Archibus SaaS / Leases / Background Data - Leases
Real Property / Leases / Background Data
Real Property / Portfolio / Background Data

Define Lease Templates

To facilitate and reduce lease data entry, you can define lease templates. Lease templates include frequently entered information that is automatically added when adding new leases using the template. You can associate lease details, documents, contacts, base rents, clauses, options, and amendments with a lease template.

Once you define a lease template, lease administrators can select it when entering leases. All the information you entered in the template is included for the lease, but can be adjusted as needed.

From the Define Lease Templates task, use the Lease Template wizard to create a template based on an existing lease, or you can create a template by defining items for the template.

Adding a Template Based on an Existing Lease

To add a template based on an existing lease:

  1. Select the Define Lease Templates task.
  2. From the Define Lease Templates form, at the top right of the Select tab, click New from Existing Lease. You might need to scroll to the right to see this button.
  3. From the Select Value dialog, select the lease to base the template on.
  4. In the pop-up dialog, enter the Lease Template Code (unique identifier) for the new lease template.
  5. Click Save.

    A new lease template record is created by copying all fields for the selected lease to the new lease template record. This includes lease information, documents, contacts, costs, clauses, options, and amendments .

    Note: If you have enabled the Archibus Enhanced Global Feature Set, and change the VAT Excluded? value for the lease template, the change is effective for any new costs you create for a lease that uses the template. Changing the VAT Excluded? value does not change the VAT amounts and percents used by the costs that are copied when using the template.

    The Lease tab appears showing the information entered for the selected lease.

  6. Modify information on the Lease tab so that it includes the information you want stored for the template, and click Save.
  7. Select any tab (Documents, Contacts, Base Rent, Clauses, Options, and Amendments) to modify or add that information for the template.

Adding a Template Without Using an Existing Lease

To add a new lease template that is not based on an existing lease:

  1. Select the Define Lease Templates task.

    The Define Lease Templates form appears. The Select tab shows a list of your current templates.

  2. Click New at the top of the panel. You might need to scroll to the right to see this button.
  3. In the pop-up dialog, enter the Lease Template Code that uniquely identifies the template, and click Save.

    A new lease template is created with this Lease Template Code. The Lease tab appears so that you can enter data for the template.

  4. Enter the following recommended fields for the lease:
    FieldDescription
    Lease Code The unique identifier for the lease.
    DescriptionEnter a brief description that helps identify the lease.
    Date Start and Date End for the lease

    These dates are used with Assume Renewal for KPI Calculations to determine whether the area associated with the lease's suites is included in key performance indicator charts that aggregate estimated area for specific time frames. These dates are also used to determine when to issue an alert that the lease is up for renewal.

    The lease Date End is not required to save the lease information, and the lease is considered active even if you do not enter this date. However, if you don't enter the Date End, alerts that warn of lease expiration cannot be issued for this lease, and the lease will be included in KPI charts for all future dates.

    Lease/Sublease

    The Lease/Sublease field is used to provide breakdowns for the area used by your tenants and the area available to your organization in the key performance indicator charts for portfolio items by availability.

    If you select Sublease, the Parent Lease field becomes active.

    When working from the Portfolio Edit Wizard, this field is system-generated based on whether you selected Own or Lease for the portfolio item on the Ownership tab, and whether you selected Add New in the Leases for Which  We Are the Land lord, or Lease for Which We are the Tenant section of the screen.

    Parent LeaseIf the Lease/Sublease field specifies that the record describes a sublease, select the Lease Code of the parent lease using this field's Select Value button.
    Landlord/Tenant

    Defines whether this record describes the lease from the tenant’s or landlord’s point of view.

    When working from the Portfolio Edit Wizard, this field is system-generated based on whether you have selected to create a lease or a sublease.

    Lease Signed?

    By default, this is set to Yes. This field must be set to Yes in order for the lease to be considered active, but select No if the lease transaction is not yet completed.

    If set to No, the area for this lease is included in pipeline breakdowns when availability is shown in charts.

    Landlord Name / Landlord Contact

    Enter this key information for leases for which you are the tenant. You can review this lease information in reports, such as Leases by Landlord Name, Lease Details, and Lease Abstract.

    For Landlord Name, type a name. Or, use the Select Values form to choose from the list of previously-entered values for Landlord Name.

    For Landlord Contact, use the Select Values form to choose a value from the validating Contacts table. Also see Contacts tab.

    Tenant Name / Tenant Contact

    Enter this key information for leases for which you are the landlord. You can review this information in reports, such as Leases by Tenant Name, Lease Details, and Lease Abstract.

    For Tenant Name, type a name. Or, use the Select Values form to choose from the list of previously-entered values for Tenant Name.

    For Tenant Contact, use the Select Values form to choose a value from the validating Contacts table. Also see Contacts tab.

    Assume Renewal for KPI Calculations By default, this is No, but select Yes if you want this lease's suite area to be included when area estimates are calculated for dates beyond the lease end date. Select this for leases when you consider renewal to be likely.
    Area - Neg. Rentable

    Complete this field with the agreed-upon rentable area (negotiated area) that is specified in the lease document. From a legal and financial standpoint, this is the area of the lease. This area is summed for buildings (Total Lease Negotiated Area) and for properties (Area - Lease Negotiated) and shown in property reports.

    Note:  If you are generating chargeback costs that prorate property or building costs to leases, you must enter a value for the Area - Neg. Rentable field for each lease, since it is the relative size of these areas that the program uses as the basis for prorating costs to leases. See Chargeback Overview.

    Occupancy - Lease

    For space planning and reporting, enter an estimate of the number of people that the lease covers. This value is used to calculate benchmarks in the Lease Benchmarks report.

    Space UseSelect a value such as N/A, COMMERCIAL, MANUFACTURING, MIXED USE, HOSPITAL, or HOTEL. This field is useful for reporting and comparing lease statistics with other leases that have the same space use. Space use is shown in the Leases Abstract and Lease Benchmarks reports.
    Account CodeFor financial purposes, you may wish to associate the lease with an account. This field is validated by the Accounts table. You can view leases by their accounts using the View Accounts by Lease report.
  5. Enter the following fields as needed:
    FieldDescription
    Date Move InEnter the date you or the tenant will be occupying the leased space.
    Lease Type

    Select one of the predefined financial lease types:

    • N/A This lease has not been categorized.
    • GROSS The landlord is responsible for paying all operating expenses such as insurance, maintenance, utilities, and taxes.
    • NET The tenant pays operating expenses in addition to the rent. In some net leases the landlord may pay some of the expenses
    • PERCENTAGE Rent is paid based on a percentage of sales made on the leased space. This is used primarily for retail tenants
    • TRIPLE NET The tenant pays all operating expenses in addition to rent.

    Amount Security Deposit

    Enter the security deposit the lease requires.

    Note- Multicurrency and VAT:  If you are using the Archibus Enhanced Global Feature Set, the Amount Security Deposit is always entered in the Budget Currency. For this reason, you can enter the Amount Security Deposit only if your User Default Currency is the same currency as the Budget Currency. If your User Default Currency is different than the Budget Currency, the Amount Security Deposit will be shown on the Lease Details form using your User Default Currency but it will be read-only.

    Floor(s) Description

    Describes the floor, floors, or portions of a floor, that the lease covers.

    Comments

    Enter any additional details you want to record about the lease.

  6. Click Save.
  7. To add additional information, click any of the following tabs: