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Essentials of Oracle

Property Manager

OAUG Training
Bryan Eckle

Copyright 2002 by Bryan P. Eckle


Introduction
Who?
Bryan Eckle
Summit2Sea Consulting
Over 6 years of experience working with
Oracle Financial Apps
Currently Implementing Property Manager

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Introduction
David Roberts
FullNorth Technology Group
Business Development for Oracle
Applications for Retail and Energy
industries
Over 6 years of experience working with
Oracle Financial Applications

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Contact Information
Summit2Sea Consulting
Bryan Eckle, bryan.eckle@sum2sea.com
703.582.3665

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Introduction
Why?
There is a gap in the documentation and
training available for the Oracle Property
Manager product.

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Objective
To increase your knowledge of Oracle
Property Manager in the following areas
Space
Lease Management
Implementation

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Agenda
Overview of functionality
Space Management (Locations)
Lease Management
Main Leases
Variable Rent
Payment/Billing Interface

Implementation
Lab Exercise

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What is Oracle Property Manager
(PN)?
A component of the Oracle real estate solution
Provides both the owner and the leaseholder
the ability to
1. define space
2. abstract lease information
3. generate payment or billings based upon lease
information (integration with Oracle AP/AR)
4. provide notification of important lease milestones
Originally developed as an Oracle in-house
application
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PN Functionality
11.5.7 Family Pack C

Space Management
Definition of Locations
Assigning Space
Lease Management
Entering Lease Abstracts
Amending/Editing Leases
Milestones
Payments/Billings
Index Rent
Variable Rent
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PN Key Processes
1. Define Locations (buildings, land)
2. Assign Space
3. Enter leases
4. Make scheduled lease payments/billings
5. Receive Notifications of key lease dates
6. Space and Lease Management
Reporting

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SPACE MANAGEMENT -
LOCATIONS

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Locations
Used to define property that is owned or
leased.
Can choose level of detail to set up. i.e.
Buildings can be broken down into Floors
and Offices.
Space measurements are defined at the
office or section level.
Lease Payments are tied to a location.
Can be imported from CAD applications.

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Locations Diagram

Regions

Office Parks

Property

Building Land

Floor Parcel

Office Section

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Define Building(s) Form

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Define Floors (Optional)
Set up Floors as needed.
Enter Floor Name
Enter Floor Alias
Use _ or - as leading character for separation.
Space Type, Function Type and Standard
Type are all optional fields.

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Define Floors Form

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Offices
Lowest level of space definition
In the retail industry, office can be used for
department. i.e. Mens Dept, Shoe Dept
Level at which space measurements are
entered.

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Define Offices Form

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Import/Export to CAD
PN has an open interface table that can
be used to import/export locations from a
CAD or CAFM system.

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Location Test Question
What is the lowest level you can define in a
building?

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SPACE MANAGEMENT -
ASSIGN SPACE

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Space Assignments
Employees can be assigned at the
building, floor or office level.
Employees can be assigned an area or a
percentage of an area.
The information is used in the Space
Allocation and Utilization reports.

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Assignments Form

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LEASE MANAGEMENT -
LEASES

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Leases
In PN, lease entry provides the ability to
capture the vital elements of a physical
lease document.
Based upon this vital elements, payment
or billing schedules are generated and
users are notified of important lease
actions.

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Leases continued
Lease changes can be made through
lease amendments and edits.
Lease Amendments are for changes in
lease terms.
Lease Edits can be used to correct
information.
An audit record of all changes is kept and
can be viewed in Lease History.
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Enter Leases Form

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Contacts Tab

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Locations Tab

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Insurance Tab

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Rights Tab

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Obligations Tab

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Options Tab

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Payments Tab

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Notes Tab

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Finalize the Lease

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Milestones
Provide a means to track important time based
events within a lease.
Milestones can be set up on
Details Tab Lease Commencement and Termination
notifications
Options Tab Option notifications such as Renewal,
Purchase, Termination
Insurance Tab Insurance Expiration notifications
Payments Tab Payment Schedule start and end
dates
Milestone Templates allow for quicker data entry
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Milestone Set Up

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Leases Question
Which field determines whether a lease will
be generate a billing vs. payment
schedule?

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LEASE MANAGEMENT -
AP INTERFACE FOR LEASE
PAYMENTS

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AP Interface Process
1. Finalize the Lease
2. Authorize Payments
3. Export Payments to Payables
4. From AP, Import Invoices into Payables
5. All Invoices which originate in Property
Manager will have an Invoice Number
that begins with PN

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Authorize Payments

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Export to Payables

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Export to Payables Concurrent
Request

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Import into AP

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View Invoices in AP

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LEASE MANAGEMENT -
VARIABLE RENT

