Real Property / Costs / Cost Administrator

Costs Application: Reports Overview

The Costs application's reports are available at Real Property / Costs / Cost Administrator.

For general information on the reports, see Understanding Financial Analysis Reports.

Report Summary
Lease Cost Profile Provides access to your lease index profile, CAM cost profile, and basic lease and lease cost data.
Straight-Line Rent Using straight-line accounting, the revenue from base rent recurring costs is accounted for evenly over the life of the lease. The Details tab shows Straight Line Rent versus actual rent paid with differentials for the entire time period.
Cash Flow Report Use the Cash Flow report to analyze your costs for specific portfolio items and time periods. By selecting future dates, you can estimate future costs. You can drill down to analyze any anomalies in the summarized data.
VAT Amount Balance

If you have enabled the Archibus Enhanced Global Feature Set, use this report to calculate VAT balance per month and validate costs for audit purposes.
Costs Report Provides a comprehensive list of all costs for the portfolio items (leases, accounts, buildings, or properties) and cost categories you want to review. This report presents its data in tabs for each type of cost (Recurring, Scheduled, and Actual). See Report Tabs
Lease CAM Reconciliation This report enables you to evaluate CAM cost performance by providing the difference, and the percentage difference by year for each lease.
CAM Cash Flow Report Cost administrators can generate the Cash Flow report to show CAM Costs, Non-CAM costs, or CAM and Non-CAM costs.
View Tax Costs Review tax costs by property and parcel, location, date range, by contact, and by those that are overdue. This report is similar to the Costs report, but it is restricted to show only recurring, scheduled, or actual costs which are assigned to properties or parcels (pr_id or parcel_id is not null) and their cost categories are of cost type = TAX.
Contacts

Review contacts, using the filter to control the contacts shown. For example, you can filter by Contact Type, so you see only contacts relevant to your costs, such as Tax Authority or Tax Collector contacts. The filter you set affects what is shown in the drill-down list. You can create a paginated report of the contacts shown in the drill-down list. The business process owner defines contacts using the Define Contacts task.

The Contacts report provides information for tax contacts entered for properties or parcels.

Recurring Costs

Scheduled Costs

Actual Costs

You can view Recurring, Scheduled, or Actual Cost reports for any lease, building, property, or account. These views enable you to quickly locate items and to see a comprehensive list of costs for the item by cost type (recurring, scheduled, actual).
Rent by Lease reports

Summarize your lease costs, expenses, or income. You can set the restriction so that the report includes the specific portfolio items and costs categories you want to summarize. The data is shown in tabs for each type of cost (Recurring, Scheduled, and Actual). See Report Tabs.

The reports are Base Rent Costs by Lease, Rent Expenses by Lease, Rent Income by Lease
Property and Building Benchmarks Presents benchmark calculations for properties or for buildings, so that you can compare properties or buildings on an even basis.
Lease Benchmarks Presents a number of key benchmarks for comparing leases on an even basis.
Property Financial Summary Provide a high-level summary of your property costs by country.
Lease Financial Summary Provide a high-level summary of lease actual costs by country.

When you mouse over a report field whose contents do not completely fit in the column, a tool tip provides the full text. For example, if a Description field has more content than can be shown, mouse over the description and a tool tip shows the complete text.

Note: The Property Abstract report, available in the Leases application, includes information for parcels, and calculations for taxes recorded in the Costs application. See Property Abstracts report.

Setting Restrictions for Reports

The following reports include a Filter console that enables you to restrict the report to include specific cost categories, portfolio items (properties, buildings, leases, or accounts), locations, and time frames. See Using Filter Consoles.

When selecting cost categories for the Cash Flow, Costs, Base Rent Costs by Lease, Rent Expenses by Lease, and Rent Income by Lease reports, you can select multiple categories at one time.

The Cash Flow report's Filter console enables you to set the following additional restrictions:

Report Tabs

The following reports how data in a set of three tabs. If you set a restriction, the restriction affects data on all three tabs.

Tab Description
Recurring Costs Shows a list of Recurring Cost records that meet the restrictions entered.
Scheduled Costs Shows the list of Scheduled Cost records that meet the restriction entered. This tab also shows the total number of records, total amount expenses, and total amount income for the Scheduled Costs for all the leases, building, properties, or accounts included in the report.
Actual Costs Shows the list of Actual Costs that meet the restriction entered. This tab also shows the total number of records, total amount expenses, and total amount income for the Actual Costs for all the leases, building, properties, or accounts included in the report.

Note: When generating reports, if you select to use more than one cost type (recurring costs, scheduled costs, and actual costs), the program ensures that it does not duplicate costs by using Scheduled or Actual Cost records over Recurring Cost records when both exist, and by using only Recurring Cost records with a Due Date that is after the most recently generated Scheduled or Actual Cost record.

Note: If you have generated Scheduled Cost records from Recurring Cost records, these cost will show in both the Recurring Costs tab as a single record, and in the Scheduled Costs tab as individual records. The number of Scheduled Cost records shown depends on the number you generated during the time period covered by the report. The same costs will not show in both the Scheduled Cost and Actual Cost tabs, as Scheduled Costs are deleted when they are converted to approved Actual Costs.

Calculations

See Also