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© SAP AG AC295 Preface-1
© SAP AG 2003
FS310 Collections/Disbursements
THE BEST-RUN BUSINESSES RUN SAP
© SAP AG 2004
AC295Flexible Real Estate Management
AC295 Flexible Real Estate Management
SAP R/3 Enterprise
2004/Q3
Material number 50069242
© SAP AG AC295 Preface-2
© SAP AG 2003
Copyright 2004 SAP AG. All rights reserved.
Neither this publication nor any part of it may be copied or reproduced in any form or by any means without the prior written consent of SAP AG. The information contained in this publication is subject to change without prior notice.
Copyright
Trademarks Some software products marketed by SAP AG and its distributors contain proprietary software components of other
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Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and
implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP.com, xApps, xApp and other SAP products and services mentioned herein as well as their respective
logos are trademarks or registered trademarks of SAP AG in Germany and in other countries worldwide. All other product and service names mentioned are the trademarks of their respective owners. Data contained in this document serves informational purposes only. National product specifications may vary.
The information contained in this publication is subject to change without prior notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
© SAP AG AC295 Preface-3
© SAP AG 2003
Course Prerequisites
Mandatory:
AC010 Financial Accounting and Reporting
Recommended:
AC200 General Ledger/Accounts Payable/Accounts Receivable – Basic Configuration
AC201 Periodic Processing in Accounts Payable/Accounts Receivable
CR590 Business Data Toolset
© SAP AG AC295 Preface-4
© SAP AG 2003
Target Group
Participants
Project team responsible for the implementation
Duration
5 days
© SAP AG AC295 Preface-5
© SAP AG 2003
Course Objectives
This course gives you an overview of Flexible Real Estate Management
You learn how to map your real estate business processes in the system
You learn basic settings and the details of various functions
You become acquainted with the system
© SAP AG AC295 Preface-6
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Course Topics
Object and business partner master data
Contract management
Adjustment of conditions
Service charge settlement
Sales-based rental agreements and settlement
Integration with other components
Input tax treatment
Basic customizing settings
After completing this course, you will be familiar with the following topics:
© SAP AG AC295 Preface-7
© SAP AG 2003
Course Content
Unit 1 Course OverviewUnit 2 Master DataUnit 3 Business PartnerUnit 4 Contract ManagementUnit 5 AccountingUnit 6 Adjustment of ConditionsUnit 7 Service Charge SettlementUnit 8 Sales-Based Contracts and SettlementUnit 9 Controlling in the RE-FX EnvironmentUnit 10 Integration with Other ComponentsUnit 11 Input Tax TreatmentUnit 12 Tools and Cross-Application Functions
Preface
© SAP AG AC295 1-1
© SAP AG 2003
Course Overview
Content:
Business scenario
Customizing and application
Search and navigation area
Prerequisites
© SAP AG AC295 1-2
© SAP AG 2003
Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 1-3
© SAP AG 2003
Business Scenario: Processes
The IDES company leases a Business Park.
IDES wants to use the SAP R/3 System for managing its real estate.
You are a member of the implementation team.
The system should manage the following business processes:
Contract entry
Rent collection, payment transactions, dunning
Adjustment of conditions
Service charge settlement
Sales-based agreements and settlement
Integration processes to other components
© SAP AG AC295 1-4
© SAP AG 2003
Prerequisites
Activate Financials Extension
Activate Flexible Real Estate Management
Activate Financial Assets Management
Activate Real Estate Management in the necessary controlling areas
To be able to work with Flexible Real Estate Management, you need to first make the following settings:
Set the indicator activating the Financials Extension: In the SAP menu, choose: Tools Customizing IMG (transaction SPRO) , then SAP Reference IMG Activation Switch for SAP R/3 Enterprise Extension Set. Select the Financials Extension (EA-FIN)
Activate Flexible Real Estate Management: In the SAP menu, choose: Tools Customizing IMG (transaction SPRO) SAP Reference IMG Flexible Real Estate Management (Enterprise Extension) Basic Settings Activate Real Estate Extension. Set the extension to active (refer to the documentation on this).
Activate Financial Assets Management: In the SAP menu, choose: Tools Customizing IMG (transaction SPRO) SAP Reference IMG Flexible Real Estate Management (Enterprise Extension) Basic Settings Basic Settings for Other Components Basic Settings for Company Code/Activate Financial Assets Management. Select the Financial Assets Management for your company code.
Activate Real Estate Management in the controlling area: In the SAP menu, choose: Tools Customizing IMG (transaction SPRO) SAP Reference IMG Flexible Real Estate Management (Enterprise Extension) Basic Settings Basic Settings for Other Components Activate Real Estate Management in Controlling Area. Select your controlling area Activate Components/Control Indicator. Select Real Estate Management.
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Customizing and Application
Enter or change data, and save:e.g. create lease-out, renew contract, give notice
Specify defaults in Customizing:e.g. lease-in, lease-out, service provider contract
How?
End user, real estate support
Project team,system administrator
Who?
2. Step:Choose contract type
1. Step:Create contract types
Example: Contract type
Enter, administer and edit data in the system
Make system settingsWhat?ApplicationCustomizing
© SAP AG AC295 2-1
© SAP AG 2004
Content:
Organizational Structures in SAP R/3 Enterprise
Business Scenario
Architectural View
Usage View
Measurements
Rental Object Conditions
Integration in PM
Master Data
© SAP AG AC295 2-2
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After completing this unit, you will be able to:
Explain how the RE Navigator works
Explain how the architectural view is used
Explain the master data in the usage view and the relationships among the objects
Explain the main uses of both of these views
Explain how measurements and rental object conditions are used
Master Data: Unit Objectives
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Master Data: Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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Master Data: Business Scenario
The IDES company leases a Business Park.
IDES wants to use the SAP R/3 System for managing its real estate.
You are a member of the implementation team.
The system should manage the following business processes:
Contract entry
Rent collection, payment transactions, dunning
Adjustment of conditions
Service charge settlement
Sales-based agreements and settlement
Integration processes to other components
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The following organizational elements of internal and external accounting are used for managing business processes in Flexible Real Estate Management:
Company code
Controlling area(derived from the company code)
Organizational Structures in R/3 Enterprise
These elements are client-specific!
These organizational elements have to be defined outside of the Flexible Real Estate Management component. You make the needed settings in Customizing for Financial Accounting (FI) and Controlling (CO).
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Overview of Organizational Structure
Controlling Area
CompanyCode 1
ProfitProfitCenter 2Center 2
ProfitProfitCenter 1Center 1
CompanyCode 2
CostCostCenter 4Center 4
ProfitProfitCenter 4Center 4
ProfitProfitCenter 3Center 3
CostCostCenter 5Center 5
CostCostCenter 6Center 6
CostCostCenter 3Center 3
......
CostCostCenter 2Center 2
CostCostCenter 1Center 1
The organizational structures of internal and external accounting are dependent on each other as shown in the above graphic.
Note:
Multiple company codes can belong to one controlling area.
Multiple profit centers and cost centers can be assigned to one company code.
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RE Navigator: Overview
Information Text / Detail Screen Object Data
List of Objects in StackBuilding 1000/1000/1Business Entity 1000/1000Property 1000/1000/1
Find ObjectResubmissionAppointment CalendarInformation System
1000/1000/1Object Data
Subordinate Objects
Address
Measurements
Functional Locations
Fixt./Fittings characteristics
Object Overview
Building
Pooled Spaces
Rental Units1000/1000/11000/1000/21000/1000/3
The RE Navigator is a standardized transaction for processing master data, contracts, and the infrastructure of service charge settlement.
Processes such as entry of notice/renewal or the resubmission process can also be performed in the RE Navigator.
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RE Navigator: Functions
Call additional functions:• Object Overview• Find object function with multiple
selection• Resubmission• Calendar with optional MS Outlook
integration• Information system (reporting)
Select objects
• Expand and collapse object hierarchy• Define display criteria• Find object• Tools• Worklist• Favorites• Update overview
• Display objects• Create new objects
(BE, PR, BU, PS, RU, RS)• Delete objects• Create contract• Contract processes
Object Search
Resubmission
Calendar
Information System
1000/1000/1
Object Overview
1000/1000/1Object Data
Subordinate Objects
Address
Measurements
Functional Locations
Pooled Spaces
Rental Units
Fixt./Fittings characteristics
1000/1000/11000/1000/2
Find Object
Resubmission
Appointment Calendar
Information System
Object Overview
Building
1000/1000/3
CreateChangeDisplayCheckCopyWorklistChange StatusAdditional Functions
Right mouse button
The RE Navigator is the starting point for the following processes: Create or change the master data of the architectural view Create or change the master data of the usage view Delete object (this is only possible if the object has not yet been used in accounting. The
hierarchy of the object must also be taken into account, which means that deletion is only possible from the bottom up.)
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RE Navigator: Resubmission of Objects
Resubmission rules can be created for the following object types:
• Architectural object• Business entity• Property• Building• Rental object• Real estate contract
Plant Maintenance Link to Architecture Assignment to ContractResubmission
Parameter
ID Resubmission Rule Resub. Rsn Name End Date
Status Date ID Resub. Rsn Name Done Days Fix Memo
One-Time Occurrence on 01.08.2003 Check LocationAs of 08/02/2003 every 10 months
Gen. ResubmissionOne-Time Occurrence on 19.05.2003Gen. Resubmission
Gen. ResubmissionGen. ResubmissionGen. ResubmissionGen. Resubmission
• Create resubmission rule• Define parameters
• Create and edit resubmission dates
• Change date properties• Set date to completed• Update date flow• Create memo• Display user data
All objects can be assigned resubmission rules.
Resubmission reasons can be freely defined in Customizing and can be used as evaluation criteria.
You can carry out the resubmission process using a list
The dates are set automatically in the SAP appointment calendar.
Synchronization with Microsoft Outlook is also possible.
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Example of Architectural Object Hierarchy
4. 4. FLFL3. 3. FLFL2. 2. FLFL1. 1. FLFLGFLGFLBldgwing 1
Bldgwing 2 Pk.Spaces
Lawn
GFLGFL 1st FL1st FL GFLGFL2nd 2nd FLFL 1st 1st FLFL
Main Building
Pk.Spaces2nd 2nd FLFL
AreaAreaArea Area Area
Parking Garage
Property
Campus
In this example, the top level object is a campus. However, you can use any architectural object (such as a property or building) as the top level object. You make the necessary settings for this in Customizing.
It is also necessary to enter an ID when you create an architectural object. If you want to be able to search for architectural objects in the architectural view, this ID has to be unique within the entire hierarchy. (The best approach is for the ID of the object to contain the IDs of all objects above it in the hierarchy.)
Example:
Architectural object = Room 57 in Campus WDF, Building 01, Wing C, Floor 3. ID of this object = WDF_01_C_3.57
The example shows several ways of structuring a hierarchy. Before you can set up a hierarchy that reflects how your objects are related, you first have to specify the superordinate objects that are permitted for each architectural object type. You do this in Customizing.
You specified Floor as the superordinate object type for Building Wing. In this case, you can only assign Building Wing object types below the Floor level (see Main building example). However, you can define Building Wing as superordinate to Floor at the same time. In that case, it is possible to use Building Wing above or at the same level as Floor. (See the example for an adjacent building).
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Architectural Object Type
BuildingWing
FloorApartment
Room/Space
Setti
ngs
Setti
ngs Office Center West
Shopping CenterShop Floor 3BParking, Green St.Parts Storage 1Manager's Apartment
Campus Location Seattle
Customizing Application
Object type, e.g. Object, e.g.
Building Complex
Property
Boiler Room/Lobby
... ...
In order to create an arch. hierarchyyou first have to
decide in Customizing which architectural objects can be at the
top levelof the hierarchy.
In order to create an arch. hierarchyyou first have to
decide in Customizing which architectural objects can be at the
top levelof the hierarchy.
TopTopLevelLevel
TopTopLevelLevel
You can define the object types for master data in the architectural view to suit your needs. That is, you can use the names you commonly employ for architectural structures.Example: You want to depict a real estate object that consists of multiple building complexes and properties.
To be able to use the architectural view, you have to make the following settings in Customizing:
Architectural object types needed
Allowed object hierarchies: how object types are assigned to one another
Functions per architectural object type (optional setting)
Measurements per architectural object type: residential space, usable space, lawns/landscaped areas, retail space, and so on
You have to specify at least one architectural object type as the top level of the hierarchy; however, it is possible to have more than one.
Three architectural object types have to be linked in Customizing to the three top-most master data objects in the usage view: for example, locality to business entity, building to building, property to property.
It is not possible to create an architectural object outside of a hierarchy. You always have to create architectural objects within a hierarchical structure.
Optional: Function of the architectural object type
Can be set in Customizing per architectural object type. The function is used to categorize an architectural object (for example, defining the type of room or building). It can be entered in the application, and used in reporting, but the data is for information only.
Path: Customizing → Flexible Real Estate Management → Master Data → Architectural View → Architectural Object Type
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Architectural View
Use of the architectural view is optional.
© SAP AG 2003
Detailed representation of architectural structure of your real estate, for example, campus with buildings, wings, floors, rooms, lawns, and so on
Detailed information on measurements, that can also be made available in the usage viewfor example, information on floors or rooms
Cross-company-code capabilitiesOne architectural hierarchy can be used as the basis for the usage view in multiple company codes.
Depiction of static information Technical structures in real estate objects (such as functional locations) can be completely mapped in the architectural view.→ This provides more flexibility in the usage view!
Support of links to graphical systems
© SAP AG AC295 2-13
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Master Data in the Usage View
Pooled Space
Bus. entityBus. entity
Rental spaceOffice 2
Rental spaceOffice 3
Rental spaceOffice 1
Pooled Space
Companycode
CoCd
Rental unitJanitor's
apartment
Officespace 1
Officespace 2
Officespace 3
Scale 1:75
BuildingsBuildingsProperty
Property
The most superior element in the hierarchy of the usage view is the business entity. The business entity is assigned uniquely to one company code. The business entity groups together real estate objects that are related. The business entity is usually made up of a group of buildings and properties sharing the same utilities and subject to the same tax regulations.
It can contain any number of buildings and properties. The buildings and properties are assigned unique numbers in the business entity. This numbering can be internal, external or user-defined.
There are three types of rental objects:
Rental unit (not flexible, can only be leased out as a single unit)
Pooled space (from here you can extract rental spaces that can be leased out, however the pooled space itself cannot be leased out)
Rental space (a space extracted from a pooled space for the purpose of leasing it out)
The number assignment of rental objects is unique within the business entity. You cannot lease out business entities, buildings and properties directly, but they can be leased in.
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Rental Object Types
Rental UnitPooledSpace
OfficeSpaceOfficeSpace
OfficeSpace 3
Scale 1:75 Rental Space
OfficeSpace
1
Rental Object
Contract
Can only be leased as a whole, just like the rental unit
in Classic RE.
Space, from which you extract smaller spaces for rental (rental spaces). It
cannot be leased out on its own as a whole. It cannot
include space from several different buildings or
properties.
A flexible space that can be leased out, and which has to
be extracted from a previously defined pooled space.
