one.

Status The system updates the Status once the Payment Schedule is created.


General Section

Name Enter a descriptive Name. If you do not, the Name defaults to the selected Payment Type on the Create action.


Details Section

Payment Type The Payment Type identifies what is being paid for with this Payment Schedule.

Click the Search icon next to Payment Type and select from the choices presented.

Summary Type The system populates the Summary Type based on the Payment Type.

Accounting Type Select the appropriate Accounting Type from Accounts Payable (AP), and Accounts Receivable (AR).


Enter the Accounting Cost Center.

Expected Cash Amount

Enter the Expected Cash Amount.

Currency The Currency is populated from the Real Estate Contract record.

Expected Accrual Amount

Enter the Expected Accrual Amount.

Charge Amount Basis

Select the Charge Amount Basis.

Expected Expense Amount, Annual Amount, Total Tax Rate, Total Tax Amount, Contract Rentable

The Expected Expense Amount, Annual Amount, Total Tax Rate, Total Tax Amount, and Contract Rentable fields are auto-populated by the system.

Cost per Unit Enter the Cost per Unit. The Currency is taken from the Real Estate Contract record.

Units, Conversion Group, Currency Exchange Date

The system populates the Units, Conversion Group, and Currency Exchange Date from the Real Estate Contract record.


Details Section

Late Fees? If late fees apply, click the Late Fees? check box.

The system displays new fields to enter the late fee specifics.

Late Fee Type Click the Search icon next to Late Fee Type and select from the choices presented.

Late Fee Flat Rate Enter the Late Fee Flat Rate.

Late Fee Flat Amount

Enter an amount in Late Fee Flat Amount. The currency is taken from the Real Estate Contract record.

Based on Estimate?

Select the Based on Estimate? check box if this Payment Schedule is based on an estimate.

Include in Amortization Schedule

Select whether or not this payment schedule should be recognized in the amortization schedule.

Cash Cost Code Section

For the Cash Cost Code ID, enter a few characters to take advantage of autocomplete.

Or use the Find action on the section bar to select the cost code. A pop-up window listing available cost code records appears. Select the desired record and click OK.

Use the Remove action to erase the displayed information.

Accrual Cost Code Section

For the Accrual Cost Code ID, enter a few characters to take advantage of autocomplete.




Expense Cost Code Section

For the Expense Cost Code ID, enter a few characters to take advantage of autocomplete.



Processing Section

Process Type Select from Process Payments or RE Invoice for Process Type. Refer to the Payment Processing chapter in this user guide for a description of each).

Process Period Click the Search icon for Process Period and select from the choices presented.

Post Type Select from Post Payment or Pre-payment for Post Type.


Payment Schedule Click one of the radio buttons (One Time Payment, Pay on [x] day of Month, or Advanced Schedule) to identify the Payment Schedule.

Covenant Frequency Type

Click the Search icon for Covenant Frequency Type and select.

Start Date For Start Date, click the Calendar icon to specify the date.

Note – The Payment Schedule Start Date is auto-populated with the Commencement Date from the General tab of the Real Estate Lease record, if it is specified there.

If Payment Schedule is “Pay on [x] day of Month”

This option affects the Payment Schedule, Partial First Payment, and Partial Last Payment sections:


Day of Month Select the Day of Month.



End Date For End Date, click the Calendar icon to specify the date.

Note – The Payment Schedule End Date is auto-populated with the Expiration Date (Current) from the General tab of the Real Estate Lease record, if it is specified there.

Partial First Payment Section

Enter data as appropriate in the Partial First Payment section:

Click the Calendar icon in each date field to set the date.

Add Comments describing the partial payment(s).

The currency UOM is taken from the Real Estate Contract record.

Partial Last Payment Section

Enter data as appropriate in the Partial Last Payment section:




If Payment Schedule is “Advanced Schedule”

This option affects the Payment Schedule, Partial First Payment, and Partial Last Payment sections:


Start Date, End Date, Recurrence Pattern

Click the hyperlinked field name if Start Date, End Date, and Recurrence Pattern fields need to be changed.


Partial First Payment Section

Enter data as appropriate in the Partial First Payment section:




Partial Last Payment Section

Enter data as appropriate in the Partial Last Payment section:




Tax Breakdown Section

To add tax information, click Add Tax Type.



Note – The Tax Breakdown is summed and the value is displayed in the Total Tax Rate field under the Details section of the Payment Schedule.

Tax Type Select the Tax Type from the choices and click OK.

Tax Rate Enter the Tax Rate percent.


Payment Instruction Section

Use the Payment Instruction section to tell the system how to pay this Payment Schedule. The system auto-populates the section with the information in the Default Remit To section on the Real Estate Contract’s General tab as a default.

To update the default, click Add on the Payment Instruction section bar.

The Payment Instruction form appears.

Payment Instruction Record

After entering details, click Create. The new Payment Instruction record displays as a line item in the Payment Instruction section of the Payment Schedule record. Enter any remaining Payment Instructions. To save the Payment Schedule record, click Save on the action bar.

The following describes each section in the General tab of the Payment Instruction record:

General Section

ID, Status In the General section, the system provides an ID and a Status once the Payment Instruction is created.

Name Enter a descriptive Name.

Details Section

Allocation % Enter how much of the total amount due is covered by this Payment Instruction in the Allocation % field.

Payment Method Select Cash, Check, EFT, or Other for Payment Method.

Bank Name, Bank Transit #, Bank Account, Check Memo

Enter Bank Name, Bank Transit #, Bank Account number, and Check Memo fields.


Remit To Section

Use the Remit To section to identify who will receive the payment.

In Remit To Lookup, enter a few characters of the Remit To to take advantage of autocomplete, or click the Search icon to find the Remit To. After you select the Remit To Lookup value, the system populates the rest of the fields in the Remit To section. You also can enter the information in each field.

Click Clear on the Remit To section bar to clear all information in the Remit To section.

Paid By Section

Identify the party responsible for paying this Payment Instruction in the Paid By section.

In Paid By Lookup, enter a few characters of the Paid By party to take advantage of autocomplete, or click the Search icon to find the Paid By.

Note – If available, the Paid By section is populated by the Tenant data from the General tab (Tenant section) on the Lease Abstract or the Contacts tab on the RE Lease.

After you select the Paid By Lookup value, the system populates the rest of the fields in the Paid By section. You also can enter the information in each field.

Click Clear on the Paid By section bar to clear all information in the Paid By section.

Return to the Payment Schedule record:

Clauses Section

This section displays the clause type, clause name, status, and clause comment.

To add a clause, click Find and select from the choices.


Payment Line Items Section

This section displays all payment line items created with this payment schedule. It is populated upon the Activate action of the Real Estate Lease record.


Return to the Option Wizard. Continue adding payment schedules.

General Section

ID, Status In the General section, the system provides an ID and a Status once the option is created.

To create the option, click Create Option on the action bar.

When this option is created, the system:

Creates an ID and updates the Status.

Adds the option to the Options section.

Saves the data in the wizard so you can reuse it.

Continue creating options. When you have finished, click Cancel or close the window.

Payments Tab The Payments tab defines the payment terms for the record. The payment terms relate to a payment type, payment schedule, a one-time scheduled cost, credit, or cost adjustment. This information is provided on a number of sub-tabs: Payment Schedules, Payments, and Payment Processes. Not every sub-tab appears in every Payments tab; it depends on the record.

The system schedules Payment Schedules when the Real Estate Lease or Owned Property is activated, and also after the Lease Abstract is completed, generates a Real Estate Lease, and that Real Estate Lease is activated.

The following examples display the Payment Schedules, Payments, and Payment Processes sub-tabs of the Payments tab.

Accounting Summary Section

The Accounting Summary section on a Real Estate Lease record summarizes the accounting information from other tabs of the record during the life of the record. The system lists the Accounting Start Date, Accounting End Date, Straight Line/Month amount, Deferred Liability Balance, and Deferred Liability Carryover.


Payment Schedules Sub-Tab and Section

The Payment Schedules sub-tab displays the payment type, description, payment schedule, start date, end date, accounting type, expected cash, and status of each payment scheduled.

The Generate Payment Schedule form allows simplified data entry and auto-creation of payment schedules. With the Generate Payment Schedules wizard, a user can create all the payment requirements of the contract with one simple form. This wizard offers four distinct ways to enter a payment obligation as specified in the contract: by Annual Amount, by Monthly Amount, by Cost/Area (Annual), by Cost/Area (Monthly). In addition, a user can specify percentage growth parameters to the payment. With a simple action to Generate Schedules, the system automatically calculates and creates Payment Schedules for each escalation period. A user also can specify terms and manual amounts to schedules.

You can add one payment schedule at a time using the Add action or several at once with the persistent Generate Payment Schedules wizard. The information captured is the same.


Use the Related Reports drop-down menu to select schedules with a Recurring Payment Setup, or Voided Payment Schedules.

Generate Payment Schedule Wizard - Detail

The following uses the Generate Payment Schedules wizard in a Real Estate Lease for illustration. Click Generate Payment Schedules on the section bar. The Generate Payment Schedule form appears. This is a persistent wizard. It stays open until you click Cancel or close the wizard’s window.

The following describes each section in the Generate Payment Schedules wizard.


The Document Reference section identifies where in the legal document for the Real Estate Contract record can be found the details for this payment schedule.

Document Type Click the Search icon next to Document Type and select from the choices presented.

Section, Paragraph, Page, Line Number

Enter the Section, Paragraph, Page, and Line Number within the document.

Abstract Notes Enter Abstract Notes.


General Information Section

Use the General Information section to specify general details about the Payment Schedule.

Payment Type The Payment Type identifies what is being paid for with this Payment Schedule. Click the Search icon next to Payment Type and select from the choices presented.

Summary Type The system populates the Summary Type based on the Payment Type.

Option Term Payment

Select the Option Term Payment check box if it applies.

Description Enter a Description for the Payment Schedule.

Accounting Type Select the appropriate Accounting Type.


Enter the Accounting Cost Center. If the Accounting Cost Center is populated on the General tab, the value is auto-populated into this field.

Conversion Group, Currency

The system populates Conversion Group and Currency from the Real Estate Contract record.

Late Fees? If late fees apply, click the Late Fees? check box.

When Late Fees? is checked, the system displays new fields to enter the late fee specifics.

Based on Estimate?

Select the Based on Estimate? check box if this Payment Schedule is based on an estimate.


Late Fee Flat Rate %

Enter a percent in Late Fee Flat Rate % if appropriate for the Late Fee Type.


Enter the Late Fee Flat Amount if appropriate for the Late Fee Type.

Taxable? Check the check box next to Taxable? if that is true for this Payment Schedule.

When Taxable? is checked, the system adds the Tax Breakdown section to the General tab.

Scroll down the General tab to the Tax Breakdown section and click Add on the Tax Breakdown section bar. The system adds a line in the Tax Breakdown section.


If Taxable? is Checked

The system adds the Tax Breakdown section to the General tab. Click Add on the Tax Breakdown section bar. The system adds a line in the Tax Breakdown section.

Tax Breakdown Section

Click the Linked Record icon if you want if you want to modify that line item.


The total in the Tax Rate column updates when the Payment Schedule record is created.

Tax Type Click the Search icon for Tax Type and select from the choices presented.

Tax Rate Enter the Tax Rate percent.

Continue with the remaining sections in the Generate Payment Schedule form.

Payment Parameters Section

This section provides more specifics about the payment.

Contract Rentable The value in Contract Rentable is taken from the Real Estate Contract record.

Charge Amount Basis

Select among per Annual, per Area (Annually), per Area (Monthly) and per Month for the Charge Amount Basis.

Day of Month Due Select the Day of Month Due to identify the day the payment is due.

Includes % Growth Check the check box next to Includes % Growth if that is true for this Payment Schedule.

When Includes % Growth is checked, the system displays five new fields.

Additionally, when Includes % Growth is checked, the system adds the Generate Schedule(s) action on the Payment Schedule section.

First Payment Date

Click the Calendar icon next to First Payment Date and enter the date.

% Growth Enter a value in % Growth and select a UOM.

First Payment Amount

Enter the First Payment Amount in the currency selected. The currency UOM is set on the Real Estate Contract record.



Number of Schedules

Enter the Number of Schedules.

Adjust Every [x] Months

Indicate how often to increase the payment in the Adjust Every [x] Months field.


When present (i.e., when Includes % Growth is checked), click Generate Schedule(s) to create and calculate payment schedules with % growth based on the data entered in the Payment Parameters section. The resulting payment schedules display in the Payment Schedule section.

This section specifies the amount to be paid, what dates the payment represents, the cost per unit, monthly amount and annual amount.

Click Add on the Payment Schedule section bar. The system adds a line in the Payment Schedule section.

Click the Linked Record icon if you want to view the read-only Payment Terms window. Check the check box next to a line item and click Remove to delete the line item.

From Date Click the Calendar icon for From Date and enter the date.

To Date Click the Calendar icon for To Date and enter the date.

Amount Enter the Amount. The currency is taken from the Real Estate Contract record.

Calculate Amounts

Click Calculate Amounts on the Payment Schedule section bar for the system to calculate the Cost / Unit (Year), Monthly Amount, and Annual Amount columns. The system uses the Charge Amount Basis field to determine what basis to use for these calculations.

Processing Rules Section

Processed Mode Select from Process Payments or RE Invoice for Processed Mode. Refer to the Payment Processing chapter in this user guide for a description of each).

Process Period Click the Search icon for Process Period and select from the choices presented.

Post Type Select between Post Payment or Pre-payment for Post Type.


Accrual, Expense, and AP Cash Account Sections

ID Enter the account ID for each section.

To take advantage of autocomplete, type a few letters of the value you want to enter in this field. The system displays a list of all values for the field that contain what you typed, with the characters matching what you typed in bold. The first suggested item in the list is highlighted. Use the up/down arrow keys to select an item or click the item directly. If you use the up/down arrow keys to select the item, press Enter or the Tab key to complete the selection. If you click an item directly, the selection completes automatically. You can type in more characters to narrow the suggested items list; delete some characters, which may broaden the suggested items list; or key in a different set of characters. The list disappears when you click back to the text box, Tab out, click outside the text box, press Esc, or make a selection.

You can take advantage of autocomplete and your familiarity with your company’s data by entering one or two characters and pressing the Tab key. The system performs a query and one of the following: (1) If the query returns one record, that record completes the selection; (2) If the query returns more than one record, the system presents the records in a list, as described here; or (3) If the query returns no records, you will receive a “no record matched” message and the cursor stays in the field waiting for your next action.

Payment Instruction Section

Use the Payment Instruction section to tell the system how to pay this Payment Schedule.

Click Add on the Payment Instruction section bar.

The Payment Instruction form appears.


Payment Instruction Record

After entering details, click Create. The new Payment Instruction record displays as a line item in the Payment Instruction section of the Generate Payment Schedules wizard. Enter any remaining Payment Instructions.

The following describes each section in the General tab of the Payment Instruction record:

General Section

ID, Status In the General section, the system provides an ID and a Status once the Payment Instruction is created.


Details Section

Allocation % Enter how much of the total amount due is covered by this Payment Instruction in the Allocation % field.

Payment Method Select Cash, Check, EFT, or Other for Payment Method.

Bank Name, Bank Transit #, Bank Account, Check Memo

Enter Bank Name, Bank Transit #, Bank Account number, and Check Memo fields.

Remit To Section

Use the Remit To section to identify who will receive the payment.

In Remit To Lookup, enter a few characters of the Remit To to take advantage of autocomplete, or click the Search icon to find the Remit To. After you select the Remit To Lookup value, the system populates the rest of the fields in the Remit To section. You also can enter the information in each field.

Click Clear on the Remit To section bar to clear all information in the Remit To section.


Paid By Section

Identify the party responsible for paying this Payment Instruction in the Paid By section.

In Paid By Lookup, enter a few characters of the Paid By party to take advantage of autocomplete, or click the Search icon to find the Paid By.

After you select the Paid By Lookup value, the system populates the rest of the fields in the Paid By section. You also can enter the information in each field.

Click Clear on the Paid By section bar to clear all information in the Paid By section.

Return to the Generate Payment Schedules wizard. Click Create Schedule(s) on the action bar.

When the schedules are created, the system:

Adds the Payment Schedule(s) to the Real Estate Contract record.

Clears the Generate Payment Schedule form, and

Waits for you to enter another Payment Schedule.

When you have finished entering Payment Schedules for this Real Estate Contract record, click Cancel. Click Save on the Real Estate Contract record action bar. The Payment Schedules display in the Payment Schedules sub-tab of the Payments tab. To remove an item from the list, check the check box on the left of the item and click Remove on the Payment Schedules section bar.

Return to the Payments tab.

Payments Sub-Tab and Section

The Payments sub-tab displays the due date, paid date, payment type, accounting type, and expected cash, accrual, and actual amounts for each payment. Use the Related Reports to specify which payments should display in the Payments sub-tab.

Payment Processes Sub-Tab and Section

The Payment Processes sub-tab displays the type, date, ID, name, and status of each payment process. Use the Related Reports to specify which payments should display in the Payment Processes sub-tab.


Reports Tab The Reports tab is a system-generated tab that displays a list of form reports specific to the record. The report can be in either Crystal Report format or Microsoft Word format. From the IBM TRIRIGA Report Viewer you have options to navigate through the report, print, or save the report to an external file format.

To choose a report to display, click the down arrow next to Please select a form and select one of the choices presented. The system displays the selected report.

Service Areas Tab The Service Areas tab identifies organizations rendering service support. The details can be used within the Operations and Maintenance Management functions to route tasks for repairs.

The following uses a Real Estate Lease for illustration.

Service Provider Section

Use the Find action in this section to select the primary organization rendering the required service. A pop-up window listing available Organization records appears. Select the required record and click OK. The hierarchical path of the organization selected displays.


Details Section

Contract Type Click the Search icon to select the Contract Type. In the search list, the system displays the available contracts as defined in the Contract Type business object of the Classification Hierarchy.

Provider Rating Click the Search icon to select the Provider Rating. In the search list, the system displays the available options as defined in the Provider Rating business object of the Classification Hierarchy.

Provider Type Select the type of provider: Primary, Backup, or Emergency.


Default Matrix SLA Values Section

This section establishes default SLA Values for the Service Provider.

Use Request Class Defaults

Click Use Request Class Defaults if you want the system to auto-populate the fields with * after their name (Priority, Respond Within, Due Within, Follow-Up Within) with the information from the Request Class record selected in the Request Class (for Services) sub-tab and section.

If you do not select Use Request Class Defaults, select the following.

Priority Click the Search icon to select the Priority.

Respond Within For Respond Within, click the Calendar icon to specify the duration within which the vendor company should respond.

Due Within For Due Within, click the Calendar icon to specify the due date before which the vendor company should provide the required services.

Follow-Up Within For Follow-Up Within, click the Calendar icon to specify the follow-up duration.

Responsible Organization

Check the Responsible Organization check box if the contract is between you and your Customer.

Resource Organization

Check the Resource Organization check box if the contract is between you and your Vendor.

Services Check the Services check box if this Service Provider provides services.

Materials Check the Materials check box if this Service Provider provides materials.

Default Assignee The Default Assignee is the person in the lessor company responsible for all contract related issues.

If you want to specify a Default Assignee, since the field has autocomplete, type a few letters of the value you want to enter in this field and choose the Assignee. Or click the Search icon and select from the list presented. The system displays a list of all the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact or Consultant).


Default Matrix SLA Values Section

Default Assign To Role, Use Roles From, Role Resolution

For Default Assign To Role, you can select the person who is responsible for the contract, by either using the name, or the role assigned to the person. If you want to specify a Default Assign To Role, click the Search icon and select the designated role of the person. In the search list, the system displays a list of all records defined for the Roles business object in the Classification Manager.

