Real Property / Chargeback & Invoicing

Example of Charging Back to Departments

You charge back lease costs to departments when you want to charge departments for their share of the lease cost based on the proportion of total lease area that the department occupies. This chargeback is based on the measured areas you have developed for either groups or rooms. See Associating Groups and Leases and Associating Rooms and Leases.

Prerequisites

To charge back lease costs to departments, you:

Scenario

For example, suppose you are the administrator for Lease 002 in Building HQ, and that this lease has a monthly base rent expense of $10,000. You want to charge back this rent expense to the departments using this leased space, proportionately distributing the costs according to the amount of space that the department occupies.

Suppose that the following data has already been added (if you are using the HQ sample database this data is already defined):

Procedure

Given the above data, you enter an expense following this procedure:

  1. As the tenant, you use Costs / Cost Administrator / Cost Wizard for Leases to select "USA/PA Philadelphia/1 Harrison Park/HQ Building/Lease 002 Tenant. Select the Schedule tab of the Cost Wizard to enter a $10,000. Recurring Cost for this expense. You complete the Amount Expense field of the Scheduled Cost record for $10,000.00 and assign a cost category of BASE RENT.

    Screen shot showing the Add Recurring Cost data.

  2. From the Schedule tab you select the cost you just entered and click Schedule. This creates Scheduled Cost records for the cost.
  3. You approve this expense from the Cost Wizard's Approve tab by selecting the record and clicking Approve. This moves the $10,000 expense to the View Approved tab. It is now an Actual cost for which you can generate chargeback.
  4. From the Chargeback & Invoicing / Chargeback Administrator / Chargeback Cost Wizard task / Generate tab, set the Filter console to show costs associated with Buildings, enter HQ in the Building Code field. From the Cost Category field, select the RENT -BASE RENT cost category to show costs having this cost category.

    The following screen shot shows the Chargeback Costs Wizard with the BASE RENT costs ready to be charged back.

screen shot of the chargeback Cost Wizard showing Base Rent costs ready to be charged back

  1. Click Charge Back Costs.
  2. The system generates Scheduled Chargeback Cost records for the Engineering and Management departments.
  3. From the Approve tab, select these Scheduled Costs records by selecting Departments for the “Show costs associated with” option, and clicking Show. Click Approve Chargeback Costs. This creates Actual Costs records, one for each department.

How the System Charges Back the Cost

When you charge back lease costs to departments, the system:

See Also

Chargeback Calculations

Chargeback Proration Calculations

Example of Charging Back to Leases