In Flexible Real Estate Management, there are three types of rental objects:
Rental unit
Pooled space
Rental space
These rental objects are predefined, but you can refine them to meet your needs by assigning usage types and measurement types to them in Customizing.
A pooled space is a space from which smaller spaces (= rental spaces) are extracted in order to be rented:
A pooled space cannot be leased out as an object itself.
You cannot create a pooled space that contains space in more than one building or property. For example, if you have a contract and you want to assign rental spaces (with "office space" as the measurement type) from different buildings, then you have to create a separate pooled space for each building.
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Usage View
© SAP AG 2003
Three rental object types are available:Rental unit – Pooled space – Rental space
You decide how detailed your rental objects need to be, for example, rental unit (a fixed unit) – rental space (defined flexibly)
When you create a contract, you extract rental spaces as needed.You can also create rental objects directly in the contract for lease-outs.
Enhanced conditions Conditions based on any measurements Structured by market evaluation (market rent, cost rent)
Flexible measurementsMeasurements for a rental object can be defined with unlimited validity –changes to the rental object do not mean the measurements have to be changed too.
Record of changes made over timeFixtures and fittings characteristics, measurements, conditions, partners, and architectural objects can all be assigned over a limited time and these assignments can be displayed.
The most important element for real estate processes in the usage view is the rental object. Rental objects can be leased in and leased out.
In rental object processing, you choose among the three rental object types shown above.
You extract rental spaces from a previously defined pooled space. This can be done either before creating the contract or while creating the contract.
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Extracting Rental Spaces
I.
III.
II.
Pooled space with office capacity: 3 x 50 m² = 150 m²
Rental spaces
Pooled space with available office space: 150 m² - (25 m² + 30 m² + 40 m²) = 55 m²
Office 125 m²
Office 230 m²
Office 340 m²
It is recommended that you create a rental object as a flexible rental space and not as a rigid rental unit if it is likely to be subject to frequent change (such as storage or advertising space). The existence of the higher-level pooled space makes processing of the rental space much simpler.
You need to have a pooled space in order to be able to define rental spaces. The pooled space cannot contain spaces from more than one building or one property. This means that if you want to lease out rental spaces (with usage type "office space") in Building 1 and Building 2, you have to create separate pooled spaces for each of the two buildings.
A pooled space can only be created for one particular usage type (in the example, "Office space"). You can also extract rental spaces for another usage type from the pooled space. For this, a derivative usage type must be defined in "Customizing". For example, a rental space with the usage type "medical practice" can be extracted from a pooled space with the usage type "office". You can choose either to create the rental spaces manually during master data maintenance, or you can extract the rental spaces and assign them directly while processing the contract.
The size of the pooled space increases or reduces automatically when the relevant contract is concluded.
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Usage Types of Rental Objects
Living
room
Bed-
roomBed-
room
Scale 1:75
Rental object
Screen sequenceScreen sequence
ConditionsConditions
Derivable usage type for a pooled space
Derivable usage type for a pooled space
Basic participation in SCS
Basic participation in SCS
Rental object typeRental object type
Measurement typesMeasurement types
The usage type is the main criterion of rental objects and cannot be changed in existing rental objects.
It determines the screen layout/field status.
Conditions are permitted per usage type.
Measurements are permitted for the usage type depending on the rental object type (for example, the "residential space" measurement is maintained for "residential" usage type, while the "office space" measurement is maintained for the "office" usage type).
With the usage type, you can generally exclude rental objects from the service charge settlement.
The usage type of a pooled space can be integrated into another usage type within an extracted rental space.
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Rental Object Conditions
Some reasons for entering conditions on a rental object:Vacancy
Overview of lost rentVacancy posting (to cost centers/projects/orders)
Default Condition Conditions, such as basic rent, can be copied to the contract
ReportsConditions that are entered on the rental object can be comparedwith contract conditions (for example, basic rent of the object compared to actual rent income).
The condition purpose provides additional options in reporting, for example, reporting on vacancy rent or market
rent.
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Architectural and Usage Views
Architectural Hierarchy
Architectural Hierarchy
FloorFloor
Room
PS
CoCd 1CoCd 1CoCd 1
BE
BU
PR
PS
RU
RS
PS
CoCd 2CoCd 2CoCd 2
BE
BU
PR
PS
RU
RS
You can link a usage object to an architectural object that already exists
With the RE Navigator, you can create corresponding usage objects for an architectural object
Legend:CoCd = Company code BE = Business entityBU = Building RS = Rental spacePR = Property RU = Rental unitPS = Pooled space
You can create corresponding usage objects while processing architectural objects.
Within the usage view, you can link usage objects to architectural objects. Prerequisite: The architectural object must be contained in an architectural hierarchy.
On the business entity level and buildings/property level, for each company code you can assign only one object to an architectural object. However, you can assign several rental objects from one or more company codes.
There is a validation check for measurements to ensure that the measurement of the usage object does not exceed that of the architectural object.
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Measurementsfrom 01/01/00
Validity of measurement object: from 01/01/2000
MeasTp Med.Name Meas.Type Avail.Amt Capacity Unit MeasFrom MeasTo Outside Total
Total Area 0.00 1000.00 M2 01/01/2000Usable Space .00 1000.00 M2 01/01/2000Office Space 0.00 1000.00 M2 01/01/2000 12/31/03Room Capacity in Persons 14 200 PC 01/01/2000
Measurements
A002 [Floor Area]+A004 [Resid. Space]+A005 [Second. Space]+A100 [Retail Space]+A101 [Office Space]+A102 [Parking Area]
A001=
Total of weighted addends
Total Measurement A001(Total Area)Made up of
Custom-izing
Time Slot Management
Allowed Measurement Types
MeasTp Med.Name Meas. Type Def.Unit
Floor Area M2Residential Space M2Secondary Space M2Retail Space M2Office Space M2Parking Area M2Room Capacity in Persons PCNo. of Parking Spaces PCNo. of Parking Garage Spaces PCCubic Volume M3Share of Garden %No. of Rooms PCGreen Area M2
Customizing
01/01/2000-12/31/2003 [current]<Show all time periods>01/01/2000-03/01/200101/01/2000-12/31/2003 [current]
Measurements are used for tracking measurable aspects of objects. They take the place of the areas and apportionment units used in Classic Real Estate Management. The measurement type describes what is actually being measured (area, unit, percentage, room, and so on). You can set an indicator in Customizing for measurement types that are for area. This indicator then makes it possible for you to run reports specifically on area, and allows a check on the unit of measure.
You can define the measurement types you need in Customizing. For processes such as service charge settlement and option rate determination, we recommend that you group special measurement types together into total measurements. (This is also done in Customizing.)
Path: Customizing → Flexible Real Estate Management → Basic Settings → Basic Settings for Flexible Real Estate Management → Measurements
In objects that are used for more than one purpose, you can use different measurement types, such as "A004 Residential Space" and "A003 Usable Space" to distinguish between residential and commercial use. For service charge settlement by area, you then group these two measurement types together using "A200 Res./Use.Space" as a total measurement.
You can also enter a numerator and denominator for spaces if only a fraction of the space is to be considered. To calculate the size of apartments in Germany, for instance, only half the area of a balcony or terrace is added on to the living area under certain circumstances. If you wish to enter this area separately, you can make the necessary settings in Customizing.
You can limit the validity of measurements to a specific time period. Using the Time Slot Management function, you can sort and display these time periods.
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Usage Objects
Measurements: Use
Settlement Unit
RORO RORO RORO
ParticipationGroup
ParticipationGroup
RORO RORO
Business entity
Building
Property
Rental objectRental object(RU, PS, RS)(RU, PS, RS)
ArchitecturalObjects
RFloor
Measurements of the rental objects are used for:
Calculationof conditionamounts
Service Charge Settlement
Option rate determination*
I. II.
IV.ReportsIII.
Measurements are used in the following Real Estate objects:
Architectural objects (all hierarchy levels)
Usage objects (business entity, property, building, rental object)
Settlement unit (for service charge settlement)
Measurements of rental objects are used for:
The basis for calculating and distributing condition amounts
Processes of service charge settlement and option rate determination, for determining the results for apportionment or distribution of option rates. The measurement type that is used for these calculations depends on the specifications in the settlement unit or option rate method.
* Option rate determination is a country-specific development and is not available in all countries.
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Customizing – Measurement Type
Measurement TypeMeasurement Type
Residential spaceWater consumptionRetail spaceRoom capacity in personsParking space...
ArchitecturalObject
Doctor's office
Rental Object
Doctor's office12 Green StreetAnytown, OH
Contract
Privately-financed apartmentStoreOfficeDoctor's officeGarage...
Usage TypeUsage Type
LocalityBuildingWingParking LotFloorRoom...
Architectural Object Type
Rental unitPooled spaceRental space
Rental Object Type
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Customizing – Condition Type and Condition Group
Condition TypeCondition Type
Example:Basic rentAP operating costsFlat rate - elevatorRent reduction
…
Usage TypeCondition GroupRental Object
Example:Rental object (commercial)Rental objectParking lot/Parking space…
Example:Office, store, warehouseParking space (private), parking space (commercial), parking lot…
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InternalCondition Purpose
StatisticalOne-time statisticalOne-time postingPosted
Cost rentOne-time cost rentMarket rentOne-time market rentVacancy rentOne-time vacancy rent...
One-time postingPosted
Actual RentOne-time actual rent...
InternalCondition Purpose
Example:
Contract
PredefinedPredefined
PredefinedPredefined
OfficeSpace 1
OfficeSpace 2
OfficeSpace 3
Scale 1:75
Off.Space 1Rental o
bject
ExternalCondition Purpose
ExternalCondition Purpose
You defineYou define
You defineYou define
Customizing - Condition Purpose
In processing for a rental object or contract, you can choose among different external condition purposes that are based on predefined internal condition purposes. You can set up external condition purposes in Customizing as needed, but they always have to be assigned to an internal condition purpose.
The condition purpose defines how and if a condition is taken into account during periodic posting.
Example:
Contract: Condition = basic rent - condition purpose = actual rent (posted)
Rental object: Condition = basic rent - condition purpose = vacancy rent (statistical)
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Special Services:Create AttachmentCreate NoteSend Object with NoteWorkflow (Overview, Start, Archived...)
Document management and archivingCorrespondence – master data summary, general letter, one-time correspondenceTime slot management
Display of time-dependent data in table form (current, historical, future)MeasurementsAssignment of object to contractAssignment of object to partner, and partner to contract in various rolesAssignment of contract or rental object to conditions of variouscondition typesAssignment of fixture and fittings characteristics to building or rental object
Master Data: Additional Functions
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Master Data: Summary
You are now able to
Explain how the RE Navigator works
Explain how the architectural view is used
Explain the master data in the usage view and the relationships among the objects
Explain the main uses of both of these views
Explain how measurements and rental object conditions are used
© SAP AG AC295 2-27
Data Overview
Your Own Data – Group Number ##
Data Type Data to Be Created Master Data Unit Architectural Objects Usage Objects Locality AR## Business entity 1## Building AR##/VW Building 1## / 1 Floor AR##/VW/EG
Room AR##/VW/EG-01 Pooled space 1## / 1 Room AR##/VW/EG-02 Pooled space 1## / 1 Floor AR##/VW/1.OG
Room AR##/VW/1.OG-01 Pooled space 1## / 2 Property AR##/GR01 Property 1## / 1 Parking spaces AR##/GR01/PARK Pooled space 1## / 3 Building AR##/WHG Building 1## / 2 Apartment AR##/WHG/WHG01 Rental unit 1## / 4 Apartment AR##/WHG/WHG02 Rental unit 1## / 5 Rental space 1## / 6
Data Type Data to Be Created Business Partner Unit Business Partner Business partner number - organization
Business partner number - person
Data Type Data to Be Created Contract Management Unit
Lease-in Number
Business partner Business partner number Vendor number Commercial lease-out Number
Business partner Business partner number Customer number Apartment lease-out Number
Business partner Business partner number Customer number Internal lease-out Number
Cost center number Cost center name Internal lease-out
Cost center number Cost center name Rental security deposit Number
© SAP AG AC295 2-28
Data Type Data to Be Created Accounting Unit
Periodic posting ID January
Customer number Total open items
Document number (incoming payment)
Periodic posting - Vacancy ID January
Data Type Data to Be Created Adjustment Unit
Contract number with index adjustment
Index adjustment ID
Contract number with free adjustment
Free adjustment ID
Data Type Data to Be Created Service Charge Settlement Unit Assigned Objects Participation group (TG) VERW Building 1## / 1 Participation group PARK Property 1## / 1 Participation group WOHN Building 1## / 2 Participation group ALLE Participation group VERW and
participation group WOHN Settlement unit WATER Service charge key 1200, TG WOHN Settlement unit MUELL Service charge key 1600, TG WOHN Settlement unit REINP Service charge key 2301, TG PARK Settlement unit REINV Service charge key 2300, TG VERW Settlement unit GRST Service charge key 1000, TG ALLE Pre-distribution settlement unit VVAE Service charge key 1550, AE MUELL and
AE REINV Water supply vendor invoice
Document number Account assigned settlement unit WATER
Parking lot cleaning vendor invoice
Document number Account assigned settlement unit REINP
Property tax vendor invoice
Document number Account assigned settlement unit GRST
© SAP AG AC295 2-29
Cleaning/garbage vendor invoice
Document number Account assigned settlement unit VVAE
Periodic posting ID December
Measuring point for rental unit 1000 / 1## / 4
Measurement document number - start
Measurement document number on 31.12. of last year
Settlement ID
Data Type Data to Be Created Sales-Based Rent Unit
Pooled space – store usage type - number
Commercial lease-out number
Periodic posting ID December
Sales-based settlement ID
Commercial lease-out number
Periodic posting ID December
Sales-based settlement ID
Final settlement (sales) ID
Data Type Data to Be Created Controlling Unit
Internal activity allocation document
Data Type Data to Be Created Integration Unit
Functional location number BU AR##/ / VW Malfunction report number
PM order number
CO settlement document number
© SAP AG AC295 2-30
© SAP AG AC295 2-31
Exercises
Unit: Master Data Topic: Creating Master Data
At the conclusion of these exercises, you will be able to:
• Use the RE Navigator and explain its functions
• Create master data in the architectural view and explain the relationships among the master data
• Explain how the architectural view is used
• Create master data in the usage view
• Explain the most important uses of both views
• Describe how measurements are used
Your organization leases in a locality, and your organization’s headquarters is located there.
The locality consists of expanses of open space and two buildings.
The first building is a two-story administrative building comprising an office area and two stores.
The second building is a small residential building with two homes.
The property contains parking spaces.
1 Create the architectural hierarchy. Start the RE Navigator.
1-1 Create a locality. Assign number AR## and code AR## for the locality.
Enter a name and address for your locality.
Assign number range 01 to 99 for the building object type and assign the unique number Floor for the room object type.
Save.
© SAP AG AC295 2-32
1-2 Create a building for your locality.
Assign number 01 and code VW for the building.
Assign the locality you have already created to your building as a superordinate object.
Enter administrative building as the name of your building.
Assign the following measurements to your building: Retail Space (A100): 300 m2 / Office Space (A101): 2700 m2
Save.