The system assigns the person based on the options selected in the Default Assign To Role, Use Roles From, and Role Resolution fields.

Specify if the role should be selected, based on the location/geography/organization. The system displays the list of options defined in the Tools > Administration > Lists page.

The system can find out which person is playing the selected role, based on the contracts that exist, or based on the requests.

Select the Role Resolution type from the options (Contract and Request) defined in the Tools > Administration > Lists page.

Default Service Charge Type Section

The service offered by the Service Provider may be chargeable or covered under a contract. Use this section to specify if the offered service is included or chargeable.

Click the Find action on the section bar to select the service charge type. In the Query window, the system displays the list of records in the Service Charge Type business object of the Classification Hierarchy. Select a specific type and click OK. The fields of this section, such as the Icon and Name, are auto-populated with the details from the selected record.


Request Class (for Services) Sub-Tab and Section

As you submit requests, you can assign requests to a specific Request Class based on the type of service required and then route them to the applicable service provider. Use this section to select the Request Classes associated with the Contract record. This list specifies the request classes handled.

Click the Find action in the section bar to select a specific request class. In the Query window, the system displays a list of records retrieved from the Request Class business object in the Classification Hierarchy.

Note – If the ‘Use Request Class Defaults’ option in the Default Matrix SLA Values section is checked, the fields indicated by * in the Default Matrix SLA Values section are auto-populated based on the Request Class selected in this Request Class section.

To delete a line item from this section, check the check box beside the line item and click the Remove action in the Request Class (for Services) section bar.

Service Class (for Materials) Sub-Tab and Section

Services are classified in a user-defined hierarchy in the Classification Hierarchy, based on the type of service (e.g., office services, IT services) offered.

Click the Find action in the section bar to select the service assignment classification. In the search list, the system displays a list of available records in the Service Assignment Classification business object in the Classification Hierarchy.

To delete a line item from this section, check the check box beside the line item and click the Remove action in the Service Class (for Materials) section bar.

Service Geographies Sub-Tab and Section

Use this section to add details about the geographies covered by the Service Provider.

Click the Find action in the section bar to add details about the covered geographies. In the search list, the system displays the list of all records from the associated business object in the Geography Hierarchy.

To delete a line item from this section, check the check box beside the line item and click the Remove action in the Service Geographies section bar.


Service Locations Sub-Tab and Section

The Service Provider can provide service for the organization at more than one location, or in a single location of the organization.

Click the Find action in the section bar to add details about the locations served by the Service Provider. In the search list, the system displays the list of records from the associated business object in the Location Hierarchy. This list specifies the handled locations.

Click the Graphic Find action to display a graphical view of the selected location.

To delete a line item from this section, check the check box beside the line item and click the Remove action in the Service Locations section bar.

Customer Organizations Sub-Tab and Section

Use this section to add a list of organizations served by the specified service provider, based on the current agreement.

Click the Find action in the section bar to add the list of customer organizations. In the query window, the system displays a list of records from the associated business object in the Organization Hierarchy. This list specifies which submitting organizations’ requests are handled.

To delete a line item from this section, check the check box beside the line item, and click the Remove action in the Customer Organizations section bar.

Material Matrix Records Sub-Tab and Section

The system creates Material Matrix records automatically for all combinations of Service Class, Customer Organization, and Location/Geography records selected in the respective sub-tabs. The system only creates approved contract records.

Note – You cannot create Material Matrix records for existing combinations.

Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for further information about Material Matrix records.


Service Matrix Records Sub-Tab and Section

The system creates Service Matrix records automatically for all combinations of Request Class, Customer Organization, and Location/Geography records selected in the respective sub-tabs. The system only creates approved contract records.

Note – You cannot create Service Matrix records for existing combinations.

Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for further information about Service Matrix records.

Space Use Agreement Tab The Space Use Agreement tab defines the internal agreements with each organization utilizing the space within the leased/owned premise. Space Use Agreements (SUA) have terms, space allocation details, proportionate share, and headcount information.

The Cost Allocations section defines the internal chargeback rules for the lease. Chargeback can be calculated on a proportionate share or fixed percentage basis, per payment type.

The following uses a Real Estate Lease for illustration.

SUA Summary Section

This section summarizes the SUA information for this Real Estate Contract record, displaying Total Rentable, SUA Total Assigned, and SUA Total Headcount values in the area UOM from the General tab.


Space Use Agreement Section

This section contains the SUAs for this Real Estate Contract record.

To add an SUA, click Add on the section bar. The system displays the Space Use Agreement page. Enter all essential space use details. The details captured here include critical dates, space usage details, billing details, and terms applicable for using space. For more information about how to complete a Space Use Agreement, refer to the IBM TRIRIGA 10 Space and Move Management User Guide. When you have finished entering information into the SUA, click Create Draft, then Issue, Save, or Save & Close. The new Space Use Agreement record displays as a line item in this section.

To make a copy of an SUA in the list, click Copy SUA then select the SUA to be copied. The system makes a copy and adds it to the list.

To remove an SUA, check the check box to the left of the SUA and click Remove.

You can use the options in the Related Reports list to filter the records. The available options are:

Space Use Agreement (Default Query) – Select this option to view the list of all Space Use Agreement records associated with the current record.

Space Use Agreement - Retired – Select this option to view the list of all Space Use Agreement records that have been manually retired.

Cost Allocations Section

This section defines the internal chargeback rules for the lease. Chargeback can be calculated on a proportionate share or fixed percentage basis, per payment type.

Use the Add Pro-Rata action to select pro-rata Allocation Types from the list. Check the check box for each Allocation Type and click OK. Your selections are displayed in the Cost Allocations section.

Use the Add Fixed action to specify specific cost allocations by Payment Type. After specifying the details in the Cost Allocation Setup form, click Save, then click Create, which adds the Fixed allocation to the Cost Allocations section.

Note – If you get a “The total of Fixed percentages must equal 100” error message in the Cost Allocation Setup form, correct the Fixed Allocations section, click Save, then click Create.

To remove a Cost Allocation, check the check box to the left of the item and click Remove.

Summary Tab The Summary tab displays the consolidated record details. All of the field values in this tab are retrieved from the entries made in other tabs. Consequently, all of the fields are read-only, with the


exception of the fields in the Units section. A change in the Units section will be reflected in the General tab, Units section, and vice versa.

The sections are as follows:

Units Section

The units of measure for currency and area units for the record, as defined in the General tab.

Last Refresh Section

The date/time of the last refresh of the record. This section does not appear in the Summary tab for Real Estate Leases.

Location Area Summary Section

The physical dimensions of the property as defined in the lease. The displayed details include the area measurement details regarding the floor, such as the gross rentable area, sublease area, and area measurement roll up details.

Space Summary – SUAs Section

The breakdown of the space (e.g., rentable area, occupied area) and the occupancy calculation values (e.g., headcount, seats), as defined in the Space Use Agreement tab.

Portfolio Summary – SUAs Section

The occupancy calculation cost values, as defined in the Space Use Agreement tab.

Financial Summary – Totals Section

The overall summary of the financial transactions regarding the lease.

Financial Summary – Rent & Operating Expenses (AP) Section

The details of the expenses, defined for the lease record in the Payments tab.


Sublease Section

The list of any sublease records associated with the record.

System Tab The System tab contains information relevant to the administration of the record, such as the type of record, the date created and date last modified, and the person who last did a modification. System Geography and System Organization are used in conjunction with the Security Manager to determine data access privileges. Record Language identifies the base language of the record. Record Language is used in conjunction with User Messages and Label display. You can find more information about the System tab in IBM TRIRIGA 10 Application Administration User Guide.

Work Flow Instance Tab As you work with a record, workflows are initiated within the application to accomplish various business rules and processes. Each line item in the Work Flow Instance tab displays the name, status, and start date and time of a workflow run for this record. If you click a hyperlinked name, the system displays the workflow steps. Find more information about workflows in Application Building for the IBM TRIRIGA Application Platform 3.

Lease Abstract Process – OSCRE Interface OSCRE is the Open Standards Consortium for Real Estate, www.oscre.org. OSCRE’s mission is to "Deliver global standards for exchanging electronic real property information and drive their adoption". According to OSCRE’s website: “The OSCRE Standards allow different systems to communicate directly, saving time and money by eliminating the need to re-enter all that data manually each time. The standards are a contextualized set of definitions and rules that facilitate the automatic transfer of data between different software packages. Our methodology is process centric and focuses on data exchanges within the business process, encoded using XML.” OSCRE’s “Lease Abstract Standard supports the exchange of core lease abstract data ….”

IBM TRIRIGA supports all actions in the OSCRE Lease Abstract Standard: Send Lease Abstract, Accept Lease Abstract, Reject Lease Abstract, Request Lease Abstract Clarification, and Provide Lease Abstract Clarification.

The IBM TRIRIGA OSCRE XML Export tool is an alternative to the Send action on a Lease Abstract record. For example, you may want to batch several records to send at once after they are submitted for review and approved.

Typically, Lease Abstract records exported through OSCRE are received directly into an IBM TRIRIGA server via its Incoming Mail address. The IBM TRIRIGA OSCRE XML Import tool is an alternative way to import the records from IBM TRIRIGA OSCRE XML files. For example, if a Lease Abstract record is sent to a user e-mail account instead of the server Incoming Mail account, the user can later upload the attached XML file into the server.

http://www.oscre.org/�


Note – For related information on OSCRE Space Classifications, refer to the IBM TRIRIGA 10 Portfolio Management User Guide (Location Hierarchy chapter) and IBM TRIRIGA 10 Space and Move Management User Guide.

OSCRE Process Overview Typically, two IBM TRIRIGA servers communicate to send and receive OSCRE Lease Abstract records. For purposes of this overview, assume you have employed a third party to abstract leases into their third-party IBM TRIRIGA server. Assume your server is named Customer Server and their server is named Third-Party Server. The following is an overview of the process:

The third-party creates a Lease Abstract record on Third-Party Server as an external draft, starts the abstract, and submits it for review. The record is approved. The third-party then re-opens the Lease Abstract record and sends it to the target incoming e-mail account of Customer Server. In Third-Party Server, the record status becomes Sent and the record is sent via e-mail.

OSCRE Process Overview – Third-Party Abstractor sends Lease Abstract to Customer

You receive the record in Received status. You open the record and Accept, Reject, or Request Clarification.

If you Accept, the record status becomes Accepted. You can edit and activate as you would a Lease Abstract record created in Customer Server.

If you Reject, the record status becomes Rejected.

If you Request Clarification, the record status becomes Pending Clarification.

Customer Server sends the record’s status to the target incoming e-mail account of Third-Party Server.

If Third-Party Server receives an Accept, the record status updates to Accepted.

If Third-Party Server receives a Reject, the record status updates to Rejected.

If Third-Party Server receives a Request Clarification, the record status updates to Clarification Requested.


The following illustrates an Accept:

OSCRE Process Overview – Customer sends Accept to Third-Party Abstractor

When the third-party decides to provide clarification, they re-open the Clarification Requested record, update as needed, and Provide Clarification and send the record. The record status becomes Clarification Provided.

The following illustrates a Clarification Provided:

OSCRE Process Overview – Third-Party Abstractor sends Provide Clarification to Customer

When Customer Server receives the Provide Clarification, the record status is updated to Clarification Provided. You may now decide to Accept, Reject, or Request Clarification again. The OSCRE


processing for each Lease Abstract record may continue between IBM TRIRIGA servers until you decide to Accept. After the Lease Abstract has been Accepted, it can be edited or activated.

Accessing the OSCRE Lease Abstract Tools IBM TRIRIGA OSCRE Lease Abstract tools are in the Tools > Data Utilities menu.

Follow these steps to access the OSCRE Lease Abstract tools:

To Access the OSCRE Lease Abstract Tools

Step 1 Sign in with the proper Application Administrator role.

Step 2 From the Menu Bar, select Tools > Data Utilities.

Step 3 From the Data Utilities menu, click the desired menu item.

OSCRE XML Export

OSCRE XML Import

Performing OSCRE XML Export The purpose of the OSCRE XML Export tool is to select Lease Abstract records to be reformatted to the OSCRE Lease Abstract Standard for export to another system.

Follow these steps to identify the Lease Abstract records and initiate the export activity:

To Perform OSCRE XML Export


Step 2 From the Menu Bar, select Tools > Data Utilities > OSCRE XML Export to open the OSCRE XML Export Utility results page.

Step 3 Review the following page that appears. The page displays a list of OSCRE XML Export records.

From this page, you can add, modify or delete an OSCRE XML Export record.

Step 4 Click Add to add a new OSCRE XML Export record.

Step 5 Review the following form that appears. Specify the details regarding the OSCRE XML Export record (see record details below).


To Perform OSCRE XML Export

Step 6 Click Create. The system creates the Export record.

Note – Send Lease Abstract via the OSCRE Interface does not generate an XML file if the Lease Abstract business object contains a field with a field name including any of following special characters: ~`!#$%&*()_+-={}|[]\:”;’<>?,./ To allow the Lease Abstract to be sent through the OSCRE Interface, revise the Lease Abstract business object to remove the field, re-add the field with a name that does not contain any of these special characters, and republish the business object.

Step 7 Click Process. The system sends the record to the target e-mail account.

General Tab The following describes each section in the General tab of the OSCRE XML Export record:

General Section

ID Enter an ID.

Status The system updates the Status once the export record is created.



Send Details Section

Comment Enter a descriptive Comment.

Source System In Source System, enter a few characters of the name to take advantage of autocomplete or click the Search icon to find the system.

Target System In Target System, enter a few characters of the name to take advantage of autocomplete, or click the Search icon to find the system.


Lease Abstract Section

Identify the Lease Abstract records to be exported.

Click Find Lease Abstract. The system displays Lease Abstract records in Approved status. Select the record(s) and click OK. The records display as hyperlinked line items. Clicking the hyperlinked name takes you to the Lease Abstract record.

Use the Remove action to delete selected line item(s).

Performing OSCRE XML Import The OSCRE XML Import tool is an alternative to receiving OSCRE XML via e-mail from another server. It can be used to import an OSCRE XML file that has been exported from a Lease Abstract record in any of these process states: Send Lease Abstract, Accept Lease Abstract, Reject Lease Abstract, Request Lease Abstract Clarification, and Provide Lease Abstract Clarification.

Follow these steps to identify the Lease Abstract records and initiate the import activity:

To Perform OSCRE XML Import


Step 2 From the Menu Bar, select Tools > Data Utilities > OSCRE XML Import to open the OSCRE XML Import Utility results page.

Step 3 Review the following page that appears. The page displays a list of OSCRE XML Import records.

From this page, you can add, modify or delete an OSCRE XML Import record.

Step 4 Click Add to add a new OSCRE XML Import record.

Step 5 Review the following form that appears. Specify the details regarding the OSCRE XML Import record (see record details below).

Step 6 Click Create. The system creates the Import record.

Step 7 Click Process to start the import. During and after processing you will receive one of the following statuses in the OSCRE XML Import record:

Waiting for DC Process – ETL processed successfully; waiting to be picked up by DataConnect.

DC Process Complete – DataConnect processing successful; the file has been imported.

ETL Failed – there is an issue with ETL; ETL processing failed. Look in the server log for more information.


General Tab The following describes each section in the General tab of the OSCRE XML Import record:

General Section

ID Enter an ID for this import record.

Date Time The system enters the Date Time on which the user clicked Add.

Status The system updates the Status once the import record is created.



Type For Type, select the OSCRE process. The options are: Accept, Reject, Request Clarification, Lease Abstract, and Provide Clarification.

The selected process should match the XML file’s OSCRE process. For example, if the XML file is taken from a Lease Abstract record that was sent with a Request Clarification process, select Request Clarification.

DC Job Number The system provides the DC Job Number. DC is an abbreviation for the IBM TRIRIGA DataConnect tool.

OSCRE XML File Click the import file icon to select the OSCRE XML file to be imported. Use the standard browse functionality to locate and select the file.

You can open the file by clicking View Content.

Click the icon if you want to download the file.

OSCRE Log Section

The OSCRE Log section displays information about the import as it occurs.


Real Estate Lease Property, Plant and Equipment (PP&E) costs are often the second most significant expenses in a financial summary. Lease costs are a significant component of PP&E and careful management can substantially reduce these costs.

The tasks involved in managing a lease enable the organization to effectively supervise properties, such as lots and buildings, and other resources that they own or lease. The IBM TRIRIGA system simplifies and automates the process of managing contractual obligations and tax regulations, tracking expenses and payments, and maintenance activities. A typical lease may carry detailed provisions requiring tenants and landlords to pay for the building expenses, real estate taxes, utility charges, and other items. A lease is entered into the IBM TRIRIGA application so that it can become an interactive, indexed document on which queries can be run, enabling cost-related decisions to be made based on accurate data. Once entered in the IBM TRIRIGA application, the system notifies the vital dates in advance, thereby eliminating costly oversights.

Entering a lease in electronic form facilitates easy access to key information, rather than the tedious process of reading the entire contract each time. You should be able to enter any information within a lease that you want to search from, report on, set notifications, include in a workflow, or analyze and compare with other records. Enter all costs spelled out in a lease for cost analysis.

The Real Estate Lease record can contain as much of the actual lease details as you want, based on your organization’s preferences and standards. You can elect to enter the entire lease word-by-word and even attach the lease as a scanned or document file using the Document Manager module, or you can summarize and capture only specific key aspects of a lease.


Real Estate Contract Abstract Process – Real Estate Lease


A Lease Abstract record creates a draft of the Real Estate Lease before formally endorsing it. This can separate security between internal and outsourced resources that are abstracting leases. Upon mutual agreement of the stipulated terms, the Lease Abstract serves as a formal Real Estate Lease record. The Lease Abstract record functions as a forerunner of the actual Real Estate Lease before closeout of the same. The moment a Lease Abstract record is activated and approved, the record becomes a Real Estate Lease record and is available for further transactions.

Follow the procedure below to create a new Real Estate Lease record.

This section illustrates the process of creating a new Real Estate Lease. If you want to start with a Lease Abstract, refer to the Lease Abstract chapter.

The following tabs in a Real Estate Lease record are described in the Common Elements section below:

Contact Details Tab

Locations Tab

Payments Tab


History Tab

Summary Tab

Service Areas Tab

Notifications Tab


System Tab


Reports Tab

Associations Tab

Audit Actions Tab

Tip – Click the Save action on the Real Estate Lease record action bar after entering information and before moving to the next tab.

Creating Real Estate Lease Follow these steps to create a Real Estate Lease record:

To Create a Real Estate Lease Record




To Create a Real Estate Lease Record

Step 3 In the Related Links – Contract Leases portal section, click RE Contracts > Leases to open the Real Estate Leases results page.

Step 4 Review the list of Real Estate Lease records.

From this page, you can add, modify or delete a Real Estate Lease record.

Step 5 To add a Real Estate Lease, click Add.



Note the Attention! Message about needing a Contract Administrator. The earlier discussion in Contact Details describes how to complete the sections and fields in the Contact Details tab.

To resolve the message, select the Contact Details tab. Click the Contract Administrator hyperlink in the Contacts section.

Enter a few characters in the Name field to take advantage of autocomplete, or click Find.

After identifying a person for the role, click Save & Close in the Contact Role action bar. The system updates the Contract Administrator role in the Contacts section.

Click Create Draft once again on the action bar. The Attention message disappears and the system updates the record to draft status.



Step 9 When the Real Estate Lease record is filled out, click Activate.


Until the record is approved, its status is Review In Progress.

Once approved, the record appears in the results page with a status of Active.


General Tab The General tab of the Real Estate Lease includes basic information about the lease and the location.

General Tab Sections

The following describes each section in the General tab:

General Section

ID Enter a unique ID identifying the Real Estate Lease record. If you do not assign an ID, the system generates one automatically.