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Variable Rent
Variable Rent is most commonly used in
the retail sector.
VR ties rent payments to a percentage of
the tenants sales.
A VR agreement is tied to a main lease.
The VR component of Property Manager
is fairly new. It was only available as of
version 11.5.7 patchset G.
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Variable Rent Example
Tenant must pay variable rent of 1% on
sales in excess of $1M and 2% on sales in
excess of $2M for the calendar year
payable 30 days after the end of the year.
Sales for 2002 = $2.1M
VR on $1M to $2M in sales = $10k (1M*.01)
VR on sales over $2M = $1k (100k*01)
VR Payment Due = $11k
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Variable Rent Agreement

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Variable Rent Dates

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Generate Periods

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Line Items

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Volume History

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Breakpoints

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Line Items (after calculation)

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Deductions
You can add deduction lines that reduce
the sales basis for the calculation.
For example, a lease may say that the
sales amount can be calculated by taking
Gross Sales less Returns and Credit Card
Charges.
In the example the amounts for Returns
and Credit Card Charges would be
entered as Deductions.

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Deductions

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Constraints
Limits the rent (ceiling) that can be paid on
a VR agreement.
For example a lease may state the lessee
must pay 1% of Total Sales not to exceed
$10k. In this case, the constraint would be
entered as $10k.

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Constraints

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Variable Rent Recalculation

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Create VR Terms

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Approve VR Terms

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Reporting

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Standard Reports
Annual / Monthly Accounting Pro-Forma
Lease Abstract Summary
Rent Schedule Summary Report
Space Assignment Report
Milestone Analysis Report
Rxi Reports (configurable)

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IMPLEMENTATION

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Implementation Considerations
To what level will we define locations?
Location naming conventions
Will we use BOMA definitions to measure
space? (Rentable Area, Usable Area,
Assignable Area)
Multi-Country and Currencies
Do we need to capture data for which
Oracle PN does not provide a field?
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Implementation Considerations -
Continued
Do we have locations that are owned,
leased or a combination of both?
Do we need to import our locations from
CAD or CAFM software or will they be
entered manually?
Lease numbering and naming conventions
Do our leases have a variable
component?
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Implementation Considerations -
Continued
Do we want to capture other lease related
payments/billings such as CAM, Insurance
in PN?
Lease approval process?
Definition of which milestones will be
required.
Reporting requirements

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Implementation Set Up Steps
GL: Define Chart of Accounts
GL: Define Period Types and Accounting
Calendar
GL: Define and enable applicable
currencies
GL: Define Set of Books
SYS: Assign the GL Set of Books Profile
Option to every combination of
responsibility and organization
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Implementation Set Up Steps -
Continued
GL: Define Rate Types and Enter Daily
Rates
HR: Enter Employees
AP: Define Suppliers
AR: Define Customers
AR: Define Receivable Transaction
Sources

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Implementation Set Up Steps -
Continued
AR: Define Receivables Payment Terms
AR: Define Receivables Transaction
Types
PN: Set Profile Options
PN: Update Country Information and
Assign flexible address formats
PN: Define Descriptive Flexfields

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Implementation Set Up Steps -
Continued
PN: Define Lookups
PN: Define Service Providers
PN: Define Regions and Office Parks
PN: Define Locations
PN: Define Milestone Templates
PN: Define Milestone Sets

You are now ready to begin entering leases!

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Implementation Question
Name one of the four other Oracle
applications whose partial setup is
required for Property Manager?

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LAB

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Abstract
Bryan is opening a new 6000 sq ft. ski and
snow board shop in Denver CO. The multi
level facility will house retail selling space
as well as rental and storage on the first
floor. The second floor will house sales
and back-office functions.
Bryan will utilize Oracle Property Manager
to automate his lease payments to the
landlord via Oracle Payables.

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Abstract continued
The lease contains a Variable Rent clause
which that provides for an additional rent
payment due 60 days after the end of the
calendar year on the prior years gross
sales less credit card fees and bad debt
expense. The schedule is as follows
1% on sales between $1M and $1.5
2% on sales over $1.5M

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Buildings Setup

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Buildings Setup - Features

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Buildings Setup - Contacts

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Floors Setup

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Offices Setup Main Floor

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Offices Setup Second Floor

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Lease Setup

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Lease Setup - cont

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Lease - Details

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Lease - Contacts

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Lease - Locations

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Lease - Insurance

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Lease - Rights

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Lease - Obligations

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Lease - Options

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Lease - Payments

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Lease Payments cont

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Lease Term Details

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Lease - Notes

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Lease - Status

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Lease Payment Schedule

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Lease Payment Schedule
Request

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Lease Payment Schedule
Report

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Edit Lease

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Authorize Payment

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Payment Status - Approved

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View Payment Schedule Details

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Payment Export to Payables

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Payment Export - Request

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Payables Interface Request

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Payable Import Report

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View Invoice in Payables

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View Invoice in Payables - cont

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Variable Rent Create VR
Agreement

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VR Dates Button
(Generate Periods)

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VR Periods Tab

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VR - Breakpoints

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VR Volume History

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VR - Deductions

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VR - Calculate

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VR Review Calculation and
Create Terms

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VR Approve Terms

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Questions?

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