1-3 Create a floor for your building.
Assign number EG and code EG for the floor.
Assign the building you have already created to your floor as a superordinate object and change the separator to –.
Enter ground floor as the name of your floor.
Assign the following measurements to your floor: Retail Space (A100): 300 m2 / Office Space (A101): 1200 m2
Save.
1-4 Create a room for your floor.
Assign number 01 and code 01 for the room.
Assign the ground floor you have already created to your room as a superordinate object.
Enter Room01 – EG as the name of your room.
Assign the following measurements to your room: Office Space (A101): 400 m2
Save.
1-5 Use the copy function to create another room for your floor.
Assign number 02 and code 02 for the room.
Assign the ground floor you have already created to your room as a superordinate object.
Enter Room02 – EG as the name of your room.
Assign the following measurements to your room: Office Space (A101): 800 m2
Save.
© SAP AG AC295 2-33
1-6 Use the copy function to create another floor for your building.
Assign number 01 and code 1.OG for the floor.
Assign the administrative building to your floor as a superordinate object.
Enter first floor as the name of your floor.
Assign the following measurements to your room: Office Space (A101): 1500 m2
Save.
1-7 Use the copy function to create a room for your first floor.
Assign number 01 and code 01 for the room.
Assign the first floor you have already created to your room as a superordinate object.
Enter Room01 – 1.OG as the name of your room.
Assign the following measurements to your room: Office Space (A101): 1500 m2
Save.
1-8 Create a property for your locality.
Assign number 01 and code GR01 for the property.
Assign the locality AR## you have already created to your property as a superordinate object.
Enter a name for the property.
Save.
1-9 Create parking spaces for your property.
Assign number 01 and code PARK for the parking lot.
Assign the property AR##/GR01 to your parking spaces as a superordinate object.
Enter parking lot as the name.
Assign the following measurements to your parking lot: number of parking spaces (M005): 30
Save.
1-10 Use the copy function to create another building for your locality.
Assign number 02 and code WHG for the building.
Assign the locality to your building as a superordinate object.
Enter residential building as the name of your building.
Assign the following measurement to your building: Residential Space (A004): 170 m2
Save.
© SAP AG AC295 2-34
1-11 Create an apartment for your building.
Assign number 01 and code WHG01.
Assign the building AR##/WHG to your apartment as a superordinate object.
Enter janitor’s apartment as the name.
Assign the following measurement to your apartment: Residential Space (A004): 95 m2
Save.
1-12 Create a second apartment for your residential building using the copy function.
Assign number 02 and code WHG02.
Enter apartment as the name.
Assign the following measurement to your apartment: Residential Space (A004): 75 m2
Save.
© SAP AG AC295 2-35
2 Create usage objects from the architectural view.
2-1 Create Business Entity 1## from the architectural object Locality (AR##).
Create the business entity and all subordinate usage objects in company code 1000.
Enter a name for your business entity.
In the Tenancy Law field, select Germany tenancy law from the dropdown list.
Assign the following measurements to your business entity: Retail Space (A100): 300 m2 / Office Space (A101): 2700 m2
Define business area 9100 (Real Estate) and profit center 1480 (RE Real Estate, Others) in the posting parameters.
Save.
2-2 From the architectural object Building (AR##/VW), create a building in the usage view and assign this building to your business entity.
Enter administrative building as the name of your building.
Assign the following measurements to your building: Retail Space (A100): 300 m2 / Office Space (A101): 2700 m2
Save.
2-3 From the architectural object Property (AR##/GR01), create a property in the usage view and assign this property to your business entity.
Enter a name for your property.
Assign the following measurement to your property: number of parking spaces (M005): 30
Save.
2-4 Create another building using the copy function and assign this building to your business entity.
Enter residential building as the name of your building.
Assign the following measurement to your building: Residential Space (A004): 170 m²
Link the building with the architectural object Building AR##/WHG.
Save.
© SAP AG AC295 2-36
3 Create rental objects in the usage view.
3-1 Create a pooled space with usage type Office.
Assign the pooled space to your Business Entity 1## and to Building 1 inside it.
Enter ground floor – office as the name and assign January 1 of last year as the date of the first posting.
Assign the following measurements to your pooled space: Office Space (A101): 1200 m2 / Room Capacity in Persons (M001): 45.
Define profit center 1450 (RE Office) in the organizational assignment in the posting parameters.
Assign the following condition types to your pooled space:
Condition Type Office basic rent (11)
Condition Purpose Vacancy rent
Formula Market rent (m2)
Unit Price 23,50
Condition Type Oper. costs adv. pmnt revenue (40)
Condition Purpose Market rent
Formula Market rent (m2)
Unit Price 4,80
Link the pooled space with the architectural objects room 1 (AR##/VW/EG-01) and room 2 (AR##/VW/EG-02) on the ground floor of the administrative building.
Save your pooled space.
3-2 Create a second pooled space using the copy function.
Enter first floor – office as the name.
Adjust the measurements for your pooled space: change Office Space (A101) to 1500 m2 and Room Capacity in Persons (M001) to 55.
Link the pooled space with the architectural object room 1 (AR##/VW/1.OG-01) on the first floor of the administrative building.
Save your pooled space.
© SAP AG AC295 2-37
3-3 Create another pooled space with usage type Parking Lots.
Assign the pooled space to your Business Entity 1## and to Property 1 inside it.
Enter parking lots as the name and assign January 1 of last year as the date of the first posting.
Assign the following measurement to your pooled space: number of parking spaces (M005): 30
Define profit center 1470 (RE Garage Commerc.) in the organizational assignment in the posting parameters.
Assign the following condition type to your pooled space:
Condition Type Parking space / garage rent (15)
Condition Purpose Vacancy rent
Formula Parking spaces
Unit Price 38,00
Link the pooled space to the architectural object parking lot (AR##/GR01/PARK).
Save your pooled space.
3-4 Create another rental unit with Privately-financed accommodat. as the usage type.
Assign the rental unit to your Business Entity 1## and to Building 2 inside it.
Enter janitor’s apartment as the name and assign January 1 of last year as the date of the first posting.
Assign the following measurement to your apartment: Residential Space (A004): 95 m²
Define profit center 1410 (RE Apts Priv. & Pub.) in the organizational assignment in the posting parameters.
Assign the following condition types to your rental unit:
Condition Type Basic rent (10)
Condition Purpose Vacancy rent
Formula Fixed amount
Unit Price 780,00
© SAP AG AC295 2-38
Condition Type Operating costs advance pmnt (20)
Condition Purpose Market rent
Formula Fixed amount
Unit Price 210,00
Link the rental unit with the architectural object janitor’s apartment (AR##/WHG/WHG01).
Save your rental unit.
3-5 Create a second rental unit using the copy function.
Use your janitor’s apartment rental unit as a template..
Change the name to apartment.
Change the measurement to the following value: Residential Space (A004): 75 m².
Change the conditions values to the following:
Condition Type Basic rent (10)
Unit Price 575,00
Condition Type Operating costs advance pmnt (20)
Unit Price 155,00
Link the rental unit with the architectural object apartment (AR##/WHG/WHG02).
Save your rental unit.
4 Extract rental spaces.
4-1 Generate a new rental object by extracting an office space from the pooled space on the ground floor (1000/1##/1).
To do so, use the function for generating rental spaces directly from a pooled space.
Enter measurement type A101 (Office Space) and extract 650 m².
Assign the room capacity in persons using the same ratio.
Enter Office_01 – 650m2 as the name of the rental space.
Save the new rental space
© SAP AG AC295 2-39
Solutions
Unit: Master Data Topic: Creating Master Data
1 Create architectural objects.
To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management RE Navigator RE Navigator (RE80)
1-1 Create a locality.
In the RE Navigator, change the display to Architectural Object.
Choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type AR01
AOID Code AR##
Arch. Object No. AR##
Confirm your entries with (Continue).
Enter a description and then choose (Create New Address).
Maintain the entries for your address and confirm with (Continue). Confirm again with (Continue).
Go to the Number Assignment tab page and enter values 01 to 99 for the Arch. Object Type 03BU.
In the Number Assignment column, select [04FL] Floor from the dropdown menu for Arch. Object Type 05RO.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-40
1-2 Create a building.
In the Navigation Area, choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 03BU
AOID Code VW
Arch. Object No. 01
Confirm your entries with (Continue).
Assign locality AR## by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR## and confirm with (Continue).
Enter administrative building as the name.
Go to the Measurements tab page and choose . Select entries A100 and A101 and confirm with (Copy). Assign 300 m2 Retail Space and 2700 m2 Office Space.
Save by pressing Ctrl + S or (Save).
1-3 Create a floor.
Choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 04FL
AOID Code EG
Arch. Object No. EG
Confirm your entries with (Continue).
Assign building AR##/VW by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR##/VW and confirm with (Continue).
Change the separator from / to -.
Enter ground floor as the name.
Go to the Measurements tab page and choose . Select entries A100 and A101 and confirm with (Copy). Assign 300 m2 Retail Space and 1200 m2 Office Space.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-41
1-4 Create a room.
Choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 05RO
AOID Code 01
Arch. Object No. 01
Confirm your entries with (Continue).
Assign floor AR##/VW/EG by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR##/VW/EG and confirm with (Continue).
Enter Room01 – EG as the name.
Go to the Measurements tab page and choose . Select entry A101 and confirm with (Copy). Assign 400 m2 Office Space.
Save by pressing Ctrl + S or (Save).
1-5 Create another room using the copy function.
In the Architectural Object field, enter the value AR##/VW/EG-01 and choose (Display).
Select the displayed room in the Navigation Area, click the right-hand mouse button and then choose Copy.
Select all entries and choose (Create).
Define number 02 and code 02, then choose ENTER.
Change the name to Room02 - EG.
Go to the Measurements tab page and change the A101 Office Space to 800 m2.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-42
1-6 Create another floor using the copy function.
In the Architectural Object field, enter the value AR##/VW/EG and choose (Display).
Select the displayed floor in the Navigation Area, click the right-hand mouse button and then choose Copy.
Select all entries and choose (Create).
Define number 02 and code 1.OG, then choose ENTER.
Change the name to first floor.
Go to the Measurements tab page. Delete the A100 Retail Space entry by selecting it and then choosing . Change the A101 Office Space entry to 1500 m2.
Save by pressing Ctrl + S or (Save).
1-7 Create a room on the first floor using the copy function.
In the Architectural Object field, enter the value AR##/VW/EG-01 and choose (Display).
Select the displayed room in the Navigation Area, click the right-hand mouse button and then choose Copy.
Deselect the check for Superordinate Object and choose (Create).
Define number 01 and code 01.
Assign floor AR##/VW/1.OG by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR##/VW/1.OG and confirm with (Continue).
Change the name to Room01 – 1.OG.
Go to the Measurements tab page and change the A101 Office Space to 1500 m2.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-43
1-8 Create a property.
In the Navigation Area, choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 03PR
AOID Code GR01
Arch. Object No. GR01
Confirm your entries with (Continue).
Assign locality AR## by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR## and confirm with (Continue).
Enter a name for your property.
Save by pressing Ctrl + S or (Save).
1-9 Create parking spaces.
In the Navigation Area, choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 05PL
AOID Code PARK
Arch. Object No. 01
Confirm your entries with (Continue).
Assign building AR##/GR01 by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR##/GR01 and confirm with (Continue).
Enter parking spaces as the name of your object.
Go to the Measurements tab page and choose . Select entries M005 and confirm with (Copy). Assign 30 Parking Spaces.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-44
1-10 Create another building using the copy function.
In the Architectural Object field, enter the value AR##/VW and choose (Display).
Select the displayed room in the Navigation Area, click the right-hand mouse button and then choose Copy.
Deselect the check for Measurements and choose (Create).
Assign number 02 and code WHG.
Change the name to residential building.
Go to the Measurements tab page and choose . Select entry A004 and confirm with (Copy). Assign 170 m2 Residential Space.
Save by pressing Ctrl + S or (Save).
1-11 Create an apartment.
In the Navigation Area, choose (Create). Enter the following data:
Field Name or Data Type Values
Arch. Object Type 05AP
AOID Code WHG01
Arch. Object No. 01
Confirm your entries with (Continue).
Assign building AR##/WHG by choosing (Assign Higher-Level Object), then in the Arch.Obj. ID field enter AR##/WHG and confirm with (Continue).
Enter janitor’s apartment as the name of your object.
Go to the Measurements tab page and choose . Select entry A004 and confirm with (Copy). Assign 95 m2 Residential Space.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-45
1-12 Create another apartment using the copy function.
In the Architectural Object field, enter the value AR##/WHG/WHG01 and choose (Display).
Select the displayed apartment in the Navigation Area, click the right-hand mouse button and then choose Copy.
Adopt all the selections and choose (Create).
Assign number 02 and code WHG02.
Change the name to apartment.
Go to the Measurements tab page and change the Residential Space to 75 m2.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-46
2 Create usage objects from the architectural view.
2-1 Create a business entity.
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Architectural Objects entry by pressing the icon on the left of the entry.
Select object AR##, press the right-hand mouse button, and then choose Create Usage Object for Architecture. Enter the following data:
Field Name or Data Type Values
Create From Arch. X
Arch. Obj. ID AR##
Company Code 1000
Business entity 1##
Confirm your entries with (Continue).
Enter a name.
On the Reference Factors tab page, select German tenancy law from the dropdown menu in the Tenancy law field.
Go to the Measurements tab page and choose . Select entries A100 and A101 and confirm with (Copy). Assign 300 m2 Retail Space and 2700 m2 Office Space.
Go to the Posting Parameters tab page and, in the Business Area field, enter the value 9100 (Real Estate) and, in the Profit Center field, enter the value 1480 (RE Real Estate, Others).
Save your business entity by pressing Ctrl + S or (Save).
© SAP AG AC295 2-47
2-2 Create a building in the usage view.
Select object AR##/VW in the Navigation Area, press the right-hand mouse button, and then choose Create Usage Object for Architecture. Enter the following data:
Field Name or Data Type Values
Create From Arch. X
Arch. Obj. ID AR##/VW
Company Code 1000
Business entity 1##
Confirm your entries with (Continue).
Enter administrative building as the name.
Go to the Measurements tab page and choose . Select entries A100 and A101 and confirm with (Copy). Assign 300 m2 Retail Space and 2700 m2 Office Space.
Save your building by pressing Ctrl + S or (Save).
2-3 Create a property in the usage view.
Select object AR##/GR01 in the Navigation Area, press the right-hand mouse button, and then choose Create Usage Object for Architecture. Enter the following data:
Field Name or Data Type Values
Create From Arch. X
Arch. Obj. ID AR##/GR01
Company Code 1000
Business entity 1##
Confirm your entries with (Continue).
Enter a name for your property.
Go to the Measurements tab page and choose . Select entry M005 and confirm with (Copy). Assign 30 Parking Spaces.
Save your property by pressing Ctrl + S or (Save).
© SAP AG AC295 2-48
2-4 Create a building in the usage view using the copy function.
Update the overview in the Navigation Area by pressing .
Expand the Building entry by pressing the icon on the left of the entry.