Revision The system displays the Revision number indicating the number of times the record has been modified. Each time you revise or modify the record, the system increments the value displayed in this field by one. Once the record is active, you can revise/modify it by clicking the Revise action on the action bar.

Status The system displays the current Status of the record. The Status values are:


Review In Progress – The record has been sent for approval and is yet to be approved by all distribution list members. The system generates this status when the user clicks Activate in the action bar.

Active – All distribution list members approved the record. The system automatically changes the record status from Review In Progress to Active after record approval.

Retired – The record is retired. The system generates this status when the user selects the Retire action on the action bar.

Revision in Progress – The record is being modified. The system generates this status when the user selects the Unretire or Revise action in the action bar.

Picture To associate an image (such as a photograph of the property) with the Real Estate Lease record, click the Upload Picture icon to select the picture. Use the standard browse functionality to locate and select the picture.

Name Enter the Name of the record.


Legal Name For Legal Name, enter the name of the landlord or organization as available in the legal documents.

Display Color Use the Search icon to select a Display Color from the color palette. The system uses this color when displaying query results.


Units Section

Currency Select the Currency type used for all cost-related fields in the record. The system displays all defined Currency options. By default, the system displays the Currency set by your administrator.

Area Units Specify the unit of measure (UOM) for all fields in the record that specify an area. The system displays all UOMs defined in the Tools > Administration > Lists page.

Carbon Reporting UOM

Specify the unit of measure (UOM) for all fields in the record that specify carbon reporting.

Energy Reporting UOM

Specify the unit of measure (UOM) for all fields in the record that specify energy reporting.

Details Section


Lease Type Description

Expense Lease This is the most common. Use it when you lease space from a landlord.

Expense Lease – Master Sublease

An expense lease used when subleasing space from another party.

Income Lease – Sublease

An income (AR) based lease used when you have an expense lease that you sublease part of to a third party.

Income Lease – Third Party Lease

An income (AR) based lease used when you own the property and set up third-party tenants in the building.

Lease Category Use the Search icon to select the Lease Category type of the record. In the search list, the system displays the available types as defined in the Lease Class business object of the Classification Hierarchy.

Primary Use Click the Search icon and select the Primary Use of the property. In the search list, the system displays the available types as defined in the Lease Primary Use business object of the Classification Hierarchy.


Details Section

Base Lease Rate Enter the Base Lease Rate. This is the minimum lease amount applicable for the lease. The currency is set in the Units section.

Lease Base Year Enter the Lease Base Year, which is the initial period of the lease from which the lease rate is increased.

Co-location Click the Co-location check box if multiple internal organizations use the property.

Conversion Group Select a Conversion Group to be used for all cost-related fields in the record. The system displays all options defined for the Conversion Group in the Tools > Administration > Lists page.

Currency Exchange Date

The Currency Exchange Date is pre-populated from the system based on when the user clicked the Add action to begin this record. To change the value, click the Calendar icon and select the date.

Contract Status Use the Search icon to select the Contract Status of the record.

Memorandum of Lease

Click the Memorandum of Lease box if this applies.

Rules and Regulation?

Click the Rules and Regulation? box if this applies.

Is Cost or Fair Market Value Determinable?

Click the Is Cost or Fair Market Value Determinable? Box if the cost or fair market value determinable.

Is it Market-Based?

Click the Is it Market-Based? box if the Lease is Market-based.


The system uses the dates in this section to populate other fields in other sections and tabs in the record.

Tip – If you have auditable or percentage rent clauses, they will need the Commencement Date and Expiration Date to calculate the amount due for the period you have occupied the property.

Commencement Date

Click the Calendar icon and select the Commencement Date – the date from which the lease term starts.

Lease Term The system calculates the Lease Term by subtracting the Commencement Date


Critical Dates Section from the Expiration Date.

Base Lease Expiration Date

Click the Calendar icon and select the Expiration Date (Current) – the date on which the lease expires.

Expiration Reminder

For Expiration Reminder, click the Calendar icon to specify the duration before which you want advance notification of the expiration of the lease. For example, if you want a notification within 10 days of expiration, set the value as 1 week and 3 days.

Expiration Notification Date

The system calculates the Expiration Notification Date from the Expiration Date and the Expiration Reminder.

Rent Commencement Date

Click the Calendar icon and select the Rent Commencement Date – the date from which the rental amount for the property commences.

Occupancy Date Click the Calendar icon and select the Occupancy Date – the date on which the lessee takes possession.

Vacate Date Click the Calendar icon and select the Vacate Date – the date on which the lessee vacates the property.

Executed Date Click the Calendar icon and select the Executed Date – the lease execution date.

Abstracted Date Click the Calendar icon and select the Abstracted Date – the date on which the lease was abstracted.

Legal Notice Date Click the Calendar icon and select the Legal Notice Date – the legal notice serving date.

Legal Notice Reminder

For Legal Notice Reminder, click the Calendar icon to specify the duration before which you want advance notification of the legal notice date. For example, if you want a notification within 10 days, set the value as 1 week and 3 days.

Legal Notification Date

The system calculates the Legal Notification Date from the Legal Notice Date and the Legal Notice Reminder.

Original Expiration Date

Click the Calendar icon and select the Original Expiration Date – the original date on which the lessee took possession.

Construction Start Date

Click the Calendar icon and select the Construction Start Date – the date on which construction begins.

Construction End Click the Calendar icon and select the Construction End Date – the date on


Critical Dates Section Date which construction ends.

Soft Open Date, Grand Open Date

If Primary Use in the Details section is Retail, click the Calendar icon and select the Soft Open Date and Grand Open Date.

Cost Summary Section

Annual Cost of Operations

Enter the Annual Cost of Operations in the preselected UOM.

Annual Fixed Assets Costs

Enter the Annual Fixed Assets Costs in the preselected UOM.

Environmental Details Section

Annual Energy Use Enter the Annual Energy Use in the preselected UOM.

Annual Total CO2e

Enter the Annual Total CO2e in the preselected UOM.


This section identifies the principal location for the lease.

Note – To enable the actions in the section bar, click Create Draft on the action bar.


Use the Clear action to erase the displayed information. If the Primary Address has not been populated when the primary location is selected, it will be defaulted to the primary address of the location.

Click Graphic Find to search for the location using the Visual Query tool.



Location Cost Code Section

Enter a few characters of the Location Cost Code to take advantage of autocomplete, or click the Find action on the section bar and select from the Location Cost Codes presented. Click OK.



This section is pre-populated with the information from the location selected in the Primary Location section.



Geography Path Enter a few characters in the Geography Path field to take advantage of autocomplete, or click the Search icon .

City, State/Province, and Country

The system auto-populates these fields based on the Geography Path value.

Other Dates Section

Enter significant dates for this lease not covered in other sections.

To add a date, click Add on the Other Dates section bar. The system adds a line in the Other Dates section.



Date Type Click the Search icon for Date Type and select from the choices presented.

Date Click the Calendar icon next to Date and enter the date.

Description Enter a Description for the date.

Lease Notifications Section



The Lease Notifications section displays the notification details associated with the business object record as hyperlinked line items. By clicking a hyperlinked line item, you can view the Lease Notification record details in a new window.

Note – The Activate action automatically generates Lease Notifications for the Lease Expiration Date and Legal Notice Date. The system also generates notices for the options within the lease on the option notification date, six month, and year reminder dates for the option. These notices are sent only if the dates are today or later.


Use the Add action to add a manual Lease Notification and create a new Lease Notifications record. The system displays the Lease Notification page.

Lease Notifications Record

After entering details, click Create. The new Lease Notification record displays as a line item in the Lease Notifications section of the lease record. To save the lease record, click Save on the action bar.

The following describes each section in the General tab of the Lease Notifications record:

General Section

ID Enter an ID. If you do not, the system creates one.

Status The system updates the Status.



Details Section

Target Date For Target Date, click the Calendar icon to specify the date.

Notify me how long prior?

For Notify me how long prior?, click the Calendar icon to specify the follow-up duration.

Notification Date (calculated)

The system calculates the Notification Date from the Target Date and Notify duration.

Notification Type The Notification Type is set to Other by the system.


Details Section

Notify Role Use the Search icon and select the Notify Role.

Contract Section

The Contract Section is updated by the system when the notification is created.

Clauses, Options & Terms Tab The Clauses, Options & Terms tab associates clauses and options with the Real Estate Lease record. By doing so, you can access the lease clause information easily without having to locate and review the original contract. The lease clauses are the user-defined standards that describe articles within a lease document. Clauses normally specify information about rent, renewals, and other types of options. In addition, you can correlate the clauses to the actual lease by indicating the appropriate section of the lease. When you apply a lease clause template to the record, all the clauses defined in the template populate the appropriate field in the Clauses, Options & Terms tab. You can add, edit, or delete clause(s) from the lease contract.

You must click Create Draft on the lease record’s action bar before you can enter information in the Clauses, Options & Terms tab.

Clauses Sub-Tab

Use the Clauses sub-tab to define the terms applicable for the lease, such as the clause type, payment responsibility of the tenant, and service type. There are options to add the clauses to the Real Estate Lease record.

The following describes each section in the Clauses sub-tab:

Clauses Sub-Tab and Section

Use this section to define the clauses in the Real Estate Lease document(s) for this record.

To add a new clause, click the Add action on the section bar and the Lease Clause form appears.

Click the Find Template action to append details from a Lease Clause Template record. The system displays the available templates in a new window. Select a template and click the Continue action, which applies the details from the template to the Clause line item. A new record displays in the Clauses section as a hyperlinked line item.



Lease Clause Record

After entering details, click Create. The new Lease Clause record displays as a line item in the Clauses section of the lease record. To save the lease record, click Save on the action bar.

The following describes each section in the General tab of the Lease Clause record:


Refer to the description of Document Reference above.

Lease Clause Details Section

Refer to the description of Lease Clause Details above.

Covenant Details Section

Effective From For Effective From, click the Calendar icon to specify the date.

Effective To For Effective To, click the Calendar icon to specify the date.

Covenant Amount Enter the Covenant Amount. The currency is taken from the General tab of the lease record.


Check the check box next to Includes Index Adjustment? if true. When the Includes Index Adjustment? check box is selected, the system adds the Index Adjustment section to the General tab.

Covenant Area Enter the Covenant Area. The UOM is taken from the General tab of the lease record.

Payment Auditable?

Check the check box next to Payment Auditable? if true. When the Payment Auditable? check box is selected, the system adds the Audit Details, Services Included, and Services Excluded sub-tabs to the General tab.

Area Type Click the Search icon for Area Type and select from the choices.


Clause Text Section

Enter the text of the clause.

Note – Formatting options are available. Use the Clear button to remove the text entered.

Audit Details Sub-Tab and Section

This sub-tab only appears if the Payment Auditable? check box is selected in the Covenant Details section.

Enter the setup data for future payment reconciliations. After the record is activated, the system schedules notifications for payment reconciliation based on the Reconciliation Start date and Reconciliation Frequency.

The Calculation Rule list in the Audit Details section contains a number of calculation rules:

Rule Number

How Amount Is Calculated Rule Condition

1 The lower of Prorated Share due or (Previous Year Charges * Cap Growth %)

Lower of the two

2 The lower of Prorated Share Due or (Base Year Cap Amount * (Number of Years * Cap Growth %))

Lower of the two

3 The lower of (Previous Year Charges * CPI %) or (Previous Year Charges * Cap Growth %)

Lower of the two

4 The lower of (Previous Year Charges * CPI %) or (Base Year Cap Amount * (Number of Years * Cap Growth %))

Lower of the two

5 The lower of Prorated Share Due or (Base Year Cap Amount * (Number of Years * Increase %)) or (Previous Year Charges * Cap Growth %)

Lower of the three

6 The lower of Prorated Share Due or (Previous Year Charges * Increase %) or (Previous Year Charges * CPI Increase %)

Lower of the three


Services Included Sub-Tab and Section


Indicate which services are included. The system displays the service, estimated cost, proportionate share, apply to total cap, and service cap amount.

Use the Find action on the section bar to select services. A pop-up window listing available service records appears. Select the desired record(s) and click OK.

Check the check box next to a line item and click Remove to delete the line item from the section.

The system displays the services as line items.

Estimated Cost Enter the Estimated Cost.

Proportionate Share

Enter the Proportionate Share.

Apply to Total Cap Check the check box if Apply to Total Cap is true.

Service Cap Amount

Enter the Service Cap Amount. A zero value indicates there is no cap. The currency UOM is taken from the General tab.

Services Excluded Sub-Tab and Section


Indicate which services are not included. The system displays the service name.

Use the Find action on the section bar to select services. A pop-up window listing available service records appears. Select the desired record(s) and click OK.


The system displays the services as line items.


The Index Adjustments section is present only when the Includes Index Adjustment? check box is selected.



Cost Index Click the Search icon next to Cost Index and select. The choices are taken from the Classification Hierarchy.

Index Source Enter the Index Source.

Base Year Enter the Base Year.

Base Index Date For Base Index Date, click the Calendar icon to specify the date.

Base Index (Percent)

Enter the Base Index (Percent).

Index Percent at Base Year

Enter the Index Percent at Base Year.


Specify the Adjustment Frequency.

Adjustment Reminder

For Adjustment Reminder, click the Calendar icon to specify the duration before the adjustment date that the system should send a reminder.



Minimum % Increase, Maximum % Increase, Lifetime Min % Increase, Lifetime Max % Increase

For Minimum % Increase, Maximum % Increase, Lifetime Min % Increase, and Lifetime Max % Increase, enter the value.



Refer to the description of Payment Schedules above.

Note – The associated payment schedules are treated as escrow payments. The details from the payment schedule will be copied into one-time payments; this includes the payment type, cost codes, and payment instructions.

Options Section


Options Section

This section adds the options that define the rights or actions to be exercised, as specified within the terms of a lease.

To enter these details, click the Add action in the Section bar. The system displays the Option page. The new record displays as a line item in this section.

Click the Find action in the section bar to select from previously defined options.

To delete a line item from this section, check the check box beside the line item and click the Remove action in the section bar.

When you select Add in the Options section, the Option form appears.

Provide the information, such as option type, roles, payment schedule, and exercise details.

Click Create.

The new option appears in the Options section of the lease clause.

Comments Section

Enter any comments about the lease clause.

General Section

Name Enter a unique name for this lease clause.


Units Section

The system populates Currency and Area Units from the General tab in the lease.


Options Sub-Tab

Use the Options sub-tab to define the rights or actions to be exercised.

Options Sub-Tab and Section

The section bar contains the Options Wizard that facilitates creating options clauses. The Options Wizard is a persistent wizard that remains active until you click Cancel or close the window.

You also can create options clauses individually. To do so, click the Add action on the section bar.


To facilitate the creation of options, use the Option Wizard. It is described in detail here.

Continue creating options. When you have finished, click Save on the lease action bar.

Terms Sub-Tab

Use the Terms sub-tab to define the terms applicable.

Terms Sub-Tab and Section

To add an item to this section, click the Add Revision action on the section bar.

The RE Transaction Lease Terms form appears.

If there are prior lease terms, the system pulls information from the most recent one to pre-populate the new one.

Lease Terms Record

After entering details, click Create. The new RE Transactions Lease Terms record displays as a line item in the Terms section of the lease record. To save the lease record, click Save on the action bar.

The following describes each section in the General tab of the RE Transactions Lease Terms record:

General Section

ID Enter a unique ID. If you do not assign an ID, the system generates one automatically.

Revision The system displays the Revision number indicating the number of times the record has been modified. Each time you revise or modify the record, the system increments the value displayed in this field by one.

Status The system displays the current Status of the record.


General Section


Date Click the Calendar icon and select the Date of this record.

Revision Description

Provide a brief Revision Description.

Units Section

The system populates Currency and Area Units from the General tab in the lease.

Lease Information Section

This section provides the primary lease details. The details include location of the site, rentable area, headcount capacity, work stations, and parking spaces. Enter/update the fields. The area UOM comes from the Real Estate Lease General tab.

Rent Details Section

This section defines the critical aspects of the lease, such as the rental terms and lease data. The details captured include the date of commencement and expiration, the term, estimated property value, and base rent. The currency UOM is taken from the lease record.

Type of Lease Click the Search icon for Type of Lease and select from the choices presented.

Lease Commencement Date, Lease Expiration Date

For Lease Commencement Date and Lease Expiration Date, click the Calendar icon and select the date.

Rent Escalations Section

This section defines the rise in the rental component. Escalations are not included in base rental costs. The currency UOM is taken from the lease record.

Click the Calendar icon next to the date fields and select the date.


Std. Oper. Exp/Area/Year Section

Use this section to specify the standard operating expenses per area per year for the expenses associated with the property, such as utilities, electricity, janitorial, and insurance.

Other Recurring Expenses Section

Specify the costs expended for frequently incurred expenses, such as parking and storage/warehouse.

Expense Inflation Rates Section

Define the inflation rate as a percentage for the expenses that are included in the Standard Operating Expenses and Other Recurring Expenses sections.

Expense Details Section

Specify expense details if the expenses are not being managed by itemization.

Buildout Section

Define the expenses incurred due to the modifications and improvements made per the tenant’s requirements. Items include wiring, leasehold improvements, and technology.

Relocation Section

Identify the costs applicable to the relocation expenses of the tenant, such as moving allowance, professional service fees, and write-offs.

Dilapidation/Restoration Section

Define the costs of refurbishing at the end of the lease, such as wiring removal, signage removal, and cleanup.


Fiscal Year Section

Specify the financial year applicable for the lease. Define the first and last days of the fiscal year.

Discount and Tax Rates Section

Enter the rate of concession applicable for the Business Unit Discount Rate and the applied Corporate Tax Rate.

Depreciation Schedules – Tax Basis Section

Define the impact on the tax basis of the declining value of the property over time.

Depreciation Schedules – GAAP Basis Section

Specify the impact based on GAAP of the declining value of the property over time.

Accounting Tab The Accounting tab groups Likely Term details, Financial Accounting Standards Board (FASB) details, and other related fields in the Real Estate Lease record.


Likely Term

Likely Term is an important concept within the Financial Accounting Standards Board (FASB) lease accounting standards. According to these standards, payments must be amortized for the entire likely term of a lease. This likely term amortization allows for a more accurate financial impact analysis for the leases in a company’s portfolio.

The likely term of the lease is a calculated duration from the start date to the end date of the likely term for the lease. The calculation is as follows:

(End Date – Start Date) = Likely Term (Duration)

The Start Date is represented by the Commencement Date field.

The End Date is represented by the Likely Term Expiration Date field.


Likely Option

Based on contractual or non-contractual business reasons or unexpected economic conditions, you might be prompted to change the expected lease term. In such cases, you can identify a lease option as the “likely option” to be exercised.

Through the Review Assumptions action, you can select an option from a list to identify the option that is most likely to be exercised. Then the selected option determines the new end date for the likely term. This list of options is filtered to show only Active options, and only valid Option Types are used to determine the likely term. Consequently, the system allows only one of the following Option Types to be selected for a likely term: (a) “Renewal”, (b) “Termination”, or (c) “Purchase”.

Once you select the single option that is the “likely option” to be exercised, the system sets a new Likely Term Expiration Date based on the following logic for each Option Type:

If Option Type contains “Renewal”, then the system uses the Renewal Expiration Date to set the Likely Term Expiration Date. Thus the amortization extends to the Renewal Expiration Date.

If Option Type contains “Termination”, then the system uses the Likely Termination Execute Date to set the Likely Term Expiration Date. Thus the amortization extends to the Likely Termination Execute Date.

If Option Type contains “Purchase”, then the system uses the Economic Life End date to set the Likely Term Expiration Date. Thus the amortization extends to the Economic Life End.

In the event that none of the options are likely to be exercised, then the system uses the base lease’s Expiration Date to set the Likely Term Expiration Date.

