Getting Results with Archibus
Leases
To effectively administer leases, it is important to meet critical due dates for renewals and options, validate lease responsibilities for accurate invoicing, track changes as leases are amended, and easily maintain lease detail, such as contacts and documents. The Leases application enables you to maintain detailed lease information using a wizard interface or forms that present lease data in panels. You can also add lease data using templates that you define. The application includes a comprehensive dashboard that includes alerts for upcoming lease and option due dates, a tabbed interface to access lease details, a geospatially-enabled map view, and reports.
For example, you can view alerts for upcoming lease due dates and can click the alert to see option details in a pop-up window. Clicking the Filter button for the alert locates the lease in the selection list. You can select the lease, and then select any tab to access information for suites, contacts, documents, base rents (or any recurring cost entered for the lease), options, clauses, and amendments. The Lease Dashboard enables you to efficiently review, manage, and generate reports for your lease data.
Lease reports enable easy access to information by enabling you to filter and drill-down to analyze the aggregated data. For example, you can generate the Lease Reports by Month for a group of leases by geographic location, time span, or cost category. The report summarizes net income, income, commitment costs, or base rent expenses for the selected leases by month. You are then able to drill down to see the cost details for a lease for specific month or year, or for all leases for a selected month.
Optionally, you can associate leases with suites, and can depict suites graphically in your floor plan drawings. Depicting suites graphically enables you to develop accurate areas that reflect the true dimensions of your leased area.
The Suite Analysis process enables you to efficiently and economically manage your leased spaces. For example, you can generate reports that highlight vacant or soon-to-be-vacant suites. You can identify "unaccounted" space - portions of the floor that are rentable but that are not currently being charged to any lease. A suite's measured area can be used to charge back accurately prorated building and property costs to your leases.
| Leases | |
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Location |
Archibus non-SaaS
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Business Result |
Reduced errors through:
Improved access to real estate data and related cost analysis. Reduced administrative overhead through easy and intuitive data entry. Reduced costs through the ability to track lease responsibilities and to track vacant and unaccounted suite area. Reduced administrative effort by accessing a centralized repository for all lease-related documents. Ability to visualize your leased areas and provide a visual aid to brokers showing the suite, and architects developing fit-out plans. |
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Used By |
Portfolio Managers Lease Administrators |
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Reasons for Automating |
To receive alert notifications for lease and option due dates, customized by user role. To create and maintain an electronic repository of lease, property, structure, land, and building data using a simplified wizard or a tabbed interface. To easily access documentation to validate lease responsibilities. To easily examine lease change history by tracking lease amendments. To graphically depict suites in reports highlighting vacant and soon-to-be-vacant suites. To have accurate measured areas to charge back building and property costs to leases. |
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Prerequisite Applications |
None |
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Reports
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Lease Alerts Leases or Options by Expiration Date Rent Roll Lease Net Income / Income / Commitment Costs / Base Rent Expenses by Month or Year Number of Leases Expiring by Year - Chart Property / Building / Lease Abstract Reports Structure / Land / Building / Lease Details Reports Amenities by Property / Building / Lease Leases by Landlord Name / Tenant Name / Account Tenant Leases / Landlord Leases by Building Leasehold Improvements Tenant and Landlord Responsibilities Unaccounted Suite Area Highlight /View Vacant Suites Highlight / View Suites for Expiring Leases Highlight Suites by Lease View Suites by Building / Floor / Lease |
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Applications Using Results |
Costs Chargeback & Invoicing |
The following are users of the Leases application:
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User |
Tasks |
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Business Process Owner |
Enters background data, such as geographic locations, lease cost categories, lease responsibilities, and lease templates to facilitate Sets up the alert notification by user role, indicating the number of days before the due date to issue the alert, and whether the alert appears in the dashboard, or is sent by e-mail. |
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Lease Administrator |
Reviews alerts. Uses the Lease Portfolio Dashboard to locate lease details, including access to lease documents. Use the Portfolio Edit Wizard interface to add and maintain lease information. Optionally, enter lease data using a template that you have defined. Use the Portfolio Edit Wizard interface to add and maintain property, building, and structure information. Define leases and suites. |
| CAD Specialist | Draw suites. |
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Portfolio Administrator |
Generates reports for Leases, Buildings, Structures, and Land Detail, and lease financial reports. |