Select object 1000/1##/1, press the right-hand mouse button and choose Copy.
Deselect the check for Measurements and choose (Create).
Enter residential building as the name.
Go to the Measurements tab page and choose . Select entry A004 and confirm with (Copy). Assign 170 m2 Residential Space.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/WHG and confirm with (Continue).
Save your building by pressing Ctrl + S or (Save).
© SAP AG AC295 2-49
3 Create rental objects.
3-1 In the Navigation Area of the RE Navigator, change the display to My Objects and choose .
Select the Pooled Spaces entry, press the right-hand mouse button and choose Create Office. Enter the following data:
Field Name or Data Type Values
Company Code 1000
Business entity 1##
Building 1
Name of RO Ground floor - office
1st Posting 01.01. of last year
Go to the Measurements tab page and enter Office Space 1200 m2 and Room Capacity in Persons 45.
Go to the Posting Parameters tab page. In the upper screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1450 (RE Office).
Go to the Conditions tab page and choose . Select entries 11 (Office basic rent detail) and 40 (Oper. costs adv. pmnt revenue), and confirm with (Copy).
In the Cond. Purpose field, change the entry to Market Rent and enter 4.80 as the Unit Price, then change the Formula field to Com. Space m2.
In the upper screen area, select the Office basic rent line. Enter 23.50 as the Unit Price and change the Formula field to Com. Space m2.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/VW/EG-01 and confirm with (Continue). Press (Assign) again and then . Expand the display until you reach your room 2 on the ground floor of the administrative building. Double-click this object and confirm with (Continue).
Save your pooled space by pressing Ctrl + S or (Save).
© SAP AG AC295 2-50
3-2 Update the overview in the Navigation Area by pressing .
Expand the Pooled Spaces entry by pressing the icon on the left of the entry.
Select the entry 1000/1##/1, press the right-hand mouse button and choose Copy.
Adopt all the selections and choose (Create).
Change the name of your pooled space to first floor - office.
Go to the Measurements tab page and change the Office Space to 1500 m2 and the Room Capacity in Persons to 45.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/VW/1.OG-01 and confirm with (Continue).
Save your pooled space by pressing Ctrl + S or (Save).
3-3 Select the Pooled Spaces entry, then click the right-hand mouse button and choose Create Parking Lots. Enter the following data:
Field Name or Data Type Values
Company Code 1000
Business entity 1##
Property 1
Name of RO Parking lots
1st Posting 01.01. of last year
Go to the Measurements tab page and enter Number of Parking Spaces 30.
Go to the Posting Parameters tab page. In the top screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1470 (RE Garage Commerc.).
Go to the Conditions tab page and choose . Select entry 15 (Parking space / garage rent) and confirm with (Copy).
Enter 38,00 as the Unit Price and change the Formula field to Parking Spaces.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/GR01/PARK and confirm with (Continue).
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-51
3-4 Select the Rental Unit entry, then click the right-hand mouse button and choose Create Privately-financed accommodat. Enter the following data:
Field Name or Data Type Values
Company Code 1000
Business entity 1##
Building 2
Name of RO Janitor’s apartment
1st Posting 01.01. of last year
Go to the Measurements tab page and enter 95 m2 as the size of the Residential Space.
Go to the Posting Parameters tab page. In the upper screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1410 (RE Apts Priv. & Pub.).
Go to the Conditions tab page and choose . Select entries 10 (Basic rent) and 20 (Operating costs advance pmnt). Confirm with (Copy).
Enter 210,00 as the Unit Price for the AP operating costs condition type.
In the upper screen area, select the Credit basic rent line. Enter 780,00 as the Unit Price.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/WHG/WHG01 and confirm with (Continue).
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-52
3-5 Update the overview in the Navigation Area by pressing .
Expand the Rental Units entry by pressing the icon on the left of the entry.
Select the entry 1000/1##/4, press the right-hand mouse button and choose Copy.
Adopt all the selections and choose (Create).
Change the name of your rental unit to apartment.
Go to the Measurements tab page and change the Residential Space to 75 m2.
Go to the Conditions tab page and change the amount of AP Operating Costs to 155,00 euros.
In the upper screen area, select the Basic rent line and then return to the lower screen area and change the amount to 575,00 euros.
Go to the Link to Architecture tab page and choose (Assign). Enter AR##/WHG/WHG02 and confirm with (Continue).
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 2-53
4 Extract rental spaces.
4-1 Expand the Pooled Spaces entry by pressing the icon on the left of the entry.
Double-click entry 1000/1##/1 and then press (Changes Between Display <-> Change).
Go to the Rental Object Relationship tab page and choose (Extract New Rental Space).
Enter the following data:
Field Name or Data Type Values
Valid From 01.01. of last year
Amt Wanted 650
Start the search by choosing (Perform Search).
Double-click the line with the icon. This line represents the pooled space found.
Choose the icon next to the text Distrib. Other Measurements.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter Office_01 – 650m2.
Transfer the rental space by choosing in the bottom left corner.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 3-1
© SAP AG 2004
Content:
Business Partner Category
Business Partner Role
Relationships Between Partners
Address Management
Business Partner
© SAP AG AC295 3-2
© SAP AG 2003
Business Partner: Unit Objectives
After completing this unit, you will be able to describe the following in relation to the SAP business partner:
Business partner categories
Business partner roles
Relationships between partners
Address management
© SAP AG AC295 3-3
© SAP AG 2003
Business Partner: Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 3-4
© SAP AG 2003
Business Scenario: Overview
TaxOffice
Manager ofcafeteria
ReceptionistOffice tenant
Landlord
Party to contract
Employer of/Employed by
BBS Facility ManagementBBS Facility BBS Facility ManagementManagement
Tenant
Global Business Properties
Global Business Global Business PropertiesProperties
IDESIDESIDES
You have contractual relationships with the following organizations and persons:
Your landlord, Global Business Properties
Your service provider for building maintenance, BBS Facility Management
Your service provider for cleaning services, Shine & Co. Office Cleaning Services
Your cafeteria food service, Food for You, Inc.
Tenants in office spaces you lease out:
Andrea Lindsay, Attorney at Law, & Partners
ABC Marketing
M&M Consulting
Bear's Security Services
Your tax office
Your waste removal company
Your electric company and water company
© SAP AG AC295 3-5
© SAP AG 2003
Business Scenario: Details
FoodFor You, Inc.
FoodFoodFor For You, Inc.You, Inc.
Contact person,Authorized person
Contracts
Payments
Correspondence
Tenant
IDESIDES
New contact person from tenant side:
Ms. Wilson, business manager for Food for You, Inc., rents additional office space for her food service company.
Now Ms. Wilson would like to sign the lease, and says that she is the contact person at Food For You from now on. Until now, contact was with company headquarters of Food for You, Inc., without having a specific contact person. Payments will continue to be processed at company headquarters.
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Demands Made on Partner Management
BP # 21Millie Wilson
Food for You, Inc.BP # 12
Differentiates between contact persons and firmsManages data related to both persons and organizationsManages relationships between business partners for specific time periodsPartner data supplies details on relationships with other partners
For example, function of contact person within a company
A history in the business partner master record shows all contractual relationships
May 1, 1999 – March 31, 2001Contact person in accounting
April 1, 2001 – Dec. 31, 9999Business Manager of Cafeteria
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How Business Partner Data Is Managed in the System
Contractual Relationships
Existing Data Fields
Role
Category
Authorized person for Food for You, Inc. in the following contracts...
Lease-out, service contract (catering)
(Personal + official) communication data, form of address
Company address,payment data
Contact person for Food for You, Inc.
Master tenant w/ customer account,Partner w/ vendor acct
Natural personCompany, organization
In the system:
FoodFor You Inc.
FoodFor You Inc.
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Functions Required of Partner Management
Organization
Company address
Person
Form of address
Home address
Communication Data:
Company phoneHome phone
Partner with Vendor Account Vendor Data
Contact PersonCommunication Data
Master tenant with customer account Customer Data,Payment Data
Business ManagerCommunication Data:AddressForm of address
Company phone
Service Contract
Contract
FoodFor You,
Inc.
FoodFor You,
Inc.
Certain information is entered dependent on the role or role category.
Relationships with people, companies, shared medical practices, tenants, employees, partners, customers, interested persons, competitors...
Data redundancies are avoided.
You enter information just once, regardless of how many different roles a business partner has in different processes.
High quality, consistency and reliability of data are ensured.
Addressing someone with the wrong name or title is not a promising start for successful contractual negotiations.
Sending letters to undeliverable addresses is a waste of time and money.
Providing the same information to a partner more than once is expensive and also is irritating to the partner.
Information on the relationships between persons or companies can be easily tracked.
Relationships, networks, influences, hierarchies
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Central Functions of the Business Partner
Data for Persons, Organizations and GroupsYou can maintain different types of data for the business partner, depending on whether a person, organization or group (such as a shared practice) is involved.
Business Partner Relationships and HierarchiesYou can maintain the varied relationships between your business partners.
Configurability & AdaptabilityYou can easily modify business partner master records to meet your specific needs.
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Create Business Partner (Procedure)
Process Contract, Partners tab
Button:
Choose Landlord withVendor Account
Process Business Entity, Partner tab
Button:
Choose Clerk
Maintain Business Partner
Button:
Choose Business Partner (General)
Menu/Buttons
NameBP categoryPayment data, etc.
Name, language, address data, country key
Form of address, first name, last name, language, postal code, country
Data Entry
Process lease-out: Create tenant
Process BE: Create RE specialist
Enter personal contactExample
Contract Management
Master DataBusiness Partner Management
Where?
Person
You can create a central business partner from various transactions, or you can create one directly in business partner management. Once a business partner has been created, you can assign it in the same role or a different one to other objects (real estate contract, master data).
From RE-FX – you first have to define which role categories/types are available for which transactions.
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Business Partner Category
PersonNatural person
Personal data, for example
date of birth, marital status, home address
OrganizationEnterprise, subsidiary, ...
Data on the organization
GroupShared medical practice, condominium owners' association, executive board, ...
The business partner categories are: natural person, organization, group.
These categories are predefined in the system. It is not possible to add further business partner categories.
The business partner category is the term used to classify the business partner as a person, organization or group.
Before you can create a business partner, you have to choose the business partner category.
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What Does the BP Category Determine?
RE specialist ?Master tenant w/ customer account ?Bank holding deposit
RE specialistMaster tenant w/ customer account ?Bank holding deposit ?
RE specialistMaster tenant w/ customer account ?Bank holding deposit
BP Category
Available BP Roles
- Available Fields
- Available Relationship Types
Once the BP is created, it is NO LONGER possible to change the BP category!
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Business Partner Roles
Different RE processes require different BP data.Depending on the type of business process, different business partner data is needed; therefore, a BP can have more than one ROLE.
BP # 21Millie Wilson
Contact person
Service provider
Tenant
Freelancer
Prospective client
…
You can rename the standard business partner roles delivered by SAP.
You assign business partner roles to RE-FX in Customizing for Flexible Real Estate Management (transaction RECACUST). Choose:
Business Partner → Relevant Settings for Business Partner in RE Context → Business Partner Roles → Assignment of Roles to Real Estate Applications
Business transactions are the basis for determining the business partner role. The BP role also brings additional application-specific attributes to the business partner.
In effect, a role is a certain view of the business partner that is dependent on the business context.
You can create a business partner with more than one role. You only need to enter central data, such as name, address, and bank details, for the business partner once, regardless of the number of roles.
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Business Partner Roles: Primary Roles
TR0600 Master Tenant with Customer Contract
TR0602 Landlord with Vendor Account
TR0603 Partner with Customer Account
TR0604 Partner with Vendor Account
You can change the standard name for each business partner role provided by SAP.
You can assign additional, existing roles to RE-FX.
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Automatic Creation of Customers/Vendors
You can create customer and vendor accounts automatically:
Assign role:Assign 'customer' attribute:
......
Contract partnerContract partner
Master tenant w/ cust. acct
Master tenant
Roles:Customer?
Role Categories
ApplicationCustomizing
X
Customer is created automatically in
accounting
X
Contract – In the case of the 'tenant with customer account' or 'landlord with vendor account', you can automatically generate a customer or vendor in Accounts Receivable or Accounts Payable.
The customer or vendor is created automatically when you make certain settings in Customizing for Flexible Real Estate Management (transaction RECACUST). Choose:
Path: Business Partner → Relevant Settings for Business Partner in RE Context → Business Partner → Customer
If you specify that a role is for a customer or vendor in this Customizing step, then the system automatically creates the customer or vendor.
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SAP Central Business Partner - Summary
What is a business partner in the SAP System?
Can be a person, an organization or a group
Contains central data such as name, address and bank details, related to persons, organizations or groups
Can have various roles, depending on the business process involved, for example, leasing in, leasing out, providing services
Each role may require special data, for example an area of responsibility for facility managers
Can have various relationships to other business partners, for example, 'has contact person,' 'takes part in'
Can automatically generate a customer or vendor master record in FI
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Business Partner: Summary
You are now familiar with
The business partner category
The business partner role
Relationships between partners
Address management
and all the necessary settings
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Exercises
Unit: Business Partner Master Data Topic: Create Business Partner
After completing this exercise you will be able to explain:
• Business partner roles
• Business partner relationships
You define an organization and a natural person as business partners and then link them together in a relationship.
You assign the organization to master data in Flexible Real Estate Management.
1 Create a partner in business partner management with the role of janitor. Define this partner with organization as the business partner category.
Enter a search term, name, address and details regarding communication.
Save this partner.
2 Create another partner in business partner management with the role of contact person. Define this partner with person as the business partner category. Enter a name, address and details regarding communication.
Use a relationship to define this business partner as the contact person for the janitor company that you already created. Save this partner too.
3 Assign the company to your administrative building in the usage view (1000/1##/1).
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Solutions
Unit: Business Partner Master Data Topic: Create Business Partner
1 Create the Janitor as a business partner.
In the SAP Menu, choose: Accounting → Flexible Real Estate Management → Business Partner Master Data → Maintain Business Partner (BP)
Choose Organization.
Change the business partner role in the Create in Role field to Janitor.
Enter data of your choice in the Name, Search Terms, Standard Address and Communication fields.
Save this partner by pressing Ctrl + S or (Save).
2 Create business partner contact person.
In the SAP Menu, choose: Accounting → Flexible Real Estate Management → Business Partner Master Data → Maintain Business Partner (BP)
Choose Person.
Change the business partner role in the Create in Role field to Contact Person.
Enter data of your choice in the Name, Search Terms, Standard Address and Communication fields.
In the upper screen area, choose Relationships.
Change the Relationship cat. field to Is Contact Person For.
In the Relationship to BP field, assign the janitor company that you created earlier and press Enter.
Confirm the details screen that is displayed by choosing (Continue).
Save this partner by pressing Ctrl + S or (Save).
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3 Link the business partner with the object. To start the RE Navigator, in the SAP Menu choose:
Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose .
Expand the Building entry by pressing the icon on the left of the entry and double-click 1000/1##/1.
In the upper screen area, go to the Partners tab page and choose (Changes Between Display <-> Change).