Assumptions

Assumptions models are used in amortization schedule calculations to forecast future “best estimate” payment obligations for the likely term of the lease. Consequently, companies use assumption models to determine the impact leases have on their financial balance sheets.

The FASB lease accounting standards define specific fields and processes for assumptions. For instance, any change to any type of assumption must be recorded in a log or history record. In case of a financial audit, such a record will be used. This record is called the Assumption Audit Log.

Assumptions can be broken down into two main categories, both of which have an impact on amortization schedules and financial line-item generation:

Borrow Rate and % Growth Assumptions – The Incremental Borrowing (Discount) Rate is used to determine the discount of future estimated lease payments. This discount rate is used in Net Present Value (NPV) along with straight-line rent per year to obtain the Present Value of Rent. The Percent Growth Assumptions have rules to determine when an assumption is applicable to the lease or not. When an index-growth or FMRV-growth (Fair Market Rental Value) assumption is not applicable, the corresponding field is hidden from the user. Each rule is described in the following sections.

Rent Component Assumptions – The Rent Component Assumptions deal with contracts that combine lease components and services components together in rental payments. Typically, for gross leases, the tenant pays a single amount that includes both the rent as well as any


operating expenses. However, the tenant only needs to amortize the rental portion of the amount, based on the percentage breakdown that is provided by the landlord. The portion of the payments for services should be excluded from rent financial calculations. To be specific, these assumptions are only applicable if the Lease Category of a lease contains the term “Gross” (e.g., Full Service Gross or Modified Gross). If it is not a gross lease, this form section is hidden from the user.

Amortization

Amortization, in general, refers to the process of paying off a debt over a period of time through regularly scheduled payments. In lease terms, lease payments (i.e., lease accounting data) are amortized for the likely term of the lease by using the Straight Line method. The FASB lease accounting standards requires the lessee to determine the present value of the estimated future lease payments again for the likely term of the lease.

There are many methods used in depreciating assets or leases. Generally, companies use the Straight Line method for book purposes or financial purposes. FASB requires that rental expense be “recognized on a straight-line basis.” This means that the same amount of expense must be recognized each month, regardless of the actual rent payment during the month.

The Accounting tab can be used to amortize the right-of-use asset on a straight-line basis over the shorter of (a) the lease term or (b) the economic life of the leased property, and to reflect the amortization in the P&L (Profit and Loss) as depreciation expense. This tab can also amortize the obligation to pay rent liability using the debt amortization method, and reflect the amortization in the P&L as interest expense.

Any time the Lease Accountant submits an assumption (via the Submit action on the Assumption Audit Log) either for a single lease or multiple leases (for bulk processing), the system sets the Amortization Recalc (Recalculation) Needed field to “True” and triggers a background process to generate or recalculate the amortization schedule for each lease.

There are several ways that an amortization can be triggered in the application.

Clicking the Complete action on a Lease Abstract creates a Real Estate Lease. If payment schedules are defined for the Real Estate Lease (or Asset Lease), then the system generates an amortization schedule.

Clicking the Activate action on a Real Estate Lease (or Asset Lease) generates an amortization schedule.

Clicking the Review Assumptions action to review the Likely Term and Assumptions on a Real Estate Lease (or Asset Lease) in Draft, Revision In Progress, or Active state, generates an amortization schedule.


Fiscal Line Items

Fiscal line items (FLIs) keep track of amortization schedule values for each fiscal period. The system applies the following business rules to create or recalculate FLIs:

If a Real Estate Lease (or Asset Lease) has an Initial Direct Costs value (in the Accounting Details of the Accounting tab), the value is included in Other Rent Obligations on the FLI for the first fiscal period.

Any one-time payments within the likely term (e.g., Rent, Tenant Improvement, CAM, and Tax) are spread equally across all the fiscal periods for the likely term.

Any partial first and partial last payments are included in the fiscal period to which they belong. The system looks for the Expected Date to be in the fiscal period.

If the Lease Category contains the term “Gross”, the lease components and services components are separated based on their values from the Rent Component Assumptions.

If a likely term includes a likely option with an Option Type of “Purchase” or “Termination”, the following logic updates the fiscal line item. If Option Type contains “Purchase”, then spread the Purchase Price evenly across the life of the lease. The price is reflected under Other Rent Obligations on the FLI. If Option type contains “Termination”, then sum the Projected Payment (in the Residual Value Guarantee section of the option) plus the Penalty (in the Other Details section of the option), and spread that total evenly across the life of the lease. This total is reflected under Other Rent Obligations on the FLI.

Finally, on AP Leases, sum the AP Payments less the AR Payments. On AR Leases, sum the AR Payments less the AP Payments. Meanwhile, on the FLI, the Liability Value, Asset Value, and Net Equity always come down to zero.

Straight Line Calculations

The Rent Expense values from multiple fiscal line items (FLIs) are summed up to obtain the Total Rent Expenses found in the Amortization Summary section (of the Accounting tab). This total value is used to calculate the straight-line rent per year.

Future estimated lease payments are discounted using the lessee’s Incremental Borrowing (Discount) Rate. This discount rate is used in Net Present Value (NPV) along with straight-line rent per year to obtain the Present Value of Rent.

Accounting Tab Sections

The following describes each section of the Accounting tab:


Accounting Type Select the accounting type. The system displays all options defined for Accounting Type in the Tools > Administration > Lists page. By default, the system displays Accounts Payable (AP).



Spend Category Use the Search icon to select the Spend Category. The values are defined in the Financial Category business object of the Classification Hierarchy.

Accounting Start Date

Click the Calendar icon and select the Accounting Start Date.



Accounting End Date

Click the Calendar icon and select the Accounting End Date.

Create Straight Line Adjustments?

Select the Create Straight Line Adjustments? check box if true.

Note – The straight-line calculation takes your Accounting Start and End Dates (with pre-populated defaults from your Lease Commencement and Expiration Dates, per FASB) to determine the period of time to include in the calculation. You can change these dates to include renewal periods or extensions. This calculation also includes free rent (or rent abatement) periods, per FASB.

FASB refers to the Financial Accounting Standards Board.

Note – If there are payments within any day in a month of the accounting dates on the lease, the straight-line will utilize the full month.

Note – Straight-line adjustments are made in payment line items as accrual amounts.

Operating Portion of Capital Lease

Enter the Operating Portion of Capital Lease. The amount must not exceed 100.

Straight Line Capital Portion of Rent?

For the Straight Line Capital Portion of Rent?, select the term, if applicable.

Initial Direct Costs Enter the appropriate costs for the Real Estate Lease.

The Initial Direct Costs refer to costs incurred at the start of the lease. If a Real Estate Lease (or Asset Lease) has an Initial Direct Costs value (in the Accounting Details of the Accounting tab), the value is included in Other Rent Obligations on the FLI for the first fiscal period.

Fair Market Value In Asset Leases only: Enter the Fair Market Value of the asset.



10k Disclosure Enter the appropriate 10k disclosure.

Financial Assumption Reviews Section

Last Review Date While Last Review Date is a read-only field on the Accounting tab of the lease, you can record the date of the last review only if the Review Complete (Reset Dates) check box is selected on the submitted Assumption Audit Log form (via the Review Assumptions action).

Review Period The Review Period is a duration field on the Accounting tab of the lease. This field is automatically populated, based on the default setting (e.g., 3 months) in Tools > System Setup > General > Application Settings > Lease Accounting Settings tab.

If necessary, you can revise the default value.

Next Review Date The Next Review Date is calculated on the Accounting tab of the lease, based on the two fields above:

Next Review Date = Last Review Date + Review Period

Last Reviewed By The Last Reviewed By is a read-only field on the Accounting tab of the lease, automatically populated with the name of the person who performed the last review on the Last Review Date.

Likely Term Assumption Section

Commencement Date

The Commencement Date is automatically populated from the Commencement Date on the General tab.

Short Term Lease According to FASB, a short-term lease may not be considered a liability on the company’s financial balance sheets.

The system determines whether a lease is “short term” or not - Yes or No – based on whether the lease term is less than 12 months, or more than 12 months. If the lease is short-term (set to Yes), then the Include in Amortization Schedule check box appears.

Likely Expiration Date

The Likely Expiration Date is automatically populated, based on the Renewal Expiration Date (or Effective Date) of the Current Likely Term Option.


Likely Term Assumption Section

Include in Amortization Schedule

If the lease is short-term (set to Yes), then the Include in Amortization Schedule check box appears.

Select whether or not an amortization schedule for this short-term lease should be generated.

Likely Term The Likely Term of the lease is a calculated duration from the start date to the end date of the likely term for the lease. The calculation is as follows:

(End Date – Start Date) = Likely Term (Duration)

The Start Date is represented by the Commencement Date

The End Dates is represented by the Likely Term Expiration Date

The Likely Term duration is expressed in Years, Months, Weeks, Days, etc.

Extend Rent Payments for Likely Term

The Extend Rent Payments for Likely Term check box can be used to extend rental payments in fiscal line items (FLIs). The default value is set in the Lease Accounting Settings tab of the Application Settings record, by the Application Administrator. This check box can be applied to the following cases:

Case 1: The Fiscal Start Date occurs earlier than Lease Commencement Date, and the Fiscal End Date occurs later than Likely term end date.

If the check box value is true, then the rental payments are extended on the FLIs from the last scheduled payment, for the period between the Likely Term End Date to the Fiscal End Date.

If the check box value is false, then the rental payments are not extended.

Case 2: No payment schedule is defined for a portion of the likely term. This is usually the case when options are not associated with payment schedules.

If the check box value is true, then the rental payments are extended on the FLIs from the last scheduled payment, taking into consideration any variable payments such as CPI, FMRV, etc.

If the check box value is false, then the rental payments are not extended, and it is the user’s responsibility to setup a payment schedule for options.

Likely Term (Months)

This is the same Likely Term duration above, but expressed in months.




Enter the percentage for the Incremental Borrowing Rate, if not already pre-populated from the Lease Abstract record.

The future estimated lease payments are discounted using the lessee’s Incremental Borrowing (Discount) Rate. Fiscal line items are adjusted accordingly to determine the “best estimate” of payments obligations for the likely term of the lease.

Index Growth % The Index Growth % field appears in this section only if the lease contains an index-based clause. Enter the percentage for the Index Growth %, if not already pre-populated from the Lease Abstract record.

The future estimated lease payments are adjusted (+ or -) using the Index Growth Rate. Fiscal line items are adjusted with the index growth assumption accordingly to determine the “best estimate” of payments obligations for the likely term of the lease.

For the Index Growth %, you can use any cost or price index, such as the Consumer Price Index (CPI), Construction Cost Index (CCI), and Producer Price Index (PPI).

The Consumer Price Index (CPI) measures the average change over time in the prices paid by urban consumers for a market basket of consumer goods and services.

The Construction Cost Index (CCI) is a business cycle indicator showing the trend in the costs incurred by the contractor in the construction process.

The Producer Price Index (PPI) measures the average change over time in the selling prices received by domestic producers for their output. The prices included in the PPI are from the first commercial transaction for many products and some services.

The Index Growth % applies to clauses (of any clause type) that have index adjustment data as well as any payment schedules (of any summary type) associated with those clauses. In other words, any payment schedules attached to any clause type can have index-based calculations.

If there are index adjustments, then the system projects the payments and places them in the appropriate column on the FLI. If there are no payments associated with the index-based clause, then there is nothing to be adjusted.



FMRV Growth % The FMRV Growth % field appears in this section only if the lease contains an FMRV-based (Fair Market Rental Value) clause. Enter the percentage for the FMRV Growth %, if not already pre-populated from the Lease Abstract record.

The future estimated lease payments are adjusted (+ or -) using the FMRV Growth Rate. This is similar to the Index Growth % described above. Fiscal line items are adjusted with the FMRV % growth assumption accordingly to determine the “best estimate” of payments obligations for the likely term of the lease.

The FMRV Growth % applies to FMRV-based clauses that have payment schedules, typically payment schedules with a Summary Type of “Rent”. If there are no payments associated with the FMRV based clause, then there is nothing to be adjusted.


The Rent Component Assumptions section appears on the lease (and on the Assumption Audit Log form via the Review Assumptions action) only if the Lease Category contains the term “Gross”.

The FASB lease accounting standards requires a cost breakdown for leases that combine services and lease components into the lease payment. This additional breakdown allows for the exclusion of service-related components of rent from the amortization schedule (i.e., fiscal line items), and therefore the exclusion from financial or liability reporting.

The values from the following fields must add up to 100%.

% Is Maintenance While this field is read-only on the Accounting tab, you must enter the value on the Assumption Audit Log form (via the Review Assumptions action).

This field captures the assumption for the maintenance-cost portion of the lease payment.

% Is Tax While this field is read-only on the Accounting tab, you must enter the value on the Assumption Audit Log form (via the Review Assumptions action).

This field captures the assumption for the tax-cost portion of the lease payment.

% Is Other While this field is read-only on the Accounting tab, you must enter the value on the Assumption Audit Log form (via the Review Assumptions action).

This field captures the assumption for other (non-rent) costs in the lease payment.



% Is Base Rent This field is read-only on both the Accounting tab and the Assumption Audit Log form (via the Review Assumptions action). The system calculates the value of this field as 100% minus the three percentages above, enforcing that all 4 fields add up to 100%.

This field captures the assumption for the base-rent portion of the lease payment.

Current Likely Term Option Section

Name The Name is automatically populated by the option type of the current Likely Term Option selected on the Assumption Audit Log.

Option # The Option # is automatically populated by the designated number of the current Likely Term Option selected on the Assumption Audit Log.

Option Type The Option Type is automatically populated by the option type of the current Likely Term Option selected on the Assumption Audit Log.

Amortization Summary Section

The Amortization Summary section includes the following calculations and other information:

The summarized expense values for each of the Summary Types (Rent, Tax, Other, etc.) from the Amortization Schedule section.

The Number of Periods between the Lease Commencement Date and the Likely Expiration Date. In some cases, Outbound dates are included.

The Periods Per Year is obtained from the default value in the Lease Accounting Settings tab of the Application Settings record, and used to calculate the Number of Years.

The Fiscal Start Date and Fiscal End Date.

The Straight Line Rent per Year, Total Rent Present Value.


Amortization Summary Section

Fiscal Start, Fiscal End

The correct fiscal dates are needed to find the number of fiscal periods between the start and end dates. In turn, the number of fiscal periods is needed to calculate the straight-line rent per year. For most cases:

Fiscal Start Date = Lease Commencement Date

Fiscal End Date = Likely Expiration Date (populated when the Assumption Audit Log is submitted, based on either the Accounting End Date or Likely Term End Date)

Number of Periods = The number of fiscal periods between Lease Commencement Date and Likely Expiration Date

In rare instances, the Accounting Start Date occurs earlier than the Lease Commencement Date, or the Accounting End Date occurs later than the Lease Expiration Date. For these cases:

Fiscal Start Date = Accounting Start Date

Fiscal End Date = Accounting End Date

However, if the Likely Expiration Date occurs later than the Accounting End Date, then Fiscal End Date = Likely Expiration Date

Amortization Schedule Section

The Amortization Schedule section displays the lease payments (amortization) schedule based on the Straight Line method, and any assumptions such as the Incremental Borrow Rate, Index Growth %, FMRV Growth %, and Rent Component Assumptions. The amortization schedule applies to fiscal periods between the Lease Commencement Date and Likely Expiration date.

Fiscal line items (FLIs) keep track of amortization schedule values for each fiscal period.

Period #, Fiscal Period, Fiscal Year

For each fiscal period, the system creates a linked Fiscal Line Item record. In other words:

Number of Fiscal Periods = Number of fiscal line items

The fiscal line item (FLI) stores the Fiscal Period (usually by Month), Fiscal Quarter, and Fiscal Year values. By default, FLIs are sorted by Fiscal Period in ascending order.


Amortization Schedule Section

Rent Expense Each fiscal line item (FLI) stores amortization values for a fiscal period. These values include rental expenses, maintenance expenses, other rental obligations, and accruals. The FLI summarizes these values for each summary type.

For example, all payment line items with a summary-type value of “Rent” for a specified fiscal period are rolled up into Rent Expense on the FLI. Meanwhile, the summary type of “Maintenance” is rolled up into Maintenance Expense on the same FLI.

In turn, the Rent Expense values from multiple FLIs are summed up to obtain the Total Rent Expenses found in the Amortization Summary section (of the Accounting tab). This total value is used to calculate the straight-line rent per year.

Interest Expense, Principal, Amortization, Liability Value, P&L Impact

The system also calculates the Interest Expense, Principal, Amortization, Liability Value, and P&L Book Expense on the FLI. The Amortization and P&L Book Expense calculations are reflected in the company’s yearly financial statements.

Impact Report (Current FASB Vs. New FASB Standard) Section

This section displays a metric that plots the “Current FASB” standard against the “New FASB” standard values for the lease (two-line graph), with the following properties:

X-Axis: Fiscal Period

Y-Axis: P & L Impact (Book Expense), Rent Straight-line Expense

Group By: Fiscal Period, Fiscal Year


FASB Lease Type Select the FASB Lease Type.

Depending on the value selected for FASB Lease Type, the system displays additional fields.


If FASB Lease Type is “Partial Building”

FASB 13 Treatment – Partial Building


Is Cost or Fair Value Determinable

Answer if Cost or Fair Value Determinable.

When the answer is No, the system displays the Lease Treatment.

When the answer is Yes, the system displays additional fields.




Answer if Lessor Implicit Interest Known?


Enter the Incremental Borrowing Rate.


The system calculates:

Is Lease Term 75% >= Asset’s Economic Life?


Is NPV of Rent >= 90% of Asset’s FMV?

Estimated Economic Life of Asset in Years


Fair Market Value Enter the Fair Market Value.

Land Percentage Enter the percentage of the lease that is land in Land Percentage.

Calculate Lease Treatment

Click Calculate Lease Treatment on the section bar. The system uses the values entered and displays the Lease Treatment.


If FASB Lease Type is “Building and Land”

FASB 13 Treatment – Building and Land



Select an answer for the following questions:



Does Lease begin in the last 25% of Building Life?


Answer if Lessor Implicit Interest Known.

Implicit Interest Rate

If it appears, enter the Implicit Interest Rate on Lease and select the UOM.


Enter the Incremental Borrowing Rate.


The system calculates the Lease Rate Used (Calculated).

Estimated Economic Life of Asset in Years


Fair Market Value Enter the Fair Market Value.

Land Percentage Enter the percentage of the lease that is land in Land Percentage.




If FASB Lease Type is “Land Only”

FASB 13 Treatment – Land Only


Transfer Ownership at End of Lease?

Answer Does property Transfer Ownership at End of Lease?.


Answer Does Lease have Bargain Purchase Option?.




Assumption Audit Log Section

The Assumption Audit Log record captures changes to the likely term and assumptions. All changes to the likely term and assumptions must be tracked for auditing purposes. In addition to the changes (i.e. before and after values), an audit must track who, when, and the business reason for why the changes was made. Consequently, the Assumption Audit Log also records these items.

A lease can have one or more Assumption Audit Log records. The system enforces the following rules to create and store Assumption Audit Logs:

Clicking the Review Assumptions action to open the Assumption Audit Log form (or clicking Review Lease Assumptions link from the Lease Accountant home portal to open the Bulk Create Review Assumptions Request form), entering the required review information, then clicking Create, creates the Assumption Audit Log record whether or not any changes to the likely term or assumptions are necessary or submitted after the review.

An Assumption Audit Log cannot be altered after it is logged. The log remains read-only.

An Assumption Audit Log cannot be added manually outside the Review Assumptions (individual lease) or Review Lease Assumptions (bulk update) process.

An Assumption Audit Log cannot be removed manually.

An initial Assumption Audit Log is created during the Lease Abstract to Real Estate Lease process.

For more details, refer to the Review Assumptions Process topics below.

