Archibus SaaS / Leases / Lease Reports
Real Property / Leases / Reports

Lease Abstract Report

The Lease Abstract report presents a high-level summary of your lease portfolio, and details for each lease, including a lease's average monthly costs, and the yearly net income by Area - Neg. Rentable, a benchmark that provides a measurement of how expensive a leased space is in relation to the area being charged for.

You can use the Lease Abstract report in a variety of ways:

This topic includes the following sections:

Restricting and Viewing Report Data

Procedure

To work with the report:

  1. In the top pane, set the filter and choose the type of costs to include in the report.
  2. Click the Process and Show button. The report calculates the costs and displays the lease records in the bottom pane.
  3. Click the Details button for a particular lease. The Details tab displays the Lease Abstract report for this lease.
  4. As necessary, return to the Lease Abstract Overview tab to choose another lease and view its abstract.

The Lease Abstract Overview tab

Use the Lease Abstract Overview tab to control the data of your lease abstract report.

Details tab

After you generate the costs using the Process and Show button, the system displays lease records in the bottom pane.

Click the Details button for a lease and its abstract report displays in the Details pane. You can now review lease details including areas, tenant or landlord contact information, average monthly lease costs, Yearly Net Inc / Neg Rent Area, options, and contacts. You can generate a paginated report (DOCX file) for the Lease Abstract using the Report button. The report includes a photo if one has been added for the building or property the lease is associated with.

Lease Abstract Report Calculations

Note: When you are using the Archibus Enhanced Global Feature Set, the Leases application's Abstract reports present Base Costs, VAT Costs, or Total Costs (depending on your selection) in the currency you select. These reports show area fields using the unit of measure (Metric or Imperial) designated by the User Display Unit of Measure field entered in your User Profile.

The Lease Abstract Report includes several types of calculated fields:

Lease Abstract Report When Using Archibus Enhanced Global Feature Set

When the Archibus Enhanced Global Feature Set is enabled, you can generate the Lease Abstract report to show Total Costs, Base Costs, or VAT Costs using the currency you select. Just as when the Archibus Enhanced Global Feature Set is not enabled, the Lease Abstract report calculates base rent, operating costs, taxes, and utilities as a net income (income - expenses) value for each cost category's cost type. However, when the Archibus Enhanced Global Feature Set is enabled, the report shows this net amount as Total Costs, Base Costs, or VAT Costs depending on the selections you make to generate the report. See Selecting VAT Cost Types and Currency for Reports for a description of the cost fields used to show VAT costs in different currencies.

The Amount Security Deposit is entered as a Base Cost using the Budget Currency. It is shown in your User Default Currency. This field is not affected by the selections you make using the VAT buttons, but you can use the Currency button to view the costs using different currencies and exchange rate types.

Differences between Costs on the Overview tab and the Details tab

When you have enabled the Archibus Enhanced Global Feature Set, note the following differences between the costs shown on the Overview tab and on the Details tab of the Lease Benchmark, Property and Building Benchmark, Property/Building/Lease Abstract, or the Rent Roll reports:

Issue Description
VAT Cost types The Overview tab shows costs using the VAT cost type you select. Using the VAT button, you can select to view Total Costs, VAT Only, or Base Costs. The Details tab always shows Total Costs, no matter what selections you make using the VAT button
Exchange rate type When you first generate the report, for the Overview tab, the application converts costs from their payment currency to the display currency using the exchange rate type associated with the display currency (this can be either the payment or budget exchange rate type). The Details tab always shows costs using the budget exchange rate type, regardless of the exchange rate type selection made using the Currency button. For this reason, depending on your selections, different exchange rate types might have been used for the costs, and this can contribute to a difference between the costs shown on each tab
Effects of rounding The costs shown on the Overview tab have been converted from their payment currency to the display currency. For the Details tab, the application uses costs already converted to the budget currency from their payment currency, and converts them to the display currency. Because costs on the Details tab have an extra conversion, the rounding of decimal places when applying conversion rates can impact costs on the Details tab more than costs on the Overview tab.

 

See Also

Real Property / Leases / Reports Overview

Archibus SaaS / Leases / Lease Reports

Area Calculations for Lease Reports

Cost Calculations

Benchmark Calculations