Choose (Assign New Partner) and select Janitor.
Enter the data for your janitor and continue with .
Double-click your janitor and save your building by pressing Ctrl + S or (Save).
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Contract Management
Contents:
RE Navigator
Lease-in process
Internal and external rental processes
Security deposit contracts
Contract types
Object assignment
Terms and conditions
Resubmission
Notice and renewal process
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After completing this unit, you will be able to:
List and explain the individual steps of contract management
Assign rental spaces to contracts and maintain the most important contract data
Describe the role of the business partner in the rental process
Explain the relationship between condition types, condition groups and contract types and usage types
Explain the resubmission notice and renewal processes
Contract Management: Unit Objectives
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Contract Management: Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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Business Scenario: Processes for Leasing In and Leasing Out
You lease in a complete locality from an external landlordThe locality consists of a building and parking spacesYou lease out the building and parking spaces both internally and externally You hedge one of your contracts with a security deposit contractSome rental objects in the building are vacantYou create contracts to manage your rental relationships and maintain contract details
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RE Navigator
Information Text / Detail Screen Object Data
List of Objects in StackBuilding 1000/1000/1Business Entity 1000/1000Property 1000/1000/1
Find ObjectResubmissionAppointment CalendarInformation System
1000/1000/1Object Data
Subordinate Objects
Address
Measurements
Functional Locations
Pooled Spaces
Rental Units
Fixt./Fittings characteristics
1000/1000/11000/1000/21000/1000/3
Object Overview
Building
The RE Navigator is a standardized transaction for processing master data, contracts, and the infrastructure of service charge settlement.
Processes such as entry of notice/renewal or resubmission can also be performed in the RE Navigator.
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Contractual Relationships
Landlord(Vendor Contract)
Service Provider(Vendor Contract)
External Tenant(Customer Contract)
Internal RentalCost Center/WBS Element/Order (Internal Contract)
The contract type specifies the kind of processes you use the contract for:
Offering real estate or other services (offerer), or leasing real estate or using other services (user)
Processes for lease-out or lease-in (customer or vendor contract type)
Own use or third-party use, or a G/L account contract (internal contract, external contract, G/L account contract contract category)
The contract type specifies whether the contract is
External – the contract is limited to customer or vendor processes, such as leasing out externally or leasing in.
Internal – the contract can be used only for leases for your own use. This means the contract is with an organizational unit within your own enterprise. This can be a cost center, an order or a project. In the contract, you assign a cost center to each condition type.
G/L account contract – the contract is mainly used for periodic postings, such as accruals or deferrals. Posting is made to G/L accounts. The contract acts as an account assignment object for debits and credits. The postings can be distributed to the appropriate distribution object.
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Livingroom
Bedroom1
Bedroom2
Scale1:75 Livingroom
Bedroom1
Bedroom2
Scale1:75
Overview: Contract
Real Estate objectsReal Estate objects
PartnersPartners
ProcessesProcessesProcesses
ACTIVATEACTIVATE
ContractContractContract
Signature Date
CorrespondenceCorrespondence
Periodic postingPaymentOpen item managementDunningManagement accounting for Real Estate
Contract termConditionsNotice/renewal of contractDate managementDistributionDocument management
When creating a contract, you first specify the contract type.
Then you specify the contract term. The term information includes the start and end dates of the contract, along with data on giving notice and on renewing the contract.
Next you assign the objects to the contract that are going to be leased in or leased out.
Rental can either be external or internal. You make this distinction in the posting parameters. For internal rental, you have to enter either a cost center, project or order. At the same time, you enter information on the payment method and dunning procedures to be used, and on payment of taxes.
For external rental, the main contractual partner you enter in the partner data needs to have the master tenant with customer account role. A customer account is created for this partner. It is used for handling all relevant postings.
You enter condition amounts per object assignment, and make specifications for posting.
You define the payment arrangements in the contract (payment method, form and frequency).
You can enter rules that are used for generating resubmission dates.
Once all your data is entered, you can activate the real estate contract. After the contract is activated, you can perform posting and other processes that are relevant for the contract.
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Contract Types: Customer Contract
Contract type
Lease-outLease-out Company offers servicesCompany offers services
Object assignment
Periodicpostings
Special processes
Resubmission, term, notice, renewal, adjustment of conditions and correspondence must be maintained for all contract types
Lease-out contract Services offered
Rental units, rental spaces or object groups
All – BE, PR, BU, RO, ...
External: Receivables – incoming payments
Service charge settlement, option rates
At any one time, a rental object can only be assigned to one lease-out
RE-FX partnerAccounting partner
TenantExternal: Customer
Receiver of serviceExternal: Customer
Receivables – incoming payments
Multiple assignments possible
The contract types for an external customer contract is external contract and offerer.
Choose business partner with customer account as the contract partner.
External rental contracts have to be assigned to the contract reference “objects are leased-out,” so that these contracts will be interpreted as occupancy contracts and will not be rented out twice.
Only the rental objects “rental unit” and “rental space” can be assigned to these contract types. The assignment of multiple objects is possible.
External service contracts have different contract references, which are either “other reference” or “contract has no objects.” In this case the assigned objects are not occupied.
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Contract Types: Vendor Contract
Company receives servicesCompany receives services
Lease-in contract Services received
All – BE, PR, BU, RO, ...
External: Payables
At any one time, a rental object can only be assigned to one lease-in
Lease-inLease-in
LandlordExternal: Vendor
Service providerExternal: Vendor
Payables
All – BE, PR, BU, RO, ...
Contract type
Object assignment
Periodicpostings
Resubmission, term, notice, renewal, adjustment of conditions and correspondence must be maintained for all contract types
RE-FX partner
Accounting partner
The contract type for an external vendor contract is external contract and user.
Choose business partner with vendor account as the contract partner.
Lease-in contracts have to be assigned the contract reference “objects are leased-in” so that the system can check to ensure that no new rentals (as sublets) are permitted beyond the lease-in period.
All permitted objects can be assigned to the contracts. The assignment of multiple objects is also possible.
External service contracts have different contract references, which are either “other reference” or “contract has no objects.”
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Contract Types: Internal Rental
Assignment Number TextCost Center 1760 MarketingProject ...Order ...
Contract
Internal rent amounts
The following amounts will be charged to the relevant departments:
Dept Cost Center Amount
Marketing 1760 € 500Human Res. … …Facility Mgmt … ……
Organizationalassignment
Frequency
Postings
Posting parametersContract
You create internal contracts for use in-house. You do not enter a main contractual partner, but assign an organizational unit, such as a cost center.
An internal contract has contract type attribute internal contract.
A business partner is not needed as the contract partner. You must assign an organizational unit from your own company. This can be represented by a cost center, an order, or a WBS element.
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Contract Types: Security Deposit Agreement
Basic rent: € 1,000 AP service charges
...
Hedging contract
Deposit amount: € 3,000
Security deposit contract
Calculation rule: Three times the basic rent ...
A security deposit contract is used to hedge an existing contract.
Conditions can be assigned to the security deposit contract that are calculated using a factor relating to the conditions of the hedging contract (for example, three times the basic rent).
You can compare the PLANNED deposit (the amount that should be paid as a security deposit) and the ACTUAL deposit (the amount that has been paid and when). This comparison is time-dependent.
If contracts are to be hedged by security deposit contracts, you enter the desired security deposit contract in the Customizing for the contract type.
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Business Partner in Contract Management
ContractCreate new partner/Assign existing partner
Display business partner master data
Partner Overview
Partner Details
PartnersPartners
ABC Marketing / AddressRole Category Name
Master Tenant w/ Cust. AcctJanitor
Business Partner Name/Address
1032 Name/Address1753
BP Role
Business Partner
Start Relationship. End Relat.
Address Type
TR0600
1753 ABC Marketing
01/01/2000
Standard
The contract type determines which partner roles can be created in the contract.
AddressGeneral dataCompany code dataControl data
RelationshipPayment dataTax, financial, andlegal data
You assign your contractual business partners in the contract, in their relevant role, on the Partners tab page.
To process the business partner information, choose Business Partner Master Data. If you have the necessary authorization, you can change the master data of the partner there by choosing Change.
You can display the customer´s open and cleared items by selecting the Account pushbutton.
You can limit the number of business partner roles by contract type by excluding roles that are unnecessary for the contract type in Customizing. If you do not exclude any roles, then all existing business partner roles are available for all contract types (as in Classic RE).
For more information on business partner management, refer to the Business Partner Master Data unit and the documentation in the SAP Library.
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Extracting Rental Spaces When Creating Contract
Contract(Commercial
Rental)
II.
Contract withassigned rental spaces
Office 25 m²Office 30 m²Office 40 m²
IV.
V.
III.
Pooled space with measurement type Office: 150 m²
Rental Spaces
Pooled space with measurement type Office: 55 m²
Office 125 m²
Office 230 m²
Office 340 m²
I.
During master data maintenance or contract creation, individual rental spaces can be extracted from a pooled space.
When the rental space is ended (for example, the associated contract is terminated), the previously extracted rental space is returned to the pooled space.
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Object Groups
Office Space 1
ConditionsConditions
TermTerm
Calculation object: Object groupCondition type: Basic rent - officeCondition purpose: Actual rentUnit price: EUR 20 per m²Valid from: 01/01/2000Valid to: ...
ObjectsObjects
Notice type: StandardNotice process: StandardObject assignment: Object group 1
Object type: Object groupText: Object group 'Office'Group number: 1Valid from: 01/01/2000Valid to: ...
Office Space 2
Parking GaragePk.Spaces
Objects assigned to the contractfor example, cost center for purchasing
ObjectGroup
PresentationRoom
Notice on Object
Object groups can only be created directly during contract processing. First you assign the individual rental objects (rental unit or rental space) to the contract on the Objects tab page. Then you form the object groups you need.
You can then define terms (such as a notice procedure) and conditions that are valid for the object group.
Distribution of costs and revenues to each individual object in this group should then be defined. A distribution to the object group is not possible.
You create terms only once, but they are then valid for all objects assigned to the object group. Changes must only be made to the object group and not to each individual object.
Example: You have assigned 10 rental areas of several pooled spaces to a contract. Each of these rental areas
have the condition types basic rent, operating costs advance payment, and heating expenses advance payment assigned to it. If the amounts of these conditions are identical for each measurement unit, you can reduce the number of conditions in the contract by forming one object group and only creating three conditions for it.
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• Date• Business area• Profit center
• Frequency• Calculation method
• Pmt method...• Dunn.Area...• Bank...• Business Partner...• Tax...
Posting Parameters
Contract
Payment Terms
Payment method ...BankBank accountName
Rental Conditions
Basic office rent 1,000 per month
AP operating costs 1,500 per quarter
Org. Assignment
Frequency
Postings
Posting Parameters Contract
Condition typeBasic office rent
Condition typeAP operating costs
On the Posting Parameters tab page, you define time-dependent terms for posting, frequency and organizational assignments.
Since an indefinite number of rental objects can be assigned to a contract, you need to record certain agreements (posting rules) individually for the different objects.
You can define terms, such as posting rules and frequency of postings, so that you do not have to create them again and again for each object. Terms can be defined for the following: Postings (data about payment, taxes and dunning) Frequency (frequency and calculation method) Organizational assignment (profit center, business area)
Example: Two posting rules with different payment methods or tax rates. Two frequency clauses would be created for monthly and quarterly postings. Each of these terms is then assigned to the relevant condition type.
For every term category, a standard term is defaulted in contract and rental object processing. You can change these standard terms, but you cannot delete them from the table. The conditions are assigned automatically, and you can see this assignment on the Conditions sub-tab.
Choose Create Term to create different terms for each standard term. These different terms are numbered. They can be modified and deleted. For these terms you have to assign the conditions manually.
Choose New Date to create new time slots for the standard and user-defined terms. This means, for example, that if the payment method changes, you do not have to create a new posting term. Instead you enter the changed data in the existing term starting from the change date.
You can display the cash flow for the contract (payment-related cash flow) and the objects assigned to it (object-related cash flow) from the contract, once terms and condition amounts have been maintained.
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Variable Due Dates
Rent: € 3,000
Contract
AP oper. costs: € 390
Flat-rate heating expenses: € 310
Due date correction rule Due on:
3rd working day of month
1st day of month
17th day of month
It is possible to "correct" the due date of conditions, for example so that the third working of the month, not the first day of the month, is always specified as the due date.
The due date can be changed to other days of the month, for example, to the seventeenth.
You define due date correction rules in Customizing and then assign them to the relevant contract or conditions of the contract using the frequency term.
Due date correction rules that have been predefined in Customizing can be changed in the contract.
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Rental object – Kiosk
Conditions (market rent)- Basic rent 1500- AP operating costs 150
Object-related conditions(conditions that can be maintained on RO)
Rental object – Kiosk
Conditions (market rent)- Basic rent 1500- AP operating costs 150
Object-related conditions(conditions that can be maintained on RO)
Condition Types
DefaultConditions are passed on from object to contract
Default conditions in contract (IMG)
Actual rentActual rent
Market rentMarket rent
Vacancy rentVacancy rentCost rentCost rent
Condition PurposeCondition Purpose
Livingroom
Bedroom1
Bedroom2
Scale1:75 Livingroom
Bedroom1
Bedroom2
Scale1:75
Contract
Conditions (actual rent)
- Basic rent 2000
- AP Operating costs 150
- Parking spaces 45/ea
Contract-related conditions(Conditions that can be maintained on contract)
Conditions are required for periodic posting to real estate contracts.
The Periodic Posting function for real estate contracts posts the transactions that arise from the contract conditions. The contract type also influences periodic posting. Using the Periodic Posting function, you can post the amounts for each condition, either manually or automatically, as a credit or debit to the accounts of the contractual partners.
You can enter conditions on rental objects and on real estate contracts.
Conditions that have been entered on rental objects can be called up and assigned in the contract. These conditions are called default conditions, and you choose the Default Condition(s) function to access them on the contract. Or you can define proposed conditions in Customizing, and you can also assign these in the contract.
The condition purpose determines how and if a condition is taken into account during periodic posting.
You create the external condition purpose (vacancy rent, market rent, actual rent, and so on) and assign an internal condition purpose to it. The following internal condition purposes are supplied in Customizing in the standard system (they cannot be modified):
Posted – The condition is considered during periodic posting.
One-time posting – The condition is considered once during periodic posting.
Statistical and one-time statistical posting – The condition is not considered during periodic posting.
You specify in Customizing which condition purposes are permitted on the rental objects and rental contracts, and whether the purpose is transferable from object to contract.
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Conditions
Condition TypeCondition Type
For example:
Basic rentAP operating costsFlat rate - elevatorRent reduction
…
ConditionsContract
• Unit price• Calculation formula• Measurement type/unit
• Postings• Frequency• Organizational assignment
• Authorization object• Calculation method• Condition Purpose• Valid from – Valid to• Unit price per Condition amount
Calculation
Terms
Condition
• Distribution formula• Area type/unit
Distribution
You assign the following data per condition:
Object (or object group) that the condition applies to
Condition purpose (market rent, cost rent, actual rent, and so on)
Validity period
Unit price
Data on the frequency of posting and organizational assignments is noted on the Posting Parameters tab page. The system automatically assigns the condition to the standard terms (Postings, Frequency, Organizational Assignment). If you want to assign a condition to a different term (not the standard term), you have to assign it manually.