Balance Sheet Effect Section

This section displays a metric that traces the Net Equity Impact for the lease (single-line graph), with the following properties:


Y-Axis: Net Equity

Group By: Fiscal Year

Projected Annual Portfolio Expense Section

This section displays a metric that plots the Projected Expense (P&L Impact), Cash Flow (Rent Payment) and Current Straight Line values for the lease (three-line graph), with the following properties:


Y-Axis: Amount

Group By: Fiscal Period, Fiscal Year


Asset Value Section

This section displays a metric that graphs asset value over time for the lease (single-line graph), with the following properties:


Y-Axis: Asset Value

Group By: Fiscal Year

Review Assumptions Process - Overview

The regular review of the likely term and assumptions on a lease are necessary to keep data accurate for financial balance sheets and required reports. Furthermore, the review may or may not be necessary for contractual reasons. For example, a financial manager might need to update the likely terms for leases in a geographical area affected by natural disaster or unusual economic conditions.

The Review Assumptions process allows for the review of the likely term and assumptions on a lease on a regularly-scheduled basis (e.g., quarterly or annually), and on an as-needed or as-requested basis (i.e., ad-hoc). Regardless of whether the review is regularly scheduled or ad-hoc, there are two methods with which to review and update likely terms and assumptions.

Individual Lease - The Assumptions Audit Log process form, which can be triggered directly from the Review Assumptions action on an individual lease record.

Multiple Leases (or Bulk Create) - The Bulk Create Review Assumptions Request form, which can be triggered from various places in the application, including the menu and portal. For example, this form can be triggered from the Review Lease Assumptions link on the Lease Accountant home portal.

It is the responsibility of the Lease Accountant role to perform a review of the likely term and assumptions on a lease, and process the necessary changes using either method as appropriate. With either method, when a review results in necessary changes, the Lease Accountant must provide the Review Type, Review Comments, and other review data. The system automatically logs this data along with the actual changed values for historical-tracking and financial-auditing purposes.

In other cases, a review might not result in a change to the likely term or assumptions. For example, the Lease Accountant could simply review, but find that no changes are necessary. Nevertheless, all reviews are recorded as log records for auditing purposes whether or not the Lease Accountant makes changes.


Review Assumptions Process – Individual Lease

The Lease Accountant role can review the likely term and assumptions on an individual Real Estate Lease record while the lease is in Draft, Revision In Progress, or Active state. The Review Assumptions action remains visible in any of these states.

The following approval process applies to the Review Assumptions process of an individual lease:

Upon submit, the system routes the Assumptions Audit Log to the specified contact role, if an approval process has been configured. Otherwise, the system applies the changes to the lease record as described in the sections below.

Upon approval, the system applies the changes to the lease record as described in the sections below.

Upon rejection, the system applies the following: (1) No changes are made to the lease record. (2) The Assumptions Audit Log record status changes to Returned (and its State changes to Retired). Use the Revise action to edit the data and re-submit for approval.

Assumptions Audit Log

To view the current lease assumptions in read-only mode, the Lease Accountant role can access the Accounting tab. If a review nears the Next Review Date, then this role can click the Review Assumptions action to open the Assumption Audit Log form and begin the process. The system pre-populates the data on the process form with the current lease assumption data. Once the Lease Accountant enters the required review information, makes any (or no) changes to the likely term or assumptions, and clicks Create or Submit, then the Assumption Audit Log record is logged in the Assumption Audit Log section of the lease.

The Assumption Audit Log record captures changes to the likely term and assumptions. All changes to the likely term and assumptions must be tracked for auditing purposes. In addition to the changes (i.e. before and after values), an audit must track who, when, and the business reason for why the changes was made. Consequently, the Assumption Audit Log also records these items.

The following describes each section in the General tab of the Assumptions Audit Log:

General Section

Review Date The Review Date is a read-only field that automatically records the date when the Assumption Audit Log was first opened.

Reviewed By The Reviewed By is a read-only field that automatically records the name of the person who performed the review when the Assumption Audit Log was first opened.


General Section

Review Type Enter the required Review Type. Even if the review requires no changes to the likely term or assumptions, a Review Type must be provided. The following values are available:

Business Factors

Contractual Factors

Non-Contractual Factors

Other

Review Complete (Reset Dates)

Use the Review Complete check box to indicate whether or not a review is complete. When the Lease Accountant submits the Assumption Audit Log for processing, the system evaluates the field as follows:

If set to Yes, the system resets the Last Review Date and Next Review Date on the lease record. This is the default setting for both the individual-lease and bulk-update methods.

If set to No, the system does not update the Last Review Date or Next Review Date on the lease record.

Review Comments Enter the required Review Comments. Even if the review requires no changes to the likely term or assumptions, a Review Comment must be provided.


This section is pre-populated with the Borrow Rate and % Growth Assumptions on the Accounting tab of the lease record. The Lease Accountant should review this information for any necessary changes.


This section is pre-populated with the Rent Component Assumptions on the Accounting tab of the lease record. The Lease Accountant should review this information for any necessary changes.


Review Assumptions Process – Bulk Create

Not only the Lease Accountant, but other roles can submit a Lease Assumption Change Request to request a review of the likely term and assumptions for one or more leases, as a result of unusual events in the business or financial world. These other roles include Financial Executives, Financial Managers, and even Store Managers. Consequently, the Lease Accountant can use the Bulk Create Review Assumptions Request form to update the assumptions on multiple leases at a time.

For more information, see the Review Assumptions Process – Individual Lease section above.

The following approval process applies to the Review Assumptions bulk-process of multiple leases:

Upon submit, the system routes the Bulk Create Review Assumptions Request to the submitter’s Requested For, if an approval process has been configured. Otherwise, the system applies the changes to the lease records as described in the sections below.

Upon approval, the system applies the changes to the lease records as described in the sections below.

Upon rejection, the system applies the following: (1) No changes are made to the lease records. (2) The Lease Assumption Change Request record status changes to Retired. Use the Revise action to edit the data and re-submit for approval. (3) The Bulk Create Review Assumptions Request record status changes to Returned (and its State changes to Retired). Use the Revise action to edit the data and re-submit for approval.

Bulk Create Review Assumptions Request

Unlike the Assumption Audit Log form for the individual-lease process, the Bulk Create Review Assumptions Request form for the multiple-leases process can be accessed from outside a lease record. For example, the Lease Accountant role can click the Review Lease Assumptions link in the home portal. Furthermore, the system does not pre-populate the data on the Bulk Create Review Assumptions Request form with the current lease assumption data. Instead, the Lease Accountant can enter or select an existing Lease Assumption Change Request. The system auto-populates the data on the bulk-create form with the data entered on the change request.

Otherwise, the same rules that apply to updating the assumptions on an individual lease also apply to bulk-updating the assumptions on multiple leases. For example, the Lease Accountant indicates on the Bulk Create Review Assumptions Request form if the review is complete when processing. If so, the system updates all of the leases selected and resets the review dates on each lease, just like it would for an individual lease. This role also enters the required Review Type and Reason which are mapped to the each individual Assumption Audit Log after the bulk-create form is submitted via the Submit action.


The following describes each section in the General tab of the Bulk Create Review Assumptions Request:

General Section

Request ID The system generates an ID automatically.


Request is for Select whether this request is for you or for someone else.

Update Option Select one of the following choices:

“Financial Percentage Assumptions” – This choice allows the Lease Accountant to create Review Assumption records without the likely term. The Leases section appears with a multiple-select option.

“Financial Percentage Assumptions and Likely Term Option” – This choice allows the Lease Accountant to create Review Assumption records with the likely term. The Leases section appears with a single-selection option; the Options section also appears with a single-section option. When the Lease Accountant selects a lease, the system populates the Options section with any option records associated to selected lease.

Lease Assumption Change Request Section

ID, Requested By, Description

In the ID, Requested By, or Description text box, enter a few characters to take advantage of autocomplete. Select an existing Lease Assumption Change Request record (also listed via Requests > Manage Requests > Contract > Lease Assumption Change Request menu item).

Click the Find action to find an existing Lease Assumption Change Request record manually.

Click the Clear action to remove the selected Lease Assumption Change Request record.


Reason Section

Reason Type If you selected a Lease Assumption Change Request record above, the system auto-populates the Reason Type from that change request.

If not, like the Review Type in the Assumptions Audit Log, enter the required Reason Type for this request. Even if the review requires no changes to the likely term or assumptions, a Reason Type must be provided. The following values are available:

Business Factors

Contractual Factors


Other

Reason If you selected a Lease Assumption Change Request record above, the system auto-populates the Reason from that change request.

If not, like the Review Comments in the Assumptions Audit Log, enter the required Reason for this request. Even if the review requires no changes to the likely term or assumptions, a Reason must be provided.


If you selected a Lease Assumption Change Request record above, the system auto-populates the Borrow Rate and % Growth Assumptions section from that change request. The Lease Accountant should review this information for any necessary changes.


If you selected a Lease Assumption Change Request record above, the system auto-populates the Rent Component Assumptions section from that change request. The Lease Accountant should review this information for any necessary changes.

Lease Filters Section

City, State, Country, Building, Asset Name

Enter a City, State, Country, Building or Asset Name, and then click the Apply Filter action to populate the Leases section with geographically matching leases.


If Update Option is “Financial Percentage Assumptions”

Leases Section

If the Update Option (in the General section) is “Financial Percentage Assumptions”, then this section appears with a multiple-select option. Use the Lease Filters section above to populate this section with geographically matching leases.

Click the Find action to find leases manually.

Click the Remove action to remove selected leases from this section.

Select one or more leases. Then click the Create Review Assumption action to create Review Assumption records for all selected leases in this section without the likely term. These new records appear in the Review Assumption Items section below.

If Update Option is “Financial Percentage Assumptions and Likely Term Option”

Leases Section

If the Update Option (in the General section) is “Financial Percentage Assumptions and Likely Term Option”, then this section appears with a single-select option. Use the Lease Filters section above to populate this section with geographically matching leases.

Click the Find action to find leases manually.

Click the Remove action to remove selected leases from this section.

Select one lease to populate the Options section below with any options associated to the selected lease.

Options Section

If the Update Option (in the General section) is “Financial Percentage Assumptions and Likely Term Option”, then this section appears with a single-select option.

After selecting the proper lease from the Leases section above, select the last option in this section that is reasonably certain to be executed. The selected option determines the likely term for this lease. Then click the Create Review Assumption action to create a Review Assumption record for the selected lease with the likely term. The new record appears in the Review Assumption Items section below.


Review Assumption Items Section

This section displays the Review Assumption record or records created from the Leases or Options section above. When this section is ready, click the Submit action at the top of the page to submit the Bulk Create Review Assumptions Request form.

Owned Property (Fee) Agreements The Owned Property (Fee) Agreements record defines the specifications of owned property involved in all transactions. Property plays a vital role in any real estate contract. Organizations do not always lease properties; they also purchase property and use it for business purposes. IBM TRIRIGA manages both owned and leased properties.


Real Estate Contract Abstract Process – Owned Property (Fee) Agreements

Follow the procedures below to create a new Owned Property (Fee) Agreements record.

The following tabs in an Owned Property (Fee) Agreements record are described in the Common Elements section below:

Contact Details Tab

Locations Tab

Payments Tab


History Tab


Summary Tab

Service Areas Tab

Notifications Tab


System Tab


Reports Tab

Associations Tab

Audit Actions Tab

Tip – Click the Save action on the Owned Property (Fee) Agreements record after entering information and before moving to the next tab.

Creating Owned Property (Fee) Agreement Follow these steps to create an Owned Property (Fee) Agreement record:

To Create an Owned Property (Fee) Agreement Record


Step 2 From the Menu Bar, select Projects > Real Estate. The Real Estate page appears.

Step 3 In the Related Links – Real Estate portal section, click Contracts > Owned Property (Fee) Agreements to open the Owned Property (Fee) Agreements results page.

Step 4 Review the list of Owned Property (Fee) Agreement records.

From this page, you can add, modify or delete an Owned Property (Fee) Agreement record.

Step 5 To add an Owned Property (Fee) Agreement, click Add.




You may receive an Attention! message requiring a Real Estate Contract Administrator.


To Create an Owned Property (Fee) Agreement Record

Step 9 To resolve the message:

Select the Contact Details tab.

Click the Contract Administrator hyperlink in the Contacts section.

Step 10 Next:


After identifying a person for the role, click Save & Close on the Contact Role action bar.

The system updates the Abstract Contact role in the Contacts section.

Step 11 The next time you click Create Draft on the action bar, the Attention message disappears and the system updates the record to Draft status.

Step 12 When the Owned Property (Fee) Agreement record is filled out, click Activate.




General Tab The General tab of the Owned Property (Fee) Agreements record includes basic information about the property and its location.


General Section

ID Enter a unique ID identifying the Owned Property (Fee) Agreements record. If you do not assign an ID, the system generates one automatically.



General Section







Picture To associate a Picture with the Owned Property (Fee) Agreements record, click the image icon to select the picture.



Units Section

Currency Select the Currency type used for all cost-related fields in the record. The system displays all defined Currency options.

Area Units Specify the unit of measure (UOM) for all fields in the record that specify an area. The system displays all UOMs defined in the Tools > Administration > Lists page.

Details Section

Legal Name For Legal Name, enter the name of the property from the legal documents.

Display Color Use the Search icon to select a Display Color from the color palette. The system uses this color when displaying query results.

Primary Use Click the Search icon and select the Primary Use of the property. The system displays the available types as defined in the Location Primary Use


Details Section business object of the Classification Hierarchy.

Contract Status Use the Search icon to select the Contract Status.

Purchase Price Enter the Purchase Price. The currency value is taken from the Units section.

Conversion Group Select the conversion group to be used for all cost-related fields in the record. The system displays all options defined for Conversion Group in the Tools > Administration > Lists page.


The Currency Exchange Date is the currency trade date and time. To change the value, click the Calendar icon and select.

Accounting Section

Accounting Type Select the Accounting Type. By default the system displays Accounts Payable.

Spend Category Click the Search icon and select the appropriate Spend Category.





Acquired Date Click the Calendar icon and select the Acquired Date.

Purchase Date Click the Calendar icon and select the Purchase Date.

Occupancy Date Click the Calendar icon and select the Occupancy Date.

Vacate Date Click the Calendar icon and select the Vacate Date.


This section identifies the principal location for the property.



Note – If necessary, to enable the actions on the section bar, click Create Draft on the action bar.


Use the Clear action to erase the displayed information. If the Primary Address has not been populated when the primary location is selected, it will be defaulted to the primary address of the location.

Click Graphic Find to search for the location using the Visual Query tool.





Geography Path Enter a few characters in the Geography Path field to take advantage of autocomplete, or click the Search icon .

City, State/Province, Country

The system auto-populates the City, State/Province, and Country fields from the Geography selection.

Primary Location Graphic Section

The graphical representation as defined in the Location module of the selected Primary Location displays in this section.

Contract Notifications Section

The Contract Notifications section displays the notification details as hyperlinked line items. By clicking a hyperlinked line item, you can view the Contract Notification record in a new window.

Note – The Activate action on the Owned Property action bar automatically generates notifications for the specified roles only if the dates are today or later.


Contract Notifications Section

The Remove action deletes selected notification(s) from the list.

To add a new notification, click the Add action on the Contract Notifications section bar.

The Contract Notification form appears.

Contract

After entering details, click Create. The new Contract Notification record displays as a line item in the Contract Notifications section of the Owned Property (Fee) Agreements record. To save the Owned Property (Fee) Agreements record, click Save on the action bar.

Notification Record

The following describes each section in the General tab of the Contract Notification record:

General Section




Description Provide a brief Description.

Details Section

Target Date For Target Date, click the Calendar icon to specify the date.

Notify me how long prior?

For Notify me how long prior?, click the Calendar icon to specify the duration.

Notification Date The system calculates the Notification Date from the Target Date and Notify duration.

Notification Type The Notification Type is set to Other by the system.

Notify Role Use the Search icon and select the Notify Role.

Contract Section


The Contract Section is updated by the system when the notification is created.

Terms Tab The Terms tab of the Owned Property (Fee) Agreements record contains the deal terms.

The following describes each section in the Terms tab:

Deal Terms Section

To add an item to this section, click the Add Revision action on the section bar.

The RE Transaction Acquisition Terms form appears.

If there are prior Acquisition Terms, the system pulls information from the most recent one to pre-populate the new one.

RE Transaction Acquisition Terms Record

After entering details, click Create. The new RE Transaction Acquisition Terms record displays as a line item in the Deal Terms section of the Owned Property (Fee) Agreements record. To save the Owned Property (Fee) Agreements record, click Save on the action bar.

The following describes each section in the General tab of the RE Transaction Acquisition Terms record:

General Section





Date Click the Calendar icon and select the Date of this record.

Revision Description

Provide a brief Revision Description.


Units Section

The Currency and Area Units come from the General tab.

Purchase Terms Section

This section provides the primary purchase details. The details include purchase date, area, land value, closing costs, and recording fees. Enter/update the fields. The UOMs come from the General tab.

Standard Operating Expenses/Area/Year Section

Use this section to specify the standard operating expenses per area per year for the property, such as utilities, electricity, janitorial, and insurance.

Other Recurring Expenses Section

Specify the costs expended for frequently incurred expenses, such as parking and storage/warehouse.

Expense Inflation Rates Section

Define the expected inflation rates as a percentage for expenses such as utilities, security, parking, and storage.

Buildout Section

Define the expenses incurred due to the modifications and improvements made. Items include wiring, FF&E, building improvements added, and technology.

Relocation Section

Identify the costs applicable to relocation expenses, such as moving allowance, professional service fees, and cleanup.


Fiscal Year Section

Specify the current financial year applicable for the property. Define the first and last days of the current fiscal year.

Discount and Tax Rates Section

Enter the rate of concession applicable for the Business Unit Discount Rate and the applied Corporate Tax Rate.

Depreciation Schedules – Tax Basis Section

The system displays the impact on the tax basis of the declining value of the property over time.

Depreciation Schedules – GAAP Basis Section

The system displays the impact based on GAAP of the declining value of the property over time.


Asset Lease Contract Process

Asset Lease Like the Real Estate Lease record, the Asset Lease record can contain as much of the actual lease details as you want, based on your organization’s preferences and standards. You can elect to enter the entire lease word-by-word and even attach the lease as a scanned or document file using the Document Manager module, or you can summarize and capture only specific key aspects of a lease.

Follow the procedure below to create a new Asset Lease record.

The following tabs in an Asset Lease record are described in the Real Estate Lease Common Elements section:

Contact Details Tab

Payments Tab

History Tab

Summary Tab

Service Areas Tab

Notifications Tab


System Tab


Associations Tab

Audit Actions Tab

Tip – Click the Save action on the Asset Lease record action bar after entering information and before moving to the next tab.

Creating Asset Lease Follow these steps to create an Asset Lease record:

To Create an Asset Lease Record




To Create an Asset Lease Record

Step 3 In the Related Links – Contract Leases portal section, click Asset Leases > Asset Leases to open the Asset Leases results page.

Step 4 Review the list of Asset Lease records.

From this page, you can add, modify or delete an Asset Lease record.

Step 5 To add an Asset Lease, click Add.



Note the Attention! Message about needing a Contract Administrator. The earlier discussion in Contact Details describes how to complete the sections and fields in the Contact Details tab.

To resolve the message, select the Contact Details tab. Click the Contract Administrator hyperlink in the Contacts section.


After identifying a person for the role, click Save & Close in the Contact Role action bar. The system updates the Contract Administrator role in the Contacts section.

Click Create Draft once again on the action bar. The Attention message disappears and the system updates the record to draft status.



Step 9 When the Real Estate Lease record is filled out, click Activate.





General Tab The General tab of the Asset Lease includes basic information about the lease.

