Archibus SaaS / Leases / Cost Reports
Archibus SaaS / Leases / Lease Reports
Real Property / Costs / Cost Administrator
Real Property / Costs / Chargeback & Invoicing
Using the Archibus Enhanced Global Feature Set with Properties and Leases
The Enhanced Global Feature Set enables Cost Administrators and Lease Administrators working in global enterprises to record costs using multiple Payment Currencies, and to track and manage VAT Costs that the application calculates. Global Portfolio Managers can generate reports that consolidate costs to a uniform Budget Currency to facilitate budget analysis for your entire real estate portfolio.
Multicurrency and VAT
Multicurrency
The multicurrency system provides Corporate Real Estate groups the tools needed for recording and tracking real estate and facilities costs in a multicurrency environment. It provides the needed cost estimations for managing a real estate portfolio and for budgeting purposes.
Using these features, you can:
- Record and track real estate and facilities' costs that originate in multiple payment currencies. User can record cost transaction in the local regional currencies.
- Report on and summarize costs that use multiple currencies for budgeting and planning purposes. Management can get uniform costs rolled up to an organizational Budget Currency.
- Report on and summarize areas in a user's defined units of measure (Metric, Imperial) based on the User Display Unit of Measure field entered in the User Profile.
VAT
The Archibus Enhanced Global Feature Set can help the Corporate Real Estate department to:
- Track and validate income, expense, and budgeted costs that contain value-added tax.
- Create invoices that incorporate accurate VAT tax costs. Finance typically issues the resulting invoice and receives the payment.
- Record amounts, VAT%, and source currencies of payment transactions for audit purposes.
- Track costs for the purposes of generating invoices to tenants and approving invoices to suppliers.
- Track costs for the purposes of assessing performance against budgets.
- Originate payment records on costs associated with properties and leases and electronically transfer these payment records to finance.
Tasks
If you have enabled the Archibus Enhanced Global Feature Set, you will see VAT-related fields when working with:
- Recurring, scheduled and actual costs from the Cost Wizard
- Leases application reports
- Leases SaaS module reports
- Costs application reports
- Portfolio application reports
- Portfolio Summary
- Invoice Cost Wizard
- Chargeback Cost Wizard
Getting Started
The following table describes how to get started using theses features:
Role | Tasks | Learn More |
---|---|---|
Archibus Administrator |
By default, the following application parameters are set to enable the Archibus Enhanced Global Feature Set. To disable these features, the Archibus Administrator can change these settings using the System / Archibus Administrator - Application Configuration / Edit Application Parameters task. The following application parameters control the Archibus Enhanced Global Feature Set:
Note: To ensure data integrity, once you set the Budget Currency it is not recommended to change it. If you change the Budget Currency, cost transaction records entered using the previous Budget Currency will not have their Budget Currency values updated to the new currency.
The Archibus Administrator also defines the following:
|
Setting up the Archibus Enhanced Global Feature Set Enabling Multiple Units for Area Fields Enabling/Disabling VAT and Multicurrency.
|
Cost and Lease Administrators |
Enter cost transactions using multiple currencies and entering Base Costs for these transactions Generate reports that include Base Costs, VAT Costs, and Total Costs for financial reporting. Validate costs against lease agreement. Access accurate cost data based on updated conversion rates, and easy access to costs that were actually paid: VAT Costs, Base Costs (excluding VAT), and Total Costs (including VAT). |
Working with the Cost Wizard when Using the Archibus Enhanced Global Feature Set. Lease Reports when Using the Archibus Enhanced Global Feature Set Costs Reports when Using the Archibus Enhanced Global Feature Set. |
Global Portfolio Managers and Portfolio Managers |
Access reports that summarize cost transactions to their organizations' Budget Currency for benchmarking across the entire portfolio, and for analyzing budget consumption at the organization level. Accurately project costs using automatic conversions based on updated exchange rates. Create automatic budget projections using the Budget Exchange Rate. The Budget Exchange Rate is a static conversion rate between Payment Currencies and the organization's Budget Currency. This exchange rate is generally updated at a predetermined frequency (for example, fiscal year or quarterly). The organization exchange rate is used for future budgeting purposes. Manage local budgets by automatically converting costs between currencies using the Payment Exchange Rate. The Payment Exchange Rate is a dynamic conversion rate between currencies. Using external sources, you typically update this conversion rate frequently - daily or weekly - as it is used to manage real-time cost transactions. |
Lease Reports when Using the Archibus Enhanced Global Feature Set Costs Reports when Using the Archibus Enhanced Global Feature Set. Portfolio Summary when Using the VAT and Multicurrency Features Portfolio Reports When Using the Archibus Enhanced Global Feature Set |
Chargeback Administrators | Automatically chargeback calculations that include VAT. Seamlessly convert costs between currencies to support multicurrency chargeback and invoicing processes. |
Working with the Chargeback Costs Wizard when Using the Archibus Enhanced Global Feature Set. |
Invoice Administrators | Automatically generate invoices that show Base Costs, VAT Costs, and Total Costs. | Working with the Invoice Cost Wizard when Using the Archibus Enhanced Global Feature Set |
All Users |
When entering your user information into the system, the Archibus Administrator does the following to determine the default values shown when you log in. If needed, you can change these using the My Profile link.
|
Changing Your Preferences and Password |
See Also
- Enhanced Global Feature Set (Multi-Currency and VAT): Overview
- Getting Results with the Archibus Enhanced Global Feature Set
- Real Property Cost Reporting: Enhanced Global Feature Set
- Lease Reporting with the Enhanced Global Feature Set
- Selecting VAT Cost Types and Currencies for Lease and Property Reports
- Cost Wizard: Using the Archibus Enhanced Global Feature Set