For each condition you define calculation formulas. The system determines the condition amount by multiplying the unit price by the values from the calculation formula. The unit price is multiplied, for example, by the measurement in square feet, or the number of parking spaces. If you choose the calculation formula for measurements, you also have to enter the measurement type and measurement unit.
For each condition you also define distribution formulas. To ensure correct reporting for cost and revenue planning, you have to make sure that all costs and revenues on a contract that can be assigned to objects are actually posted to these objects.
Note: You create calculation formulas and distribution formulas in Customizing for Flexible Real Estate Management. Choose: Flexible Real Estate Management → Conditions and Flows → Calculation and Distribution Formulas
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Dependent Conditions
Contract 1
Condition 1
Condition 210%
Contract B
Condition 1
Contract A
Condition 110%
Contract
Condition 1
Rentalobject 1
Condition 1
Amount from RO
Condition amounts can be calculated using defined rules that refer to other condition amounts.
Example 1: A rent reduction amounting to 10% of the basic rent should be defined in the contract.
Example 2: You have leased in an object. A condition amount of € 10,000 has been agreed in the contract. You want to sublease this object at a rate of 1.1 and agree conditions in the corresponding lease-out that relate to the condition of the lease-in.
Example 3: Twenty objects are assigned to one contract (for example, for internal rental). The conditions "Rent", "AP operating costs" and "AP heating expenses" should be defined for every object in the contract. As such, you can assign three conditions to this contract (rent, AP operating costs and AP heating expenses) with the calculation formula "reference to rental object condition." Therefore, there are only three conditions in the contract. The amounts are derived from the sum of the conditions of the corresponding rental objects.
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Distribution Example
Office Rent: €700AP operating costs: €210
Office space 1(60 m²)
Office space 2(140 m²)
6060 + 140
Conditions
Basic office rent €1000 per monthAP operating costs €300 per quarter
Contract
14060 + 140
Distribution plays a role in reporting for costs and revenue. All costs and revenue that are entered on a contract, and which can be assigned to one or more objects, are
required to have account assignment to these objects.
DISTRIBUTION FORMULAMeasurement: Office SpaceOffice basic rent €1000 / MonthAP operating costs €300 / Month
DISTRIBUTION FORMULADISTRIBUTION FORMULAMeasurement: Office SpaceOffice basic rent €1000 / MonthAP operating costs €300 / Month
Office Rent: €300AP operating costs: €90
Distribution formulas define how costs and revenues, which are first posted to the contract as account assignments relevant to cost accounting, should be distributed to receiver objects.
The following internal distribution formulas are supplied:
Measurement
Divided equally
Area
Object (business entity, property, building, rental object, real estate contract)
The “divided equally” distribution formula is useful, for example, if an object group is assigned to the condition and the condition amount is to be divided equally among the objects according to the area ratio.
In Customizing, you can preassign a distribution formula for each condition within a condition group, so that the manual maintenance is no longer required. Changes can nevertheless be made at any time.
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2nd Floor
1st Floor
Building East
3rd Floor
Contract
Contracts in the System Just Like in Real Life
Parking Garage
IIIIV
II
V
I
Tenant: Purchasing Cost CenterObject Group – Offices:2nd Floor – East 500 m²3rd Floor – West 500 m²
1,000 m²At 15 € / m²: 15,000
Pres. Space – East 200 m²At 15 € / m²: 3,000Pk. spaces in parking garage:40 parking spacesAt 40 € / pk. space 1,600Total rent: 19,600
Example: Rental Process (lease-out)
Contracts can include as many objects as required, even objects in different buildings.
Similar to conventional contract design (especially in commercial rental)Replaces collective lease-out
2nd Floor
1st Floor
Building West
3rd Floor
In our business scenario the Purchasing department (cost center) rents office space in Building East and in Building West. In addition to this it also rents presentation space on the top floor of Building East, and 40 parking spaces from the parking garage. This example shows how you can assign various objects from different buildings, on different floors or properties to one contract.
You can group rental objects belonging to the same category together in object groups and assign the corresponding conditions to these object groups.
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Contract Life Cycle
Review/MonitorReview/Monitor
CreateCreate
ChangeChangeTerminateTerminate
Create contract
Activate contract
Change contractdetails/terms
Change contractconditions
Change partner assignment
Contractrenewal
Notice
Rent adjustment
Service chargesettlement
Rental objectinspection
Release rental collateral
Create correspondenceClear open items
Collect rental charges Review dates & terms
Amend space& update details
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Resubmission
Resubmission RulesResubmission Rules
Start DateStart Date
Resubmission DateResubmission Date
Resubmission ReasonsResubmission Reasons
Examples&1 months/&2 days before contract endAs of date &2, every &1 months&1 months/&2 days before renewalResubmission on contract start date
Examples&1 months/&2 days before contract endAs of date &2, every &1 months&1 months/&2 days before renewalResubmission on contract start date
ExamplesGeneral resubmissionCheck renewalCheck regional locationCheck conditions
ExamplesGeneral resubmissionCheck renewalCheck regional locationCheck conditions
Report
ParametersParameters
Date, year, monthFiguresBoolian values
Date, year, monthFiguresBoolian values
Change statusDefine filterCreate/change memoDelete memo
Change statusDefine filterCreate/change memoDelete memo
All contracts (like all objects) can be assigned resubmission rules.
Resubmission reasons can be freely defined in Customizing and can be used as evaluation criteria.
You can carry out the resubmission process using a list.
The dates are set automatically in the SAP appointment calendar.
Synchronization with Microsoft Outlook is also possible.
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Overview of Resubmission in the RE Navigator
Resubmission rules can be created for the following object types:
• Architectural object• Business entity• Property• Building• Rental object• Real estate contract
Plant Maintenance Link to Architecture Assignment to Contract Resubmission
Parameter
ID Resubmission Rule Resub. Rsn Name End Date
Status Date ID Resub. Rsn Name Done Days Fix Memo
One-Time Occurrence on 01.08.2003 Check LocationAs of 08/02/2003 every 10 months
Gen. ResubmissionOne-Time Occurrence on 19.05.2003Gen. Resubmission
Gen. ResubmissionGen. ResubmissionGen. ResubmissionGen. Resubmission
• Create resubmission rule• Define parameters
• Create and edit resubmission dates
• Change date properties• Set date to completed• Update date flow• Create memo• Display user data
The resubmission function acts as a reminder where action may be needed on contracts you are processing.
You can enter reasons for the resubmission in Customizing. These are for informational purposes only. Examples of resubmission reasons could include notice processing, renew contract, check location, contact partner, and so on.
Additional rules and parameter logic can also be defined in Customizing.
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Contract Renewal
SettingsRenewal / Option / User-definedOwn approval requiredPartner's approval required
SettingsRenewal / Option / User-definedOwn approval requiredPartner's approval required
DateNew contract end date
DateNew contract end date Report
Renewal dataRenewal data
Individualprocessing
Example:"No renewal""Any number of times by one year"
Renewal RulesRenewal Rules
Renewal rules are defined for contracts with a fixed term.
a) Option: For an option to become effective, the contractee must give a written statement to this effect. The contractor then has to activate the option in the system.
Go to the navigation area. In the hierarchy of contract data, expand the Processes node. You activate the options by choosing Renew.
b) Renewal: For automatic renewals, there is no need to enter approval or to activate the renewal. If the renewal should not be implemented, it has to be refused in writing by the contractee or contractor.
Renewal refusals that result in a contract termination are handled in the Give Notice process.
Once a contract has been renewed, a new end date is calculated and updated on the contract.
You can create a long text for each renewal procedure in Customizing. You can call up this text in the application. In the case of individual renewal rules, you can create individual text valid for the particular contract. These texts can be printed with the contract.
Options and automatic renewal can be maintained in parallel. For example, the following rule can be entered: “You have the option of renewing the contract twice by X months. If you do not use this option, the contract will automatically be renewed by 12 months.”
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Contract Renewal
Without fixed term(No renewal rule in contract)Without fixed term
(No renewal rule in contract)With fixed term
(Renewal rules in contract)With fixed term
(Renewal rules in contract)
Renewal Rules in Contract
Renewal Rules in Contract
AutomaticAutomatic OptionOption
AutomaticRenewal
You can define both kinds of renewal rules on ONE contract, for example, two OPTIONS and one RENEWAL.
In such cases, the OPTIONS always take precedence over the renewal.
Accepted by contractee in writing before effective date
New automatic renewal rules
New automatic renewal rules
One or more repetitions
Repetition of last rule
Unlimited after this point
You specify the rules for renewal of real estate contracts. There are two types of contracts in this respect: Without fixed term (no renewals, since there is no defined contract end) With fixed term (renewal rules are defined)
There are two variants of renewal rules: Renewal (automatic): Renewals define how the contract term is extended after the contract end is reached, for example, by one year. In contrast to options, renewals always take effect automatically. If the renewal should not be implemented, it has to be refused in writing by the contractee (such as the tenant) or contractor (such as the landlord).
Option: The contractee has the option of renewing the contract while keeping the existing conditions. For an option to become effective, the contractee must give a written statement to this effect. When there is more than option, each one has to be accepted in writing individually. The acceptance of the option results in the extension of the contract term. If the date for the acceptance passes without this express statement being made in writing, then all subsequent options for the contract are also invalid.
New Renewal Rules: When you create a renewal, you can choose from three different types of automatic renewal rules: One or more repetitions (for instance renewal of three years with a period of six months for submitting rejection)
Repetition of last rule - for instance, the contract is extended repeatedly by 1 year, with a 6 month period for submitting rejection.
Unlimited after this point - for instance, after the contract end date or the acceptance of prior options and renewals, the contract changes over to an unlimited term, and notice can be given according to the notice rules of the notice procedure.
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Renewal Process
Approval Activation
Correspondence
RenewRenew
Option/automaticEnd of last contract: Nov. 30, 2002End of next contract: Nov. 30, 2007Approved/rejected:Decided on:
Reason for rejection
Rejection
Contract: New end date
Simulate renewalSimulate renewal
Reverse
Correspondence
Define renewal ruleDefine renewal rule
You use this function when a renewal option is to be exercised.
The new contract end date is calculated according to the relevant renewal rule entered in the contract when the renewal was created.
You must enter whether the renewal needs to be approved and when this decision must be taken.
If the decision is in favor of renewal, activate the renewal. This activation can be reversed.
When the renewal has been activated, the new contract end date is displayed on the Term tab page of the contract.
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Notice Rules for Contracts
Additional tools:MemoSimulate notice dates
Notice
Notice Procedure
Renewal
Term
TermContract
Term and Conditions
Contract
Procedure description incl. correspondence
Notice rule 2
Party
Party
Notice rule 1
Term…
Renewal…
NoticeLandlord:graduated notice period ...
Tenant:3 months, for end of month …
You enter data for giving notice and for processing notice periods in the contract.
Notice procedures: You can enter notice procedures with multiple notice rules. This is useful, for example, in order to be able to enter different notice rules for the contractee and the contractor in the same contact.
You can assign a Standard Notice Procedure (defined in Customizing), or define individual notice procedures in the contract itself.
The notice procedure contains one or more notice rules (period regulations or deadline regulations). These are also defined for the contractee, contractor or both parties in the contract.
Notice rules: A notice rule is either a period regulation or a deadline regulation.
You can combine a period regulation and a deadline regulation for the same party in one contract. The deadline regulation defines extraordinary notice possibilities.
Additional options:
You can Simulate Notice. The next possible notice date is highlighted.
You can create an internal memo for the notice.
You can create a description for each notice procedure. For standard notice procedures, you enter the texts as a text module in Customizing.. In the case of individual notice procedures, you can create individual text valid for the particular contract.
These texts can be printed with the contract.
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Term and Conditions
Contract
Term…
Renewal…
NoticeOfficeStandard Notice Procedure
Parking LotIndividual Notice Rule
Notice Rules for Objects and Object Groups
Object assignment: Parking lots
Notice Procedure
Notice rule 2
Party
Party
Notice rule 1
TermContract
Notice on Objects
Renewal
Term
The process for Notice on Objects is the same as that for notice on a contract.
You can assign different notice procedures to different objects in the contract.
When notice is received for a contract, the end date for the contract is calculated.
When notice is received for a particular object (or object group), the valid-to date on the object (or object group) is adjusted. The object (or object group) is no longer assigned to the contract after the valid-to date.
The contract and its other object assignments are still valid. There is no change to the contract end date.
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Notice Terms
Time up to date onwhich notice takes effectPeriods Deadlines Date on which notice
takes effect
Periods of Notice
Individualdeadline regulation
Individualperiod regulation
Standard Notice Procedure(defined in Customizing)
Individual Notice Procedure(you define in contract)
Standarddeadline regulation
Standardperiod regulation
No period of notice
You have the following options for creating notice procedures on contracts:
No Period of Notice
Standard Notice Procedure (Customizing)
Individual Notice Procedure (defined on the contract)
Standard and individual notice procedures consist of notice rules, which are either period regulations or deadline regulations.
You can use a period regulation for periodic notice rules (month end, quarter end, half year end, year end). For example, the notice period is 6 weeks before the end of the quarter.
Notice Per Notice Weeks
End of Quarter
You can use a deadline regulation for specific dates that are also periodic. For example, the notice period is three months per March 31 and September 30 (two opportunities every year). Notice must be received by the third working day of the following month. For example:
Notice Month Notice Day Received Month Grace Day Calendar or Business Day
3 31 12 3 Business Day
9 30 6 3 Business Day
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Notice Process
Approval Activation
Correspondence
Create & Process NoticeCreate & Process Notice
Entry date: 08/14/2002Calculated notice: 11/30/2002Notice per: 11/30/2002Notice reason: Restricted useNotice given by: ContracteeApproval date:Rejected date:Activated on:
Reason for Rejection
Rejection
Contract End Date
Simulate NoticeSimulate Notice
Reverse
Correspondence
Enter Notice RuleEnter Notice Rule
You use the notice function when you receive or give notice to terminate a contract. The system automatically checks the validity of the period of notice.
The effective notice date is calculated, according to the relevant notice rules entered in the contract, when the notice is created.
You must enter a notice reason when notice is given. The notice reason also contains a record of whether notice was given by the contractee or contractor. If different notice procedures are maintained for contractee and contractor in the contract, this reason specifies which procedure will be carried out.
You can also enter reasons for the rejection as additional information. In case of rejection, the notice cannot be activated.
Notice can only be given on active contracts.
An approval date can be entered on the notice, when the tenant or the landlord agrees to the notice.
When the notice is activated, the contract end date is displayed on the Term tab page of the contract.
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Special Services:Create Attachment
Display Attachment List
Send Private Note
Send Object with Note
Workflow (overview, start, archived...)