General Tab Sections


General Section

ID Enter a unique ID identifying the Asset Lease record. If you do not assign an ID, the system generates one automatically.








Picture To associate an image (such as a photograph of the property) with the Asset Lease record, click the Upload Picture icon to select the picture. Use the standard browse functionality to locate and select the picture.


Date Enter the Date of the record.


Legal Name For Legal Name, enter the name of the landlord or organization as available in the legal documents.


Units Section

Currency Select the Currency type used for all cost-related fields in the record. The system displays all defined Currency options. By default, the system displays the Currency set by your administrator.

Asset Units Specify the unit of measure (UOM) that relates to this asset. The system displays all UOMs defined in the Tools > Administration > Lists page.

Conversion Group Select a Conversion Group to be used for all cost-related fields in the record. The system displays all options defined for the Conversion Group in the Tools > Administration > Lists page.


The Currency Exchange Date is pre-populated from the system based on when the user clicked the Add action to begin this record. To change the value, click the Calendar icon and select the date.

Details Section


Lease Type Description

Expense Lease This is the most common. Use it when you lease the asset from the lessor.

Expense Lease – Master Sublease

An expense lease used when subleasing the asset from another party.

Income Lease – Sublease

An income (AR) based lease used when you have an expense lease that you sublease part of to a third party.

Income Lease – Third Party Lease

An income (AR) based lease used when you own the asset and set up third-party lessees to the asset.

Lease Category Use the Search icon to select the Lease Category type of the record. In the search list, the system displays the available types as defined in the Lease Class business object of the Classification Hierarchy.

Base Lease Rate Enter the Base Lease Rate. This is the minimum lease amount applicable for the lease. The currency is set in the Units section.


Details Section

Lease Base Year Enter the Lease Base Year, which is the initial period of the lease from which the lease rate is increased.

Escalation Cap % Enter the Escalation Cap %.

Deposit Enter the Deposit amount. The currency is taken from the General tab.



Enter an amount in Late Fee Flat Amount. The currency is taken from the Real Estate Contract record.

Late Fee Flat Rate %

Enter the Late Fee Flat Rate %.

Accounting Type Select the appropriate Accounting Type from Accounts Payable (AP), and Accounts Receivable (AR).



Tip – If you have auditable or percentage rent clauses, they will need the Commencement Date and Expiration Date to calculate the amount due for the period you possessed the asset.

Commencement Date

Click the Calendar icon and select the Commencement Date – the date from which the lease term starts.

Lease Term The system calculates the Lease Term by subtracting the Commencement Date from the Expiration Date.

Base Lease Expiration Date

Click the Calendar icon and select the Expiration Date (Current) – the date on which the lease expires.

Abstracted Date Click the Calendar icon and select the Abstracted Date – the date on which the lease was abstracted.

Expiration Reminder

For Expiration Reminder, click the Calendar icon to specify the duration before which you want advance notification of the expiration of the lease. For example, if you want a notification within 10 days of expiration, set the value as 1 week and 3 days.



Executed Date Click the Calendar icon and select the Executed Date – the lease execution date.

Expiration Reminder Date

The system calculates the Expiration Reminder Date from the Expiration Date and the Expiration Reminder.

Legal Notice Date Click the Calendar icon and select the Legal Notice Date – the legal notice serving date.

Original Expiration Date

Click the Calendar icon and select the Original Expiration Date – the original date on which the lessee took possession.

Acquired Date Click the Calendar icon and select the Acquired Date of the asset.

Returned Date Click the Calendar icon and select the Returned Date of the asset.


The Lease Notifications section displays the notification details associated with the business object record as hyperlinked line items. By clicking a hyperlinked line item, you can view the Lease Notification record details in a new window.

Note – The Activate action automatically generates Lease Notifications for the Lease Expiration Date and Legal Notice Date. The system also generates notices for the options within the lease on the option notification date, six month, and year reminder dates for the option. These notices are sent only if the dates are today or later.


Use the Add action to add a manual Lease Notification and create a new Lease Notifications record. The system displays the Lease Notification page.

Lease Notifications Record

After entering details, click Create. The new Lease Notification record displays as a line item in the Lease Notifications section of the lease record. To save the lease record, click Save on the action bar.

For more information, see the Lease Notification Record for the Real Estate Lease.


Assets Tab The Assets tab associates the assets with the Asset Lease record.

Leased Assets Section

The Leased Assets section displays the notification details associated with the business object record as hyperlinked line items. By clicking a hyperlinked line item, you can view the Lease Notification record details in a new window.

Use the Find action to add a manual Lease Notification and create a new Lease Notifications record. The system displays the Lease Notification page.


Clauses, Options & Terms The Clauses, Options & Terms tab associates clauses and options with the Asset Lease record. By doing so, you can access the lease clause information easily without having to locate and review the original contract. The lease clauses are the user-defined standards that describe articles within a lease document. Clauses normally specify information about rent, renewals, and other types of options. In addition, you can correlate the clauses to the actual lease by indicating the appropriate section of the lease. When you apply a lease clause template to the record, all the clauses defined in the template populate the appropriate field in the Clauses, Options & Terms tab. You can add, edit, or delete clause(s) from the lease contract.

You must click Create Draft on the lease record’s action bar before you can enter information in the Clauses, Options & Terms tab.

Clauses Sub-Tab

Use the Clauses sub-tab to define the terms applicable for the lease, such as the clause type, payment responsibility of the lessee, and service type. There are options to add the clauses to the Asset Lease record.

For more information, see the Clauses Sub-Tab in the Real Estate Lease.

Asset Lease Clause Record

After entering details, click Create. The new Lease Clause record displays as a line item in the Clauses section of the lease record. To save the lease record, click Save on the action bar.

For more information, see the Lease Clause Record in the Real Estate Lease.


Options Sub-Tab

Use the Options sub-tab to define the rights or actions to be exercised.

For more information, see the Options Sub-Tab in the Real Estate Lease.

Terms Note Sub-Tab

Use the Terms Note sub-tab to define the terms applicable.

Terms Note Sub-Tab and Section

Provide a brief note on the terms.

Accounting Tab The Accounting tab groups Likely Term details, Financial Accounting Standards Board (FASB) details, and other related fields in the Asset Lease record.


For more information, see the Accounting Tab in the Real Estate Lease.


5. Contract Administration

Real Estate Contract Administration Real Estate Contract Administration encompasses those system activities required to keep a real estate contract in the IBM TRIRIGA system accurate and to ensure events mandated in a real estate contract are notified.

Real Estate Contract Administration

These system activities include Notifications, RE Data Change Requests, and Lease Assumption Change Requests. After each event, an adjustment to a real estate contract may be necessary.


Notifications As is described in the Real Estate Contract Abstract chapter, each type of real estate contract makes it possible to enter future Notifications into the record.

The following diagram illustrates where this section belongs in the overall Real Estate Contract administration process.

Real Estate Contract Administration - Notifications

You will receive notifications in your Portal Home Page. Each notification requests an action and often contains an escalation if you do not respond within the time allotted. After completing the activity directed by the notification, an adjustment may be made to the real estate contract.

Critical date notifications increase compliance with legal terms, such as expirations, legal notices, and lease options. Furthermore, FASB-related notifications and alerts prompt the financial users of the system to review and prepare financial data so that the reviews are completed on-time and the required reports are ready with accurate data.

Notifications are described in more detail in the IBM TRIRIGA 10 Application Administration User Guide.


RE Data Change Request The Real Estate Data Change Request record creates and posts a request for a modification in a Real Estate Lease record abstracted to the application by the Contract Administrator. After an RE Data Change Request event completes, an adjustment to a Real Estate Contract may be necessary.


Real Estate Contract Administration – RE Data Change Request

Creating RE Data Change Request The following describes the RE Data Change Request process.

To Create an RE Data Change Request


Step 2 From the Menu Bar, select Requests > Manage Requests > Contract (in drop-down arrow) > RE Data Change Request. The RE Data Change Requests results page appears.

Step 3 Review the list of RE Data Change Request records.

From this page, you can add, modify or delete a RE Data Change Request record.

Step 4 To add a RE Data Change Request, click Add.

Step 5 Enter the required details of the RE Data Change Request record (see record details below).

Step 6 Click Create Draft. The system updates the status of the record to draft.


To Create an RE Data Change Request

Step 7 When the RE Data Change Request record is complete, click Submit.

The system changes the record status to Review In Progress. After all members in the distribution list have approved the record, the system automatically changes the status to Active.

Once Issued, the record request posts to the Contract Administrator associated with the selected Real Estate Contract record (Real Estate Contract section). The system generates a Contract Review task and posts it to the Contract Administrator. The Contract Administrator reviews the requested changes and makes the necessary amendments in the Real Estate Contract record.

After the task is Completed, a notification is sent to the requester to close the corresponding Request record.

General Tab The following describes each section in an RE Data Change Request record:

General Section

Request ID, Status The system provides a Request ID and updates the Status when the RE Data Change Request record becomes active.

The Status values are:







General Section

Request is for Select the person for whom the change request is raised.

Me - Select this option if you are the person who is raising the change request.

Someone Else – Select this option if the person who is reporting the issue is different from the person for whom the request is actually placed.

If “Someone Else” is selected, two additional sections appear: Requested For and Requested By.

If Request is for “Someone Else”

If Request is for “Someone Else”, two additional sections appear: Requested For and Requested By.

Requested For Section

This section identifies the person who intends to make modifications. The system pre-populates this section with the information from the current user.

If you want to change the value, enter a few characters in the Requested For Lookup field to take advantage of autocomplete, or click the Search icon . When you make a selection, the system auto-populates the rest of the fields.

Requested By Section

The system identifies the user that created the record.

Real Estate Contract Section

Identify the Lease Abstract, RE Lease, or Owned Property (Fee) Agreements record to which this data change request applies.

Click Find on the section bar. The system displays available Lease Abstract, Real Estate Lease, or Owned Property (Fee) Agreements records. Select a record and click OK. The ID, Status, and Name from the selected record are displayed.


Describe Your Request Section

Enter a description of the change request.

Lease Assumption Change Request Not only the Lease Accountant, but other roles can submit a Lease Assumption Change Request to request a review of the likely term and assumptions for one or more leases, as a result of unusual events in the business or financial world. These other roles include Financial Executives, Financial Managers, and even Store Managers. Consequently, the Lease Accountant can use the Bulk Create Review Assumptions Request form to update the assumptions on multiple leases at a time.

For more information, see the Review Assumptions Process – Bulk Create section above.


Real Estate Contract Administration – Lease Assumption Change Request

Creating Lease Assumption Change Request The following describes the Lease Assumption Change Request process.

To Create a Lease Assumption Change Request

Step 1 Sign in with the proper Lease Accountant (or Lease Accounting Manager) role.

Step 2 From the Menu Bar, select Requests > Manage Requests > Contract (in drop-down arrow) > Lease Assumption Change Request. The Lease Assumption Change Requests results page appears.


To Create a Lease Assumption Change Request

Step 3 Review the list of Lease Assumption Change Request records.

From this page, you can add, re-open or delete a Lease Assumption Change Request record.

Step 4 To add a Lease Assumption Change Request, click Add.

Step 5 Enter the required details of the Lease Assumption Change Request record (see record details below).

Step 6 Click Create. The system updates the status of the record to draft.

Step 7 When the Lease Assumption Change Request record is complete, click Submit.

General Tab The following describes each section in a Lease Assumption Change Request record:

General Section

Request is for Select the person for whom the change request is raised.

Me - Select this option if you are the person who is raising the change request.

Someone Else – Select this option if the person who is reporting the issue is different from the person for whom the request is actually placed.

If “Someone Else” is selected, two additional sections appear: Requested For and Requested By.

If Request is for “Someone Else”

If Request is for “Someone Else”, two additional sections appear: Requested For and Requested By.

Requested For Section

This section identifies the person who intends to make modifications. The system pre-populates this section with the information from the current user.

If you want to change the value, enter a few characters in the Requested For Lookup field to take advantage of autocomplete, or click the Search icon . When you make a selection, the system auto-populates the rest of the fields.


Requested By Section

The system identifies the user that created the record.

Describe Your Request Section

Enter a description of the change request.

Identify Lease(s) to Update Section

Identify the Real Estate Lease record to which this change request applies.

Click Find on the section bar. The system displays available Real Estate Lease records. Select a record and click OK. The selected record appears in the section.

Enter Review Details for Auditing Section

Reason Type Enter the required Reason Type for this request. Even if the review requires no changes to the likely term or assumptions, a Reason Type must be provided. The following values are available:

Business Factors

Contractual Factors


Other

Reason Enter the required Reason for this request. Even if the review requires no changes to the likely term or assumptions, a Reason must be provided.



Incremental Borrowing Rate, Index Growth %, FMRV Growth %


If the lease or leases contain an index-based clause, enter the percentage for the Index Growth %.

If the lease or leases contain an FMRV-based (Fair Market Rental Value) clause, enter the percentage for the FMRV Growth %.

For more information, see the Borrow Rate & % Growth Assumptions section in the Real Estate Lease record.


% Is Maintenance, % Is Tax, % Is Other, % Is Base Rent

If the Lease Category for the lease or leases contains the term “Gross”, enter the following information.

Enter the percentage for the maintenance-cost portion of the lease payment.

Enter the percentage for the tax-cost portion of the lease payment.

Enter the percentage for other (non-rent) costs in the lease payment.

The system calculates the percentage for the base-rent portion of the lease payment, as 100% minus the three percentages above, enforcing that all 4 fields add up to 100%.

For more information, see the Rent Component Assumptions section in the Real Estate Lease record.


Asset Lease Contract Administration Asset Lease Contract Administration encompasses those system activities required to keep an Asset Lease contract in the IBM TRIRIGA system accurate and to ensure events mandated in a Asset Lease contract are notified.

These system activities include Notifications, and Lease Assumption Change Requests. After each event, an adjustment to an Asset Lease contract may be necessary.

Notifications An Asset Lease contract makes it possible to enter future Notifications into the record.

You will receive notifications in your Portal Home Page. Each notification requests an action and often contains an escalation if you do not respond within the time allotted. After completing the activity directed by the notification, an adjustment may be made to the Asset Lease contract.

Critical date notifications increase compliance with legal terms, such as expirations, legal notices, and lease options. Furthermore, FASB-related notifications and alerts prompt the financial users of the system to review and prepare financial data so that the reviews are completed on-time and the required reports are ready with accurate data.

Notifications are described in more detail in the IBM TRIRIGA 10 Application Administration User Guide.

Lease Assumption Change Request Not only the Lease Accountant, but other roles can submit a Lease Assumption Change Request to request a review of the likely term and assumptions for one or more leases, as a result of unusual events in the business or financial world. These other roles include Financial Executives, Financial Managers, and even Store Managers. Consequently, the Lease Accountant can use the Bulk Create Review Assumptions Request form to update the assumptions on multiple leases at a time.

For more information, see the Lease Assumption Change Request in the Real Estate Lease.


6. Payment Processing

Real Estate Payment Processing The IBM TRIRIGA Real Estate Manager application provides robust functionality for managing payments over the life of real estate assets. The system provides tools to manage scheduled payments, ad hoc payments, utility payments, payment adjustments accounts receivable, accounts payable and more.

Payables Real Estate Payment Processing involves recording receipt and payment of funds, credits and adjustments, and related activities for properties. This section discusses how to accomplish common payable processing tasks in the IBM TRIRIGA system.

Accessing the Payables Menu The payable processing tasks in IBM TRIRIGA are located in the Contracts > Payables menu.

Follow these steps to access this menu:

To Access the Payables Menu


Step 2 From the Menu Bar, select Contracts > Payables to access the Payables menu.



Step 3 From the Payables menu, click the desired menu item.

Invoices > Real Estate

Payments > Process Payments

Payments > Void

Payments > Stop

Real Estate Transactions > My OPEX/CAM Reconciliation

Real Estate Transactions > All Scheduled OPEX/CAM Reconciliation

Real Estate Transactions > All Completed OPEX/CAM Reconciliation

Real Estate Transactions > My Index Adjustments

Real Estate Transactions > All Scheduled Index Adjustments

Real Estate Transactions > All Completed Index Adjustments

Real Estate Transactions > My Sales Reporting

Real Estate Transactions > All Scheduled Sales Reporting

Real Estate Transactions > All Completed Sales Reporting

RE Invoice Use the RE Invoice functionality to create real estate invoices, for accounts payable (AP) or accounts receivable (AR). Also use the RE Invoice functionality for contract payments, one time payments, or sublease expense pass-through.

Creating RE Invoice

Follow these steps to use the RE Invoice functionality.

To Create an RE Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > Real Estate to open the RE Invoices results page.

Step 2 Review the following page that appears. The page displays a list of RE Invoice records.

Step 3 Click Add to add a new RE Invoice record.

Step 4 Review the following form that appears. Specify the details regarding the RE Invoice record (see record details below).

Step 5 To continue with the rest of the General tab, click Create Draft.


To Create an RE Invoice

Step 6 When ready, click Issue.

Step 7 When ready, click Complete. The system sets the status of the selected Payment Line Items to Paid and makes the RE Invoice record read-only.

General Tab

The following describes each section in the General tab of the RE Invoice record:

General Section

Invoice Number Enter an Invoice Number.

Status The system updates the Status when the record is created. The Status values are:


Issued – The record is ready to be invoiced. The system generates this status when the user clicks Issue on a Draft record’s action bar.

Completed – The RE Invoice is complete and the selected payment line items are set to Paid status. The system generates this status when the user clicks Complete on an Issued record’s action bar.

On Hold – The record is on hold.

Revision in Progress – Indicates that the record is being modified. The system generates this status when the user selects Revise on the action bar.

Invoice Type Select an Invoice Type from Accounts Payable (AP) and Accounts Receivable (AR).

Invoice Details Section

The currency selected is taken from your My Profile record.

Invoice Amount Enter the Invoice Amount.

Invoice Date For Invoice Date, click the Calendar icon to specify the date.

Payable Total, Receivable Total, Invoice Total (a-b)

The system calculates these values.





For Currency Exchange Date, click the Calendar icon to specify the date and time.


Identify the Real Estate Contract record to which this RE Invoice applies.

Click Find on the section bar. The system displays available records based on the Invoice Type selected. Select a record and click OK. The ID, Status, Name, Past Due Payments, Currency, and Credit Remaining from the record selected display. In addition, the system populates the Remit To section with values from this record.

To open the Real Estate Contract record, click a hyperlinked label. The system opens the record in a new window.

Remit To Section

The fields in this section are populated from the Real Estate Contract record selected in the Real Estate Contract section above. Make any changes needed.

Bill To Section

If the Invoice Type of “Accounts Receivable (AR)” is selected, the Bill To section appears.

The fields in this section are populated from the Real Estate Contract record selected in the Real Estate Contract section above. Make any changes needed.

Contract Payments – To Process Section

Get Payments Due To create an invoice for a contract payment, click Get Payments Due.

The system displays the active payment line items for the Real Estate record and information entered in the General and Invoice Details sections. Select payment line item(s) and click OK. The selected payment line item(s) display.

SubLease Pass- To create a sublease pass-through invoice, click SubLease Pass-Through.


Contract Payments – To Process Section Through

The Real Estate SubLease Pass-Through form appears.

Real Estate SubLease Pass-Through Record

After entering details, click Process. The system creates payment line items from the Pass-Through Payments list.

The following describes each section in the General tab of the Real Estate SubLease Pass-Through record:

Details Section

The Details section identifies the Invoice Number and Contract Name from the RE Invoice record.


The Payment Line Items section displays payment line items identified in the Real Estate Contract record as being for sublease pass-through. The fields displayed are Payment Type, Accounting Type, Due Date, Expected Cash with Tax, and Status.

SubLeases Section

The SubLeases section lists all active Real Estate Contracts that are children of the selected Real Estate Contract on the RE Invoice.

