Archibus SaaS / Leases / Background Data - Costs
Real Property / Costs / Cost Administrator

Importing Index Values into Archibus

For lease indexing calculations to occur, you must periodically import the values for each price index used in your Lease Indexing Profiles into the system. You import the values for an index on a regular schedule, according to how often new values are published, and the indexing frequency you set for your leases using the index.

Index values can be imported in any of the following ways:

• You can manually import values using Data Transfer. For details, see the below section Importing index values using Data Transfer.

• Your Add-In Manager can define a custom workflow rule to import the data from a server file using the required schedule. See Add In Manager (System Management Help).
• Your organization might choose to implement a customized interface to a third-party database to obtain the values.

Importing index values using Data Transfer

The Data Transfer Wizard enables the lease cost administrator to import a comma-separated values (CSV) file or an Excel (XLS) file from a file on your computer or on a server into the Archibus table: cost_index_values.

To use Data Transfer to import index values:

1. Ensure that you have access to a file that has the index values to be imported, that this file uses XLS or CSV format, and that it contains the following columns:
• cost_index_code
• index_value_date
• index_value
2. Select the Define Indexes task.
3. Select the index for which you want to import values.
4. In the Index Values section, click Data to start the Data Transfer Wizard.
5. From the Data Transfer Wizard, select the Transfer In option, and click Continue.
6. Follow the instructions on the wizard to transfer in the index values. See How to Import Data.
7. After importing new index values using Data Transfer, click Refresh to update the records in the Index Values pane to show the latest records and values.

Reviewing Index Values

To review index values:

1. Select one of the following tasks:
   • Costs / Cost Administrator / Lease Cost Profile Details, and then click Add New next to the Index Code field.
   • Define Indexes.

   The Indexes screen appears.

2. Select the index in the Select Index pane.

   The Define Index pane fills in with information for the index. The Index Values pane shows the index values that have been imported into the application for the selected index.

3. If needed, use the Smart Search filter to sort and filter index values. See Restricting Data Using the Smart Search Feature.

Editing Index Values

In general, it is not necessary or recommended to edit index values. However, if an index value is incorrect, you can edit the value, rather than re-importing all the values.

To edit index values:

1. From the Define Indexes screen, in the Index Values section, click Edit in the row for the index value you want to change.
2. Change the values in the Date - Index Value or Index Value fields, and click Save.
3. After editing index values, click Refresh In the Index Values pane to show the records with the updated values.

Exporting Index Values

If you want to examine the historical index values in Excel, or to share these values with others, you can export the data. For example, if an audit requires you to provide the index values used for a given year, you can export the data to Excel.
To export index values.

1. Working from the Define Indexes task, in the Index Values pane, click Data.

   The Data Transfer Wizard appears.

2. Select Transfer Out as the method, and follow the directions on the subsequent screens of the wizard. See Exporting Data Using Data Transfer.

See also

Lease Indexing Overview

Define Indexes