Document Management and Archiving
Correspondence – master data summary, general letter, one-time correspondence
Special Functions:Activate
Set/Reset Lock – Master Data or Account Assignment
Set/Remove Deletion Flag
Additional Functions
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User exit usingBTE with any
rules
Number Range with
Customizing – Number Assignment
Manual entry by user
Automaticassignment
Internal number assignment(sequential numbers)
External number assignment
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Customizing – Contract Type
Lease-inLease-outPurchaseSaleServiceInternal…
Purpose
Contract CategoryInternalExternal
Offerer/UserSpecific to company code:
Offers objects or servicesUses objects or services
Contract ReferenceContract has no objectsObjects are leased-inObjects are leased-outObjects are managedOther reference
Partner ManagementMain business partner 1Main business partner 2
Object GroupsStart numberNumber interval
Number rangeInterval
Contract Type
The contract type controls the purpose the contract is used for. Possible purposes include:
Lease-in – Lease-out – Service contract
The contract type determines how the contract behaves in individual processes. Influencing factors include:
Contract category – external contract, internal contract or G/L account contract
Offerer/user field – Specifies, from the point of view of the company code in which the contract is created, whether objects or services are being offered or being used.
Contract reference – If you choose Objects Are Leased-Out in this field, then you can only assign object groups and rental objects to the contract in the user dialog. This applies regardless of which object types (building, rental object, business entity, and so on) you assigned to the contract type in the Object Types Permitted for Contract Type IMG activity.
In Partner Management you specify one or two roles for the main business partner. You cannot activate a contract until it has exactly one business partner with this role at one time.
Specify how numbers for object groups should be automatically generated.
You specify the number range interval that provides the numbers for this contract type.
The most important parameters for a new contract type are the contract category, offerer/user ID, and the contract reference. Since certain default values (condition group, option rate method) depend on the contract type, it can be useful to create different contract types for commercial contracts and residential contracts, for example. There is not yet an assignment of allowed usage types to the contract type in this release, but it is planned for occupancy contracts. With this in mind, it makes sense to distinguish between residential and commercial contract types.
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Customizing – Condition Type and Condition Group
Condition typeCondition type
For example:
Basic rentAP operating costsFlat rate - elevatorRent reduction
…
Usage type ofrental object
Contract type
For example:
Commercial lease-outResidential lease-outNon-occupancy contract
Condition groupfor objects
Condition groupfor contracts
For example:
Contract (commercial)Contract (residential)Contract (parking/garage)…
For example:
Rental object (commercial)Rental object (residential)Rental object (parking/garage)…
For example:
Office, store, warehousePrivately-financed apartmentGarage (private), garage (commercial), car park area…
You can maintain individual condition types in Customizing.
Condition types must then be assigned to condition groups, which are in turn permitted for the corresponding usage type. Thus, you can specify permitted condition types for each usage type.
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Contract Management: Summary
You are now able to
List and explain the individual steps of contract management
Assign rental spaces to contracts and maintain relevant contract data
Explain the relationship between condition types, condition groups and contract types and usage types
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Exercises
Unit: Contract Management Topic: Creating Contracts, Entering Notice,
Performing Renewals and Resubmissions
At the conclusion of these exercises, you will be able to:
• List and describe the steps required for contract management
• Link rental spaces to the contract and enter all required data
You create and maintain numerous, varied contracts with your business partners:
• Lease-in for the whole locality
• Lease-out with external tenants
• Lease-out with the organizational units of your company
• Security deposit contract to protect a rental
Start the RE Navigator.
1 Create a real estate contract of the type commercial lease-in.
In the Company Code field, enter 1000, in the Tenancy law field, select German tenancy law, and enter a Name for your contract.
Create a partner for your contract with the role of landlord with vendor account. The business partner type for the landlord should be organization.
Assign a name, search term, address and communication data. In the company code data, enter domestic payments as the planning group.
Enter a contract start date of 01.01.[last year] and a term of 120 months. Assign standard renewal rule 1200.
Assign business entity (1##) to your contract.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others).
Define the following conditions:
Condition Type Calculation Formula
Unit Price
Distribution Formula
Basic rent Com. Space m2 24,70 € Determined automatically
AP service charges
Fixed amount 13.700,- € Determined automatically
Define resubmission rule Before Notification of Renewal Option with 2 months.
Save your contract.
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2 Create a real estate contract of the type commercial lease-out.
In the Company Code field, enter 1000, in the Tenancy law field, select German tenancy law, and enter a Name for your contract.
Create a partner for your contract with the role of master tenant with customer account. The business partner type for the tenant should be organization.
Assign a name, search term, address and communication data.
Enter a contract start date of 01.01.[last year] and the standard notice rule 1100.
For your lease-out, assign rental space Office_01 – 650 m2 and then extract 7 parking spaces from the pooled space for parking spaces. Assign the name 7 parking spaces for the new rental space.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others). Change the due date of the conditions to the third working day of the month..
Copy the default conditions from the assigned rental objects.
Define a periodically recurring resubmission rule with resubmission reason 20 (Check Location).
Save your contract.
3 Create a real estate contract of the type residential lease-out.
In the Company Code field, enter 1000, in the Tenancy law field, select German tenancy law, and enter a Name for your contract.
Create a partner for your contract with the role of master tenant with customer account. The business partner type for the tenant should be person.
Assign a name, search term, address and communication data.
Enter a contract start date of 01.02.[last year] and the standard notice rule 2000.
Assign the janitor’s apartment to your lease-out and then extract 1 more parking space from the pooled space for parking spaces. Assign the name 1 parking space for the new rental space.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others). Change the due date of the conditions to the third working day of the month..
Copy the default conditions from the assigned rental objects.
Save your contract.
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4 Create a real estate contract of the type internal lease-out.
In the Company Code field, enter 1000, then specify a Name for your contract.
Define 01.01.[last year] as the contract start date.
Extract 550 m2 office space from the ground floor (called Office02 – EG), 200 m2 office space from the first floor (called Office01 – 1.OG) and then 8 parking spaces (called 8 parking spaces) from the pooled space for parking spaces.
Group the two office spaces together and call this object group Entire office space.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others).
Enter 2200 as the cost center that is leasing in.
Copy the default conditions for parking space rental and assign the following conditions for your object groups:
Condition Type Calculation Formula
Unit Price
Distribution Formula
Office basic rent Com. Space m2 23,50 Determined automatically
Flat-rate operating costs
Com. Space m2 4,80 Determined automatically
View the distribution formula that was determined automatically.
Save your contract.
5 Create another real estate contract of the type internal lease-out.
In the Company Code field, enter 1000, then specify a Name for your contract.
Define 01.01.[last year] as the contract start date.
Extract 750 m2 office space from the first floor (called Office02 – 1.OG) and then 6 parking spaces (called 6 parking spaces) from the pooled space for parking spaces.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others).
Enter 2100 as the cost center that is leasing in.
Copy the default conditions for basic rent and parking space rental. Assign the following conditions for your office space:
Condition Type Calculation Formula
Unit Price
Distribution Formula
Flat-rate operating costs
Com. Space m2 4,80 Determined automatically
Save your contract.
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6 Create a real estate contract of the type commercial security deposit.
In the Company Code field, enter 1000 and enter the contract number of your external commercial lease-out as the hedging contract.
Define Bank Guarantee as the Security Deposit Type.
Assign a bank as a partner to this security deposit contract.
For the condition type, define Calculated Security Deposit with <K> (security deposit) as the Condition Purpose. The security deposit amount should be double the sum of all the condition amounts of the hedging contract.
Save your contract.
7 Activate your contracts in the automatically generated worklist, by selecting them and setting their status to active.
8 Create notice in the RE Navigator (in the future) for your residential contract. In this case, the tenant’s notice is submitted on today’s date. The reason for notice is limited use of the rented space. You approve the notice, then activate and save it. View the term data for this contract.
9 Start the resubmission process to check the validity period of your lease-in and renew it. Start the RE Navigator. Change the automatic filter to All Dates. Select the object ID of your lease-in with Resubmission Reason Check renewal option. Transfer the contract to the Navigation Area and execute the renewal process. Then, set the renewal to completed.
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Solutions
Unit: Contract Management Topic: Creating Contracts, Entering Notice, Performing
Renewals and Resubmissions
To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
1 Create a real estate contract of the type lease-in.
In the RE Navigator, change the display to My Objects.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Commercial lease-in.
Enter 1000 in the Company Code field.
Enter a text in the Contract name field.
In the Tenancy law field, choose German tenancy law from the dropdown list.
Go to the Partners tab page, choose (Assign New Partner) and select Landlord w.Vendor Account. Enter a name, address and search term, then continue with . Because no partners were found, create a new landlord by choosing Organization.
Choose Company Code. On the Account Management tab page, in the Planning group field, enter A1 (domestic payments).
Go back to the contract entry screen by choosing .
Go the Term tab page and enter 01.01.last year in the Contract start date field and enter 120 in the Term in months field.
Create a renewal rule by choosing and then selecting Renewal. Enter 1200 in the Renewal Rule field.
Go to the Objects tab page, choose (Insert object(s)) and double-click Business entity. In the selection screen, enter the number of your business entity (1##), confirm with , select the proposal and copy your business entity by choosing again.
Go to the Posting Parameters tab page, in the upper screen area, select the Organizational Assignment row and then enter 9100 in the Business Area field and 1480 in the Profit Center field.
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Go to the Conditions tab page and choose (Insert Condition(s)). Select the entries V100 (Credit side basic rent) and V105 (Adv. Pmnt Service charges) and continue with .
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Enter 13,700.00 as the Unit Price for the AP service charge condition type.
In the upper screen area, select the Credit basic rent line. Enter 24,70 as the Unit Price and change the Formula field to Com. Space m2.
Go to the Resubmission tab page, choose (Create Resubmission Rule) and select Before Notification of Renewal Option.
In the Number of Months field, enter 2, then continue with .
Save your contract by pressing Ctrl + S or (Save).
2 Create a real estate contract of type commercial lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Commercial lease-out.
Enter 1000 in the Company Code field.
Enter a text in the Contract name field.
In the Tenancy law field, choose German tenancy law from the dropdown list.
Go to the Partners tab page, choose (Assign New Partner) and select Master Tenant w.Cust.Acct. Enter a name, address and search term, then continue with . Because no partners were found, create a new landlord by choosing Organization.
Go back to the contract entry screen by choosing .
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
Create a notice rule by selecting the Notice line in the upper screen area. Change the entry in the Notice Type field to Standard Notice Procedure and enter 1100 in the Notice Procedure field.
Go to the Objects tab page, choose (Insert object(s)) and double-click Rental Object. In the selection screen, enter the number of your business entity (1##), continue with , select the rental object Office_01 – 650 m2, then transfer your rental space by choosing (Copy).
To extract the 7 parking spaces, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 10
MeasType M005
Valid From 01.01. of last year
Amt Wanted 7
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Start the search by choosing (Perform Search).
Double-click the line with the icon. This line represents the pooled space found.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter 7 parking spaces.
Transfer the rental space by choosing in the bottom left corner.
Go to the Posting Parameters tab page, in the upper screen area, select the Organizational Assignment row and then enter 9100 in the Business Area field and 1480 in the Profit Center field. In the upper screen area, select the Frequency line and enter 3 (third working day) in the Due Date (+/-) field.
Go to the Conditions tab page and choose (Default Conditions(s)), select all entries, then transfer them with .
Go to the Resubmission tab page, choose (Create Resubmission Rule) and select As of date … every … months. Change the Resubmission Reason to 20 (Check Location), then assign a Start Date (for example, 24.12.year) and an Interval in Months (for example, 12). Choose to continue.
Save your contract by pressing Ctrl + S or (Save).
3 Create a real estate contract of the type residential lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Residential lease-out.
Enter 1000 in the Company Code field.
Enter a text in the Contract name field.
In the Tenancy law field, choose German tenancy law from the dropdown list.
Go to the Partners tab page, choose (Assign New Partner) and select Master Tenant w.Cust.Acct. Enter a name, address and search term, then continue with
. Because no partners were found, create a new landlord by choosing Person.
Go back to the contract entry screen by choosing .
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
Create a notice rule by selecting the Notice line in the upper screen area. Change the entry in the Notice Type field to Standard Notice Procedure and enter 2000 in the Notice Procedure field.
Go to the Objects tab page, choose (Insert object(s)) and double-click Rental Object. In the selection screen, enter the number of your business entity (1##), confirm with , select the rental object janitor apartment and copy your rental unit by choosing .
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To extract the parking space, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 10
MeasType M005
Valid From 01.02. of last year
Amt Wanted 1
Start the search by choosing (Perform Search).
Double-click the line with the icon. This line represents the pooled space found.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter 1 parking space.
Transfer the rental space by choosing in the bottom left corner.
Go to the Posting Parameters tab page, in the upper screen area, select the Organizational Assignment row and then enter 9100 in the Business Area field and 1480 in the Profit Center field. In the upper screen area, select the Frequency line and enter 3 (third working day) in the Due Date (+/-) field.
Go to the Conditions tab page and choose (Default Conditions(s)), select all entries, then transfer them with Fehler! Textmarke nicht definiert..
Save your contract by pressing Ctrl + S or (Save).
4 Create a real estate contract of the type internal lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Internal lease-out.
Enter 1000 in the Company Code field.
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
To extract the office spaces, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 5
MeasType A101
Valid From 01.01. of last year
Amt Wanted 550
Start the search by choosing (Perform Search).
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Double-click the line with pooled space 1 (ground floor). This line represents the pooled space found. Assign the other measurements by choosing next to the text Distrib. Other Measurements.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter Office02 -EG.
In the left-hand screen area, change the entry in the Amt Wanted field to 200 m2 and choose Perform Search to run another search.
Double-click the line with pooled space 2 (first floor). This line represents the pooled space found on the first floor. Assign the other measurements by choosing
next to the text Distrib. Other Measurements.
In the list that is displayed, double-click the text <new 2> and, in the lower screen area, enter Office01 – 1.OG.
Transfer the rental space by choosing in the bottom left corner.
Select the two new rental areas on the left-hand side and choose (Group Object(s)), then in the lower screen area, enter Entire office space in the Object Group field.
To extract the office spaces, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 10
MeasType M005
Valid From 01.01. of last year
Amt Wanted 8
Start the search by choosing (Perform Search).
Double-click the line with pooled space 3 (parking spaces). This line represents the pooled space found.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter 8 parking spaces.
Transfer the new rental space by choosing in the bottom left corner.
Go to the Posting Parameters tab page, in the upper screen area, select the Postings line and enter 2200 in the Cost Center field. In the upper screen area, select the Organizational Assignment line and enter the value 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Conditions tab page and choose (Default Conditions(s)), select the condition of the parking spaces and copy your entries with
Fehler! Textmarke nicht definiert..
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Choose (Insert Condition(s)) and double-click the line containing Object group. Select entries 11 (Office basic rent detail) and 30 (Operating costs flat rate), then confirm your selection with (Copy). Expand the details view by choosing in the lower screen area.
Enter 23,50 as the Unit Price and change the Formula field to Com. Space m2.
In the upper screen area, select the OC flat rate line. Enter 4,80 as the Unit Price and change the Formula field to Com. Space m2.
Save your contract by pressing Ctrl + S or (Save).
5 Create a second real estate contract of the type internal lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Internal lease-out.
Enter 1000 in the Company Code field.