Preview Pass-Through Payments takes the selected payment line item and displays the payment line item for each SubLease selected using the Allocation Percent specified. The fields displayed include Contract ID, Contract Name, and Contract Type.


SubLease Pass-Through Payments Section

The SubLease Pass-Through Payments section displays the payments from the Contract Payments – To Process section on the RE Invoice. Fields displayed are Contract Name, Payment Type, Due Date, Expected Amount, Allocation Percent, and Pass-Through Amount.

Use the Remove action to delete selected line items.

Select payments to pass through and define the percentage to allocate to each contract.

Click Calculate and the system updates the totals.

Return to the RE Invoice record.

One Time Payments – To Process Section

If there are one time payments for this RE Invoice, click Quick Add. The system adds a line item to this section.

Clicking a hyperlinked value takes you to the One Time Payment record where you can update the value.


Payment Type For Payment Type, click the Search icon and select.

Accounting Type The Accounting Type is taken from the General section.

Due Date The Due Date is taken from the Invoice Details section. To change the value, click the Calendar icon .

Expected Cash Before Tax

Enter the Expected Cash Before Tax amount. The currency is taken from the Real Estate Contract record.

Expected Cash with Tax

The system calculates Expected Cash with Tax.


Sublease Pass-Through Payments Section

This section lists the Sublease Pass-Through Payment records.


Payment – Processed Section

This section lists the payments processed for this RE Invoice.

Process Payments Use the Process Payments functionality to process payments.

Creating Process Payments

Follow these steps to use the Process Payments functionality.

To Create Process Payments

Step 1 From the Menu Bar, click Contracts > Payables > Payments > Process Payments to open the Process Payments results page.

Step 2 Review the following page that appears. The page displays a list of Process Payments records.

Step 3 Click Add to add a new Process Payments record.

Step 4 Review the following form that appears. Specify the details regarding the Process Payments record (see record details below).

Step 5 Click Create Draft.

Step 6 Click Issue. The system routes the record through any approvals or notifications set up by your company. Then the system updates the identified payment line items to Paid status and marks the Process Payments record as Completed.


General Tab

The following describes each section in the General tab of the Process Payments record:

General Section

ID, Revision, Status

The system will populate the ID, Revision, and Status when the record is created. The Status values are:






The Revision number indicates the number of times the record has been modified. Each time you revise or modify the record, the system increments the value displayed in this field by one.

Name Enter a unique Name for the record.

Planned Date Click the Calendar icon and select the Planned Date.

Description Provide a Description.

Details Section

The system updates the Processed Date after this record is issued.

Parameters Section

Process Period Click the Search icon and select the Process Period. Values include end of month, last week, and week 1.

Due Before Click the Calendar icon and select the Due Before date.



Click Get Payments for the system to search for unpaid payment line items that meet the parameters above.

Use the Find action to select payment line items. A pop-up window listing available records appears. Select the desired record(s) and click OK.


Void Payments Use the Void Payments functionality to mark payments as voided.

Creating Void Payments

Follow these steps to use the Void Payments functionality.

To Create Void Payments

Step 1 From the Menu Bar, click Contracts > Payables > Payments > Void to open the Void Payments results page.

Step 2 Review the following page that appears. The page displays a list of Void Payments records.

Step 3 Click Add to add a new Void Payments record.

Step 4 Review the following form that appears. Specify the details regarding the Void Payments record (see record details below).


Step 6 Click Void. The system routes the Void Payments record for approval following the approval rules established by your company.


General Tab

The following describes each section in the General tab of the Void Payments record:

General Section








Name Enter a Name.


Details Section

Date For Date, click the Calendar icon to specify the date.

Process Date The system updates the Process Date when this Void Payments record is finished.


Payments Section

This section identifies the payments to be voided. Fields displayed are Payment Type, Accounting Type, Due Date, Expected Cash with Tax, and Status.

Click Find on the section bar. The system displays available records. Select a record and click OK.

To open the payment line item record, click a hyperlinked field. The system opens the record in a new window.

The Remove action deletes selected item(s) from the list.

Stop Payments Use the Stop Payments functionality to mark payments as stopped.

Creating Stop Payments

Follow these steps to use the Stop Payments functionality.

To Create Stop Payments

Step 1 From the Menu Bar, click Contracts > Payables > Payments > Stop to open the Stop Payments results page.

Step 2 Review the following page that appears. The page displays a list of Stop Payments records.

Step 3 Click Add to add a new Stop Payments record.

Step 4 Review the following form that appears. Specify the details regarding the Stop Payments record (see record details below).


Step 6 Click Stop. The system routes the Stop Payments record for approval following the approval rules established by your company.


General Tab

The following describes each section in the General tab of the Stop Payments record:

General Section








Name Enter a Name.


Details Section

Date For Date, click the Calendar icon to specify the date.

Process Date The system updates the Process Date when this Stop Payments record is finished.


Payments Section

This section identifies the payments to be stopped. Fields displayed are Payment Type, Accounting Type, Due Date, Expected Cash with Tax, and Status. You can find existing payment line items or add one.

Click Find on the section bar. The system displays available records. Select a record and click OK.

To open the payment line item record, click a hyperlinked field. The system opens the record in a new window.

The Remove action deletes selected item(s) from the list.

If you click Add on the Payments section bar, the system displays a Payment Line Item form. After entering details, click Create. The system creates a new Stop Payment line item.

OPEX/CAM (Payment) Reconciliation If the Payment Auditable? check box in a Real Estate Contract’s record is checked, the system schedules a notification that payment reconciliation is expected and sends it to the Contract Administrator based on the Reconciliation Start date and Reconciliation Frequency in the record. After receipt of the landlord’s Operating Expense (OPEX/CAM) payment breakdown, use the IBM TRIRIGA Payment Reconciliation functionality to make the comparison. When the reconciliation is issued, the system generates a one-time payment for the amount due or credit owed.

The payment reconciliation process reduces overpayments, provides critical date alerts, follows predefined calculation rules, enforces payment caps, performs automated payment calculations, and adjusts future escrow payment amounts.

Creating OPEX/CAM (Payment) Reconciliation

Follow the steps below to use the OPEX/CAM (Payment) Reconciliation functionality:

To Create OPEX/CAM (Payment) Reconciliation

Step 1 From the Menu Bar, click Contracts > Payables to open the Payables menu. From the Payables menu, click the desired menu item.

Real Estate Transactions > My OPEX/CAM Reconciliation

Real Estate Transactions > All Scheduled OPEX/CAM Reconciliation

Real Estate Transactions > All Completed OPEX/CAM Reconciliation

Step 2 Review the following page that appears. The page displays a list of OPEX/CAM (Payment) Reconciliation records.

Step 3 Click Add to add a new OPEX/CAM (Payment) Reconciliation record.


To Create OPEX/CAM (Payment) Reconciliation

Step 4 Review the following form that appears. Specify the details regarding the OPEX/CAM (Payment) Reconciliation record (see record details below).

Step 5 Click Issue. The system routes the Payment Reconciliation record through any approvals or notifications set up by your company. Then the system creates a onetime payment for the amount due or credit owed.

General Tab

The following describes each section in the General tab of the OPEX/CAM (Payment) Reconciliation record:

General Section

Invoice Number Enter a unique Invoice Number.








Invoice Date Enter the landlord’s Invoice Date.

Audit Year, Due Date, Billing Start Date, Billing End Date, Landlord Reconciliation Deadline

The Audit Year, Due Date, Billing Start Date, Billing End Date, and Landlord Reconciliation Deadline values are taken from the Real Estate Contract record.



The information in this section is taken from the Real Estate Contract.

To change a value, click the Find or Clear actions on the section bar.

To open the source record, click the hyperlinked field name.

Clause Section

The information in this section is taken from the specific clause in the Real Estate Contract.

To change a value, click the Find or Clear actions on the section bar.

To open the source record, click the hyperlinked field name.

Expense Breakdown Section

This section displays the Service, Estimated Cost, Landlord Actual Amount, Proportionate Share, Service Cap Amount, Tenant Responsibility, Apply to Total Cap indicator, Amount for Cap, and Amount for Non-Cap data from the Real Estate Contract.

Use the Find action on the section bar to select and add new items.

Use the Remove action to delete the selected line item.

Landlord Actual Amount

Enter the amount on the landlord’s invoice in the Landlord Actual Amount column.

Tip – Click Save on the action bar to update the totals.

Occupancy Details Section

The information in this section is taken from the Real Estate Contract record.


Payment Calculation Section

Use this section to evaluate the landlord’s CAM breakdown and calculate whether there is an amount due or a credit.

The fields on the left side of the section are identified with lower case letters for reference. The currency and UOM are taken from the Real Estate Contract record.

The blue text on the right side of the section defines the calculations the system performs on the data from the Real Estate Contract record and that you enter. The lower case letters refer to fields identified on the left side of the section.

Fixed Adjustment Amount, Tax Rate %, Amount Billed per Landlord

Enter Fixed Adjustment Amount, Tax Rate %, and Amount Billed per Landlord.

As you enter an amount, the system performs the calculations for the affected lines in the section.

Payment Difference, Final Amount to Process (Due or Credit)

Click Calculate on the section bar to view the suggested Payment Difference and Final Amount to Process (Due or Credit).

Credit Amount to Apply

If the difference is a credit, enter the Credit Amount to Apply.

Escrow Payment Details Section

This section summarizes the escrow payment details based on the data in the Payment Calculation section.

Click Calculate on the section bar to view the values based on changes made in the Payment Calculation section above.


Index Adjustments When the Includes Index Adjustment? check box in a Real Estate Contract’s record is checked, the system schedules a notification for the Contract Administrator when an adjustment should be calculated. This is done in the Index Adjustment Calculator.

Creating Index Adjustments

Follow the steps below to use the Index Adjustment Calculator:

To Create Index Adjustments


Real Estate Transactions > My Index Adjustments

Real Estate Transactions > All Scheduled Index Adjustments

Real Estate Transactions > All Completed Index Adjustments

Step 2 Review the following page that appears. The page displays a list of Index Adjustments records.

Step 3 Click the desired Index Adjustments record for which you want to perform the adjustment.

Step 4 Review the following form that appears. Specify the details regarding the Index Adjustment Calculator record (see record details below).

Step 5 Click Issue. The system routes the Index Adjustment Calculator record through any approvals or notifications set up by your company. Then the system creates a payment adjustment for the payment line items affected.

General Tab

The following describes each section in the General tab of the Index Adjustment Calculator record:

General Section

ID Enter a unique ID identifying the Index Adjustment Calculator record. If you do not assign an ID, the system generates one automatically.



General Section







Name Enter a Name for the record.

Currency The system displays the Currency UOM from the Real Estate Contract’s General tab.


The system displays the Real Estate Contract containing this payment line item that requires index adjustment.

To open the Real Estate Contract record, click a hyperlinked label. The system opens the record in a new window.

Adjust Payment Schedule Section

The system displays the details from the payment schedule requiring index adjustment.

To open the Payment Schedule record, click a hyperlinked label. The system opens the record in a new window.


Adjustment Details Section

The system displays the Start Date, End Date, and Description from the payment schedule requiring index adjustment.

To change a date value, click its Calendar icon .

Calculator Section

Use this section to investigate different adjustments. After entering a scenario, click the Calculate action to receive the impact.

Index Type, Minimum %, Maximum %

The system displays the Index Type, Minimum %, and Maximum % from the payment line item.

Base Index For Base Index, either enter a value directly or use the Lookup Last option to find a previous adjustment and use the index as your base index.

New Index For New Index, either enter a value directly or click Use Average to calculate the average from the reference indexes selected in the Reference Index section.

Adjust The value of Adjust is pre-populated from the payment line item. Click the radio button for Last Adjusted Amount or Scheduled Amount.

Actual Adjustment The system updates the Actual Adjustment amount, which you can change.

Calculate Click Calculate to view the suggested adjustment based on the options you selected.


Sales Reporting Sales Reporting leverages the data entered in clauses where the Clause Type is Percentage Rent. As Real Estate Contracts with Percentage Rent clauses are activated, the system generates Percentage Rent Reporting records based on the Reporting Frequency and First Reporting Period Date fields. The Percentage Rent Reporting functionality calculates and creates the Percentage Sales Report.

Creating Sales Reporting

Follow the steps below to use the Sales Reporting functionality:

To Create Sales Reporting


Real Estate Transactions > My Sales Reporting

Real Estate Transactions > All Scheduled Sales Reporting

Real Estate Transactions > All Completed Sales Reporting

Step 2 Review the following page that appears. The page displays a list of Sales Reporting records.

Step 3 Click the desired Sales Reporting record, generated by the system based on Percentage Rent clauses, for which you want to evaluate or recalculate Percentage Sales Reporting.

Step 4 Review the following form that appears. Specify the details regarding the Percentage Rent Reporting record (see record details below).

Step 5 Click Issue. The system routes the Percentage Rent Reporting record through any approvals or notifications set up by your company. Then the system creates a one time payment for the amount due to the landlord for Percentage Sales Rent.


General Tab

The following describes each section in the General tab of the Percentage Rent Reporting record:

General Section

Number, Recorded Date, Status, Reporting From, Reporting To, Due Date, Number of Reporting Months

The system displays the Number, Recorded Date, Status, Reporting From date, Reporting To date, Due Date, and Number of Reporting Months from the Real Estate Contract record. The Status values are:






Sales Sub-Tab and Section

This section displays the Sales Category, From Date, To Date, Total Sales, Sales Exclusions, Net Sales, Tax Rate %, Total Tax Exclusion, and Net Sales Less Tax Exclusion.

Click Refresh Sales Data on the section bar to update the data from the Percentage Rent clause. This action clears and refreshes the data in the Sales, Sales Exclusions, Tax Exclusions, and Deductions sub-tabs.

Enter actual sales data.

Sales Exclusions Sub-Tab and Section

This section displays Sales Category, Exclusion Category, Total Sales, Cap Amount, Sales Exclusion, From Date, and To Date.

Enter sales exclusion data.



Tax Exclusions Sub-Tab and Section

This section displays the Tax Type and Tax Rate.

Deductions Sub-Tab and Section

This section displays Payment Type, Total Deduction, Cap Amount, and Allowable Deductions.

Click Refresh Deductions to summarize all payment line items paid within the reporting period for each payment type.

Percentage Rent Detail Summary Section

This section displays Sales Category, Base Sales From amount, Base Sales To amount, Net Sales Less Tax Exclusions, Working Total amount, % Rent, and Percentage Rent (Calculated).

Click Calculate to update the values.

Percentage Rent Calculations Section

Use this section to evaluate the impact of an Adjustment Amount on the percentage rent.

The fields on the left side of the section are identified with lower case letters for reference. The currency is taken from the Real Estate Contract record.

The blue text on the right side of the section defines the calculations the system performs on the data from the Real Estate Contract record and that you enter. The lower case letters refer to fields identified on the left side of the section.

Adjustment Amount

Enter Adjustment Amount.

Enter an adjustment note in the field to the right of Adjustment Amount.

Calculate Click Calculate on the Percentage Rent Detail Summary section bar to update the calculations.


Occupancy Details Section

This section displays the Occupancy Start Date, Occupancy End Date, and Occupied (%) from the Real Estate Contract record.

Accrual Details Section

This section displays accrual details including Scheduled Payments in Next Period, Projected Next Period, and Next Occupancy dates.


This section identifies the ID, Status, Name, Commencement Date, and Expiration Date of the Real Estate Contract record. Clicking a hyperlinked field name takes you to the record.

Clause Section

This section identifies the Clause Type and Name in the Real Estate Contract record. Clicking a hyperlinked field name takes you to the record.

Remit To Section

This section contains the Remit To information from the payment line item.

If what is pre-populated is not correct, enter a few characters of the Remit To Look Up name to take advantage of autocomplete or click the Search icon to find the name.

Percentage Rent Report Section

To view the Percentage Rent Report prepared from the information in the General Section, click the Reports tab.


Receivables Real Estate Payment Processing involves recording receipt and payment of funds, credits and adjustments, and related activities for properties. This section discusses how to accomplish common receivable processing tasks in the IBM TRIRIGA system.

Accessing the Receivables Menu The receivable processing tasks in IBM TRIRIGA are located in the Contracts > Receivables menu.


To Access the Receivables Menu


Step 2 From the Menu Bar, select Contracts > Receivables to access the Receivables menu.

Step 3 From the Receivables menu, click the desired menu item.

Generate Lease Invoices

Receive Lease Receipts

Lease Invoices Use the Generate Lease Invoices functionality to process monthly invoices for your company’s AR Leases.

Generating Lease Invoices

Follow these steps to use the Generate Leases Invoices functionality.

To Generate Lease Invoices

Step 1 From the Menu Bar, click Contracts > Receivables > Generate Lease Invoices to open the Generate Lease Invoices results page.

Step 2 Review the following page that appears. The page displays a list of Generate Lease Invoices records.

Step 3 Click Add to add a new Generate Lease Invoices record.

Step 4 Review the following form that appears. Specify the details regarding the Generate Lease Invoices record (see record details below).


To Generate Lease Invoices


Step 6 Click Process. The system creates a Process Lease Invoice record for each AR Lease.

General Tab

The following describes each section in the General tab of the Generate Lease Invoices record:

General Section

ID, Status The system will populate the ID and Status when the record is created. The Status values are:






Name Enter a unique Name for the record.

Process Month Click the Search icon and select the Process Month. The system pre-populates Process Month with the current month plus 1.

Process Year Click the Search icon and select the Process Year. The system pre-populates Process Year with the current year.

Due Before Click the Calendar icon and select the Due Before date.

Description Provide a Description.


AR Leases Section

This section displays the Lease ID, Contract Name, Accounting Type, Expiration Date, and Contract Status of all AR Leases.

Use the Find action to select AR Leases (Accounting Type = Accounts Receivable (AR)). A pop-up window listing available records appears. Select the desired record(s) and click OK.


AR Invoices Section

This section displays all AR Invoices generated on the Process action. For each invoice displays Invoice Number, Contract ID, Contract Name, and Status.

Click Bulk Print Invoices to send the invoices listed for bulk printing.

Lease Receipts Use the Receive Lease Receipts functionality to record an AR payment from a lessee.

Receiving Lease Receipts

Follow these steps to use the Receive Lease Receipts functionality:

To Receive Lease Receipts

Step 1 From the Menu Bar, click Contracts > Receivables > Receive Lease Receipts to open the Process AR Receipts results page.

Step 2 Review the following page that appears. The page displays a list of Process AR Receipts records.

Step 3 Click Add to add a new Process AR Receipts record.

Step 4 Review the following form that appears. Specify the details regarding the Process AR Receipts record (see record details below).



To Receive Lease Receipts

Step 6 Click Issue. The system routes the record through any approvals or notifications set up by your company. Then the system processes the identified payment line items to Paid status and marks the Process AR Receipts record as Completed.

If the amount to apply is less than the expected amount, the system processes the existing payment line item and creates a new payment line item with the same data and the expected amount set to the difference between the amount to apply and the expected amount. The due date in the new payment line item is the same as the original payment line item.

General Tab

The following describes each section in the General tab of the Process AR Receipts record:

General Section

ID, Status The system will populate the ID and Status when the record is created. The Status values are:






Receipt Details Section

Receipt Date For Receipt Date, click the Calendar icon to specify the date.

Payment Method Select the Payment Method (Cash, Check, EFT, Other).

Process Date For Process Date, click the Calendar icon to specify the date. The system pre-populates Process Date with today’s date.


Contract Section

Click Find to identify the contract record to which this AR Receipt applies.

Payment Details Section

Check Date For Check Date, click the Calendar icon to specify the date.

Check # Enter the Check number (#).

Amount Received Enter the Amount Received. The currency is taken from the contract record.

Process Amount, Credit Balance, Process Credit Amount, Amount Available, Process Credit Adjustment

The system calculates the Process Amount, Credit Balance, process Credit Amount, Amount Available, and Process Credit Adjustment.

Memo Enter a Memo.


Due Date Before For Due Date Before, click the Calendar icon to specify the date.

AR Payments Due Section

This section displays the Payment Type, Due Date, Expected Amount, Actual Amount, Delta Amount (Actual Amount – Expected Amount), and Status.

Click Find to identify the payment line items to which this AR receipt will be applied. The system displays unpaid payments due before the Due Date Before date for the contract selected.

Enter the Actual Amount(s).

Click Calculate to update the values.


Asset Lease Payment Processing The IBM TRIRIGA Asset Lease Contract Management application provides robust functionality for managing the payments of equipment assets (or personal property). The system provides tools to manage scheduled payments, ad hoc payments, utility payments, payment adjustments accounts receivable, accounts payable and more.

Payables Asset Lease Payment Processing involves recording receipt and payment of funds, credits and adjustments, and related activities for assets. This section discusses how to accomplish common payable processing tasks in the IBM TRIRIGA system.

Accessing the Payables Menu The payable processing tasks in IBM TRIRIGA are located in the Contracts > Payables menu.



Step 1 Sign in with the proper Lease Accountant (or RE Contract Manager) role.

Step 2 From the Menu Bar, select Contracts > Payables to access the Payables menu.

Step 3 From the Payables menu, click the desired menu item.

Invoices > Asset

Payments > Process Payments

Payments > Void

Payments > Stop


Asset Invoice Use the Asset Invoice functionality to create asset invoices, for accounts payable (AP) or accounts receivable (AR). Also use the Asset Invoice functionality for contract payments, one time payments, or sublease expense pass-through.

Creating Asset Invoice

Follow these steps to use the Asset Invoice functionality.

To Create an Asset Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > Asset to open the Asset Invoices results page.

Step 2 Review the following page that appears. The page displays a list of Asset Invoice records.

Step 3 Click Add to add a new Asset Invoice record.

Step 4 Review the following form that appears. Specify the details regarding the Asset Invoice record (see record details below).

Step 5 To continue with the rest of the General tab, click Create Draft.

Step 6 When ready, click Issue.

Step 7 When ready, click Complete. The system sets the status of the selected Payment Line Items to Paid and makes the Asset Invoice record read-only.

General Tab

The following describes each section in the General tab of the Asset Invoice record:

General Section

Invoice Number Enter an Invoice Number.


General Section



Issued – The record is ready to be invoiced. The system generates this status when the user clicks Issue on a Draft record’s action bar.

Completed – The RE Invoice is complete and the selected payment line items are set to Paid status. The system generates this status when the user clicks Complete on an Issued record’s action bar.

On Hold – The record is on hold.

Revision in Progress – Indicates that the record is being modified. The system generates this status when the user selects Revise on the action bar.

Invoice Type Select an Invoice Type from Accounts Payable (AP) and Accounts Receivable (AR).


The currency selected is taken from your My Profile record.

Invoice Amount Enter the Invoice Amount.

Invoice Date For Invoice Date, click the Calendar icon to specify the date.

Payable Total, Receivable Total, Invoice Total (a-b)

The system calculates these values.



For Currency Exchange Date, click the Calendar icon to specify the date and time.


Asset Lease Section

Identify the Asset Lease record to which this Asset Invoice applies.

Click Find on the section bar. The system displays available records based on the Invoice Type selected. Select a record and click OK. The ID, Status, Name, Past Due Payments, Currency, and Credit Remaining from the record selected display. In addition, the system populates the Remit To section with values from this record.

To open the Asset Lease record, click a hyperlinked label. The system opens the record in a new window.

Remit To Section

The fields in this section are populated from the Asset Lease record selected in the Asset Lease section above. Make any changes needed.

Bill To Section

If the Invoice Type of “Accounts Receivable (AR)” is selected, the Bill To section appears.

The fields in this section are populated from the Asset Lease record selected in the Asset Lease section above. Make any changes needed.

Contract Payments – To Process Section

Get Payments Due To create an invoice for a contract payment, click Get Payments Due.

The system displays the active payment line items for the Asset Lease record and information entered in the General and Invoice Details sections. Select payment line item(s) and click OK. The selected payment line item(s) display.

SubLease Pass-Through

To create a sublease pass-through invoice, click SubLease Pass-Through.

The Real Estate SubLease Pass-Through form appears.


Asset SubLease Pass-Through Record

After entering details, click Process. The system creates payment line items from the Pass-Through Payments list.

The following describes each section in the General tab of the Asset SubLease Pass-Through record:

Details Section

The Details section identifies the Invoice Number and Contract Name from the Asset Invoice record.


The Payment Line Items section displays payment line items identified in the Asset Lease record as being for sublease pass-through. The fields displayed are Payment Type, Accounting Type, Due Date, Expected Cash with Tax, and Status.

SubLeases Section

The SubLeases section lists all active Asset Leases that are children of the selected Asset Lease on the Asset Invoice.

Preview Pass-Through Payments takes the selected payment line item and displays the payment line item for each SubLease selected using the Allocation Percent specified. The fields displayed include Contract ID, Contract Name, and Contract Type.

SubLease Pass-Through Payments Section

The SubLease Pass-Through Payments section displays the payments from the Contract Payments – To Process section on the Asset Invoice. Fields displayed are Contract Name, Payment Type, Due Date, Expected Amount, Allocation Percent, and Pass-Through Amount.


Select payments to pass through and define the percentage to allocate to each contract.

Click Calculate and the system updates the totals.

Return to the Asset Invoice record.

One Time Payments – To Process Section


If there are one time payments for this Asset Invoice, click Quick Add. The system adds a line item to this section.

Clicking a hyperlinked value takes you to the One Time Payment record where you can update the value.


Payment Type For Payment Type, click the Search icon and select.

Accounting Type The Accounting Type is taken from the General section.

Due Date The Due Date is taken from the Invoice Details section. To change the value, click the Calendar icon .

Expected Cash Before Tax

Enter the Expected Cash Before Tax amount. The currency is taken from the Asset Lease record.

Expected Cash with Tax

The system calculates Expected Cash with Tax.


Sublease Pass-Through Payments Section

This section lists the Sublease Pass-Through Payment records.

Payment – Processed Section

This section lists the payments processed for this Asset Invoice.

Process Payments For more information, see Process Payments for Real Estate Payment Processing.

Void Payments For more information, see Void Payments for Real Estate Payment Processing.


Stop Payments For more information, see Stop Payments for Real Estate Payment Processing.

Receivables Asset Lease Payment Processing involves recording receipt and payment of funds, credits and adjustments, and related activities for assets. This section discusses how to accomplish common receivable processing tasks in the IBM TRIRIGA system.

Accessing the Receivables Menu The receivable processing tasks in IBM TRIRIGA are located in the Contracts > Receivables menu.


To Access the Receivables Menu

Step 1 Sign in with the proper Lease Accountant (or Application Administrator) role.

Step 2 From the Menu Bar, select Contracts > Receivables to access the Receivables menu.

Step 3 From the Receivables menu, click the desired menu item.

Generate Lease Invoices

Receive Lease Receipts

Lease Invoices For more information, see Lease Invoices for Real Estate Payment Processing.

Lease Receipts For more information, see Lease Receipts for Real Estate Payment Processing.


7. Reports

Real Estate Reports This chapter lists the procedures for viewing Real Estate Reports.

The reports in this chapter are as follows:

Abstracts by Abstractor

Accounts Payable History Report

Contract Payment Details Report

Contract Payment Summary Report

Contract Summary Report

Future Rent Obligations Detail Report

Lease Abstract – Abstracts for Review

Lease Abstract – My Abstracts

Lease Critical Dates Report

Line Item Master Report

List of Lease Abstracts Report

Option Master Report

Owned Property Abstract

Owned Property Record

Payment Reconciliation Invoice

Percentage Rent Report

Portfolio Summary Report

Process Payment Summary Report

Real Estate Invoice

Real Estate Invoice Record

Real Estate Lease Abstract

Real Estate Lease Record

Tenant Payment Aging Report


Abstracts by Abstractor The Abstracts by Abstractor report appears on the IBM TRIRIGA RE Lease Abstractor Manager home portal.

Click Actions to view the source or to view the data in a different type of graph.

Accounts Payable History Follow the procedure below to view the Accounts Payable History report.

To View the Report

Step 1 Click My Reports in the Menu Bar. The My Reports page appears.

Step 2 Click the Community tab.

Step 3 Enter the title of this report in the Title filter. If necessary, use additional filters. Click Apply Filter.

Step 4 Click the Run Report icon to the left of the report Title. The Report Filters

window opens.

Step 5 Enter query parameters.

Step 6 Click Submit.

Step 7 Enter prompt values.

Step 8 Click OK. The report opens.

Contract Payment Details Report To view the Contract Payment Details report, refer to the step-by-step procedure presented for the Accounts Payable History report above.

Contract Payment Summary Report To view the Contract Payment Summary report, refer to the step-by-step procedure presented for the Accounts Payable History report above.


Contract Summary Report To view the Contract Summary report, refer to the step-by-step procedure presented for the Accounts Payable History report above.

Future Rent Obligations Detail Report To view the Future Rent Obligations Detail report, refer to the step-by-step procedure presented for the Accounts Payable History report above.

Lease Abstract – Abstracts for Review The Lease Abstract – Abstracts for Review report appears on the IBM TRIRIGA RE Lease Abstractor Manager home portal. It displays all Lease Abstracts in Review in Progress status.

Lease Abstract – My Abstracts The Lease Abstract – My Abstracts report appears on the IBM TRIRIGA RE Lease Abstractor home portal. It displays all Lease Abstracts assigned to the current user in Draft or Review Update status.

Lease Critical Dates Report To view the Lease Critical Dates report, refer to the step-by-step procedure presented for the Accounts Payable History report above.

Line Item Master Report Follow the procedure below to view the Line Item Master Report.

To View the Report

Step 1 Click My Reports in the Menu Bar. The My Reports page appears.

Step 2 Click the Community tab.

Step 3 Enter the title of this report in the Title filter. If necessary, use additional filters. Click Apply Filter.


To View the Report

Step 4 Click the Run Report icon to the left of the report Title. The report opens.

List of Lease Abstracts Report To view the List of Lease Abstracts report from either the IBM TRIRIGA RE Lease Abstractor or IBM TRIRIGA RE Lease Abstractor Manager home portal, refer to the step-by-step procedure presented for the Line Item Master Report above.

Option Master Report To view the Option Master Report, refer to the step-by-step procedure presented for the Line Item Master Report above.

Owned Property Record and Owned Property Abstract Reports Follow the procedure below to view Owned Property Record and Owned Property Abstract reports.

To View the Report

Step 1 Select Projects > Real Estate from the Menu Bar. The Real Estate page appears.

Step 2 Click Owned Property (Fee) Agreements in the Related Links – Real Estate portal section. A list of Owned Property records appears in the results page.

Step 3 Select and open an Owned Property record.

Step 4 Click the Reports tab of the Owned Property record.

Step 5 Select either Owned Property Record or Owned Property Abstract. The report opens.


Payment Reconciliation Invoice Follow the procedure below to view the Payment Reconciliation Invoice report.

To View the Report

Step 1 Select Contracts > Payables in the Menu Bar. The Payables page appears.

Step 2 Click All Scheduled OPEX/CAM Reconciliation under Real Estate Transactions. A list of payment reconciliation records appears in the results page.

Step 3 Select and open a Payment Reconciliation record from the results page.

Step 4 Click the Reports tab on the Payment Reconciliation record. The Payment Reconciliation Invoice report opens.

Percentage Rent Report Follow the procedure below to view the Percentage Rent Report.

To View the Report

Step 1 Select Contracts > Payables in the Menu Bar. The Payables page appears.

Step 2 Click All Scheduled Sales Reporting under Real Estate Transactions. A list of payment reconciliation records appears in the results page.

Step 3 Select and open a Percentage Rent Reporting record from the results page.

Step 4 Click the Reports tab on the Percentage Rent Reporting record. The Percentage Rent Report opens.

Portfolio Summary Report To view the Portfolio Summary Report, refer to the step-by-step procedure presented for the Accounts Payable History report above.


Process Payment Summary Follow the procedure below to view the Process Payment Summary report.

To View the Report

Step 1 Select Contracts > Payables in the Menu Bar. The Payables Page appears.

Step 2 Click Process Payments under Payments. A list of Process Payments records appears in the results page.

Step 3 Select and open a Process Payment record from the results page.

Step 4 Click the Reports tab on the Process Payments record. The Form window opens.

Step 5 Enter report filters.

Step 6 Click Submit. The Process Payment Summary report opens.

Real Estate Invoice, RE Invoice Record, RE Invoice Summary Bulk Print Follow the procedure below to view the Real Estate Invoice, Real Estate Invoice Record, and RE Invoice Summary Bulk Print reports.

To View the Report

Step 1 Select Contracts > Payables in the Menu Bar. The Payables Page appears.

Step 2 Click Real Estate under Invoices. A list of RE Invoice records appears in the results page.

Step 3 Select and open a RE Invoice record from the results page.

Step 4 Click the Reports tab on the RE Invoice record.

Step 5 Select Real Estate Invoice, RE Invoice Record, or RE Invoice Summary Bulk Print.

Step 6 Enter report filters.

Step 7 Click Submit. The report opens.


Real Estate Lease Record and Real Estate Lease Abstract Reports Follow the procedure below to view Real Estate Lease Record and Real Estate Lease Abstract reports.

To View the Report

Step 1 Select Contracts > Leases in the Menu Bar. The Leases Page appears.

Step 2 Click Leases in the Related Links – Contract Leases portal section. A list of Real Estate Lease records appears in the results page.

Step 3 Select and open a Real Estate Lease record from the results page.

Step 4 Click the Reports tab on the Real Estate Lease record.

Step 5 Select either Real Estate Lease Record or Real Estate Lease Abstract. The report opens.

Tenant Payment Aging Report To view the Tenant Payment Aging Report, refer to the step-by-step procedure presented for the Accounts Payable History report above.

© Copyright IBM Corporation 2011.

INDEX Accepted 129 Actions 9, 16, 22, 25, 29 Activate 23, 29, 137, 144, 181, 184, 190, 194 Add Clause 46, 48, 55, 56, 60, 62, 68, 72, 87 Add Co-Tenancy 67 Add Fixed 126 Add Person 31 Add Pro-Rata 126 Add Responsibility 70 Add Revision 151, 186 Add Tax Type 109 Administrator Console 13 Application Settings 13 Apply Template 23, 25, 29 Association 90 Autocomplete 117 Based on Estimate 114 Building and Land 79 Bulk Print Invoices 232 Calculate 212, 222, 225, 228, 234, 239 Calculate Amounts 116 Calculate Lease Treatment 167, 169, 170 CAM 56 Cancel 9, 16, 22, 25, 29 Clarification Provided 130 Clarification Requested 129 Classification Manager 10 Clause Details 84 Clause Wizard 46, 55, 56, 60, 62, 66, 68, 70, 72 Clauses Section 145, 195 Clear Wizard 67, 70 Complete 23, 30 Contract Administrator Attention Message 137,

180, 190 Contract Notification 184 Contract Section 145, 186 Copy 9, 16, 22, 25, 29 Copy SUA 126 Cost Allocation Setup 126 Create 132, 133 Create Draft 22, 29, 137, 180, 190 Create Draft External 24, 25 Create New Location 12 Create New Organization 12, 36, 37, 38 Create Schedule(s) 119 Create Template 9, 16 Details Section 211, 239 Document References 83 E-Mail Offline Form 27 Fair Market Rate Value 84 Find Lease Abstract 133 General Section 110, 112, 118 Generate Payment Schedule 113 Generate Payment Schedules wizard 42, 45, 60,

62, 64, 89, 113 Generate Schedule(s) 115

Get Payments 215 Get Payments Due 210, 238 Graphic Find 124 Hide Wizard 46, 47, 51, 55, 56, 57, 60, 61, 62,

63, 66, 67, 68, 69, 70, 71, 72, 73 Includes % Growth 115 Index Adjustments 85, 87, 88 Index Adjustments Section Setup 87 Issue 209, 213, 220, 223, 226, 233, 236 Land Only 81 Late Fees 106, 114 Lease Abstract Form 27 Lease Clause 88 Lease Type 139, 192 Lists Page 10 Location Manager 11 Location Setup 31 Lookup Last 225 More 9, 16, 23, 26, 30 Offline Form 27 OPEX 56 Option 150 Option Wizard 51 Options Section 151, 196 Options Wizard 151 Organization Setup 36 OSCRE 128 OSCRE Lease Abstract Standard 13 Paid By Section 111, 119 Partial Building 80 Payment Instruction 110, 117 Payment Line Item 219 Payment Line Items Section 211, 239 Payment Schedule 104 Payment Wizard 42, 45, 60, 62, 64, 89, 113 Pending Clarification 129 People Manager 11 Please select a form 120 Preview Pass-Through Payments 211, 239 Process 132, 133, 231 Provide Clarification 130 Quick Add 212, 240 RE Transaction Acquisition Terms 186 RE Transaction Lease Terms 151 Real Estate Lease Abstract Offline Form 27 Real Estate SubLease Pass-Through 210, 238 Received 129 Refresh Deductions 228 Refresh Sales Data 227 Rejected 129 Remit To Section 111 Save 9, 16, 22, 25, 29 Save & Close 9, 16, 22, 25, 29 Save Clause 48, 88 Save Co-Tenancy 67 Save Responsibility 70

Send 24, 26 Sent 129 Show Wizard 46, 47, 55, 56, 57, 60, 61, 62, 63,

66, 67, 68, 69, 70, 71, 72, 73 Start Abstract 24, 25 Status 138, 182, 191, 200, 209, 214, 216, 218,

220, 224, 227, 231, 233, 237 Stop 217 SUA 125 SubLease Pass-Through 210, 238 SubLease Pass-Through Payments Section 212,

239 SubLeases Section 211, 239 Submit 24, 26, 200, 203

Submit for Review 24, 26 Tax Breakdown Section 114, 115 Taxable 114 Template Manager 7, 14 Terms Note Section 196 Terms Section 151 Third-Party IBM TRIRIGA System and OSCRE XML

23 TRIRIGAWEB.properties File 13 Update Role 31 Upload 98 Use Average 225 Void 215

Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in other countries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's responsibility to evaluate and verify the operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to:

IBM Director of Licensing IBM Corporation North Castle Drive Armonk, NY 10504-1785 U.S.A.

For license inquiries regarding double-byte character set (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to:

Intellectual Property Licensing Legal and Intellectual Property Law IBM Japan, Ltd. 1623-14, Shimotsuruma, Yamato-shi Kanagawa 242-8502 Japan

The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local law:

INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you.

This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice.

Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part of the materials for this IBM product and use of those Web sites is at your own risk.

IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you.

Licensees of this program who wish to have information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact:

IBM Corporation 2Z4A/101 11400 Burnet Road Austin, TX 78758 U.S.A.

Such information may be available, subject to appropriate terms and conditions, including in some cases, payment of a fee.

The licensed program described in this document and all licensed material available for it are provided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement or any equivalent agreement between us.

Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of those products.

All statements regarding IBM's future direction or intent are subject to change or withdrawal without notice, and represent goals and objectives only.

This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental.

Trademarks

IBM, the IBM logo, ibm.com, and TRIRIGA are trademarks or registered trademarks of International Business Machines Corp., registered in many jurisdictions worldwide.

Microsoft, Windows, Windows NT, and the Windows logo are trademarks of Microsoft Corporation in the United States, other countries, or both.

Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at “Copyright and trademark information” at www.ibm.com/legal/copytrade.shtml.

http://www.ibm.com/legal/copytrade.shtml