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
To extract the office space, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 5
MeasType A101
Valid From 01.01. of last year
Amt Wanted 750
Start the search by choosing (Perform Search).
Double-click the line with pooled space 2 (first floor). This line represents the pooled space found. Assign the other measurements by choosing next to the text Distrib. Other Measurements.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter Office02 – 1.OG.
In the left-hand screen area, change the entry in the UsageType field to 10, the MeasType field to M005, and Amt Wanted field to 6, then choose Perform Search to run another search.
In the list that is displayed, double-click the text <new 2> and, in the lower screen area, enter 6 parking spaces.
Transfer the rental space by choosing in the bottom left corner.
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Go to the Posting Parameters tab page, in the upper screen area, select the Postings line and enter 2100 in the Cost Center field. In the upper screen area, select the Organizational Assignment line and enter the value 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Conditions tab page and choose (Default Conditions(s)), select the entries for office basic rent and parking lot rental, then transfer them with
Fehler! Textmarke nicht definiert..
Choose (Insert Condition(s)) and double-click the line containing Office. Select entry 30 (Operating cost flat rate) and confirm your selection by choosing (Copy). Expand the details view by choosing in the lower screen area.
In the upper screen area, select the OC flat rate line. Enter 4,80 as the Unit Price and change the Formula field to Com. Space m2.
Save your contract by pressing Ctrl + S or (Save).
6 Create a real estate contract of type commercial security deposit.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create → Commercial security deposit.
Enter 1000 in the Company Code field.
In the Contract Number field, enter the number of your commercial lease-out and continue with .
In the Sec. Dep. Type field, select Bank Guarantee from the dropdown list.
Go to the Partners tab page, choose (Assign New Partner) and select Guarantor. Enter a name, address and search term, then continue with . Because no partners were found, create a new guarantor by choosing Organization.
Go back to the contract entry screen by choosing .
Go to the Conditions tab page and choose (Insert Condition(s)). Select D010 (Calculated Security Deposit) and continue with (Copy).
In the lower screen area, change the entry in the Cond. Purpose field to <K> (security deposit) and go to the Calculatn tab page also in the lower screen area.
Change the Condition Group to Customer Contract - Commercial.
Save your contract by pressing Ctrl + S or (Save).
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7 Activate the contracts. In the Navigation Area of the RE Navigator, change the display to Worklist and choose (Display)
Expand the Non-Active Contracts entry by pressing the icon on the left of the entry.
Select all contracts - except the security deposit contract – by pressing the left-hand mouse button and the shift key on your keyboard.
Hold the shift key down and press the right-hand mouse button.
Choose Change Status → Activate.
8 Enter notice in the RE Navigator (in the future) for your residential contract. In the RE Navigator, change the display to My Objects and choose (Display).
Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the line with your residential lease-out, then choose (Display Object List in Navigation Area) in the upper screen area.
Expand the Processes entry by pressing the icon on the left of the entry and double-click Give Notice.
To enter a notice, choose (Changes Between Display <-> Change) and then (Create Notice). Select Give Notice on Contract.
Enter the following data:
Field Content
Entry Date Today's date
Reason for Notice 2
Approved on Today's date
Choose (Activate Selected Notice) and save your notice by pressing Ctrl + S or (Save).
Go to the Term tab page.
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9 Start the resubmission process to check the validity period of your lease-in and renew it.
First, start the resubmission process by choosing Resubmission in the upper area of the RE Navigator.
Choose (Limit Date Display) and change the filter to All Dates.
Select the object ID of your lease-in with Resub.Rsn Check renewal option, then choose (Display Object List in Navigation Area).
Expand the Processes entry by pressing the icon on the left of the entry and double-click Renew.
To enter a contract renewal, choose (Changes Between Display <-> Change).
In the Ap/R (Approved/Rejected) field, select Approved. Refer to the Notif. By date for the Decided On field.
Choose to activate the contract renewal.
Go to the Resubmission tab page, select the first option, then choose to mark the renewal as being completed.
Save your renewal by pressing Ctrl + S or (Save).
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Content:
Periodic Posting for Contract (Customer and Vendor Views)
Periodic Posting for Rental Object (Vacancy)
Account Determination
Cash Flow Update
Payment, Dunning, Open Items List
Accounting
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Accounting: Unit Objectives
At the conclusion of this unit, you will be able to
Explain the different types of periodic posting
Call and update partner-related and object-related cash flows
Describe the relationship between conditions, flow types and automatic account determination
List the options for manual and automatic incoming payments
Explain the requirements for dunning and the process involved
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Accounting: Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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Accounting: Business Scenario
... The real estate management department of your company bears the costs of spaces that are currently vacant...
IV.
... Your company pays periodic rent and also makes periodic payments for services to your business partners with vendor accounts. In addition, you receive one-time vendor invoices, for example electricity bills...
I.
... Your company collects periodic rent payments from your tenants. In addition, you charge your tenants one-timefees for services, such as repairs or cleaning services...
II.
... Your company makes internal charges to the variousdepartments for their share of the use of your business park –but there are no actual payment transactions…
III.
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Integration of RE-FX and FI
1:1 relationship between tenant with customer account and customer
1:1 relationship between landlord with vendor account and vendor
Open item management for customer/tenant and vendor/landlord
===
RE-FXFlexible Real Estate Management
AccountingTenantLandlord
FIR/3 Financial Accounting
Financial AccountingCustomerVendor
Accounting in Flexible Real Estate Management is integrated in R/3 Financial Accounting.
Each tenant is a customer, and each landlord is a vendor. There is a 1:1 relationship between the the 'tenant with customer account' in business partner management and a customer in Financial Accounting; the same is true for the relationship between a 'landlord with vendor account' and a vendor.
R/3 Accounts Receivable and Accounts Payable are managed on an open item basis. If there are multiple contracts for one customer or vendor, all of the contracts are managed using the same account.
The items are assigned to a contract.
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Posting Transactions in RE-FX
Periodic PostingPeriodic PostingSame for third-party and own usage
Automatic follow-up postings for backdated changes
Automatic posting to Financial Accounting and Cost Accounting
Periodic PostingPeriodic Posting
VacancyVacancy
(Imputed Costs)(Imputed Costs)
Automatic follow-up postings for backdated changes
Automatic posting to Financial Accounting and Cost Accounting
You use the periodic posting run (creation of credits or debits) to generate open items. These open items can then be cleared by incoming/outgoing payments or account maintenance processes.
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Contract: Posting Term
Gen. Data Partners ObjectsTerm Posting Paramet. Conditions Settlmt
FrequencyPostings
osting Data
Org. Assgnmt
<Standard><Standard><Standard>
Term Category NameDet. No. Term Memo
Postings: <Standard>
Postings Conditions Memo
Number <Standard>
Detail DataPmnt Method
Dunning AreaHouse BankAcctDeterm.Val.Bus.PartnerTax Type Tax Group
Valid from to: New
ABC Marketing/ 20 Green Street/ Anytown 78467
NONE
E
VAT
What data is updated to the posting document?
Gross
Time-Dependency
PostingData
StandardTerm
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Receives a numberCan be removedHave to assign conditions manually
Posting Terms
Different Term
Rental Object
Contract
Time SlotCreate
When changes are made (such as a new payment method), you do not have to create a new term. The changed data can be stored in the existing term starting from the date of the change.
for example, basic rent
Standard Term
Automatically proposed by systemCan be changed but not removedConditions are assigned automatically
for example, standard for all conditions
ConditionsConditions
Automatic
Manual
Since contracts can include as many objects as required, you have to enter different posting information for the conditions. These are posting terms.
Posting terms contain data about payment, taxes and dunning.
The system automatically assigns a standard term to each contract or rental object. The assignment of conditions to this term is automatic. If there are any conditions for which the standard term should not apply, you can enter a different term for them per condition. It is also possible to create a term that is different from the standard first, and then assign condition(s) to it.
Example
Posting terms with different payment methods or different tax rates
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Payment-Related Cash Flow Object-Related Cash Flow
Payment-Related Cash FlowDisplay Standard
Current Payment-Related Cash Flow - All Conditions
Basic rent warehouse 10/01/2002 4000.00 10/01/2002 10/31/2002 I Mark Deck/15 GreFlow Type Name Due On Status Net CC Calc.From Calc.To Stat Partner/Acct Assgmt
2000.00 Mark Deck/15 GreAP Operating costs 20.00 Mark Deck/15 Gre
AP Heating costs 30.00 Mark Deck/15 Gre50.00 Mark Deck/15 Gre
AP Sales-based rent 2000.00 Mark Deck/15 GreBasic rent warehouse 4000.00 11/01/2002 11/31/2002 I Mark Deck/15 Gre
2000.00 Mark Deck/15 GreAP Operating costs 20.00 Mark Deck/15 Gre
50.00 Mark Deck/15 GreAP Heating costs 30.00 Mark Deck/15 Gre
AP Sales-based rent 2000.00 Mark Deck/15 GreBasic rent warehouse 10/01/2002 2000.00 10/01/2002 10/31/2002 Mark Deck/15 Gre
4000.00 Mark Deck/15 Gre
Cash Flow
Jump to thedocuments using the status icon
StatusPosted/Not posted
Source Document
FI/CO DocumentsObject Type Text Document numberAccounting Document
Profit Center DocumentCO Document
1600000011
00000149030100011407
List of FI/CO Documents
Jump to the document overview
ALV:- Configure columns (to
show/hide, define length)- Sort- Filter- Subtotal
and so on
IndicatorPlan/Actual
You can generate a cash flow for:
Rental objects (object-related cash flow)
Contracts (contract-related cash flow)
The cash flow forms the basis for periodic posting and contains the planned records for the postings. If you entered conditions in the contract, the system generates a cash flow (payment plan) that updates planned records for periodic postings per condition type for a defined number of years, depending on the settings made in Customizing. These planned records are assigned the indicator P. The periodic posting run posts the planned records due in active contracts and changes them to actual records identified by an I.
When conditions on contracts are changed, the cash flow is changed accordingly. You have to enter a date for any necessary follow-up postings for active contracts (the current date is the default value). During the next periodic posting run in which these items are due, the items are taken into account.
You CANNOT ascertain from the cash flow if the items have been cleared. To find out if items are cleared, you have to refer to the tenant's open items or the tenant's account.
You can configure the list as you require. For instance, you can display only the flow type or also the accounts.
The cash flow is generated up to the following date: Number of years defined in Customizing plus the number of months up to the end of the half/full year as of the system date.
The cash flow has to be updated on a regular basis (at least every six months). The update is generally done as a batch job.
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Periodic Posting
You perform the Periodic Posting run within one company code.
Posting runs can be simulated or reversed.
A posting log and an error log provide information on the status of posting.
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Periodic Posting: Process
1. The periodic posting run selects all flow records (planned records in the cash flow) which are due and are not yet posted.
2. The system finds the account determination for each flow record and generates a debit and credit posting for it in Financial Accounting. The corresponding item in the cash flow is set to "actual" and thereby marked as posted.
Condition purpose
The condition purpose determines if and how conditions are represented in the cash flow:
Posted – posting
One-time posting – one-time posting
Statistical – no posting (not in the cash flow)
One-time statistical – no posting (not in the cash flow)
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Account (FI)Account
Assignment object(CO)
Periodic Posting: Contract
Receivables
CustomerRent RevenueContract
1000 1000
1000
Customer
ExternalContract
Vendor
Lease-In
Contract
CostsOwn UsageCost center
1000 1000
Cost center
InternalContract
RevenueOwn UsageContract
Vendor1000
Costs for Lease-InContract1000
Payables1000
Own usage: Real estate contracts can be made with cost centers belonging to your own company (company code), as well as with external partners. Contracts for your own usage do not have a master tenant with customer account. The tenant in this case is a cost center in your company, with payment data defined in the contract.
The same condition types (basic rent, advance payment operating costs and so on) are used. Periodic postings are transferred to different accounts in the case of your own usage as opposed to other usage.
The posting is: Debit "Costs Own Usage," with auxiliary account assignment to cost center that is renting the rental unit Credit "Revenue Own Usage," with auxiliary account assignment to the contract
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Posting with Contractual Partner
Third-party usageMaster tenant withcustomer account
PERIODICONE-TIME
Own usageCost centerOrder Project
PERIODIC
ONE-TIMEPERIODIC
Vendor aspartner
ONE-TIME
RepairsDuplicate key fee
RentServicecharges
RepairsDuplicate key fee
RentServicecharges
RepairsDuplicate key fee
RentServicecharges
Case 2:
You lease out your real estate objects externally.
Case 3:
You 'lease out' your real estate objects internally.
Case 1:
You lease in.
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Subsidiary Ledger
Vendor
Periodic Posting Case 1: Lease-In from Third Party
Basic Rent € 1000
General Ledger
Bal
ance
She
et
Acc
ount
s Payables
P/L
Acc
ount
s Occupancy Costs
Rec
onci
liatio
nA
ccou
nt
1000 (1) 1000 (1)
(1) 1000
Account Assignment Object:
Contract
Example: Posting of basic rent (lease-in)
Posting record 1: Debit Costs Credit Vendor The vendor is in the subsidiary ledger. At the same time, the reconciliation account for Payables is posted in the general ledger. This account was specified in the vendor master record.
When you create a real estate contract, the cash flow is generated from the conditions.
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Periodic Posting Case 2: Lease-Out to Third Party
Subsidiary Ledger
Customer
Basic Rent € 1000
General Ledger
Bal
ance
She
et
Acc
ount
s Receivables
P/L
Acc
ount
s Basic Rent Revenue
Rec
onci
liatio
nA
ccou
nt
(1) 1000
1000 (1)
(1) 1000
Account Assignment Object:
Contract
Example: Posting of basic rent
Posting record 1: Debit Customer Credit Basic rent revenue The customer is in the subsidiary ledger. At the same time, the reconciliation account for Receivables is posted in the general ledger. This account was specified in the customer master record.
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Periodic Posting Case 3: Internal Lease-Out
Basic Rent € 1000
General Ledger
Bal
ance
She
et
Acc
ount
sP/
L A
ccou
nts Basic Rent Revenue
Rec
onci
liatio
nA
ccou
nt
1000 (1)
Account Assignment Object:
Contract
Occupancy Costs
(1) 1000
Account assignment object:Cost center,
Order, Project
Example: Posting of basic rent
Posting record 1: Debit Costs Credit Revenue Occupancy costs are debited to the cost center (or to the corresponding order or project) using the area. These are offset by revenue for the real estate contract (analogous to external usage).
When you create a real estate contract, the cash flow is generated from the conditions.
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Distribution: Contract
Office Rent: € 700AP Operating Costs: € 210
Office Space 1
Office Space 2
6060 + 140
Rental Conditions:
Basic office rent € 1000AP operating costs 300
Assigned Objects:
Office 1: Office space 60 m²Office 2: Office space 140 m²
Contract
14060 + 140
Distribution plays a role in reporting for costs and revenue. All costs and revenue that have been entered on a contract and which can be assigned to one or more objects, can have account assignment to these objects.
DISTRIBUTION FORMULAMeasurement: Office SpaceOffice Basic Rent € 1000AP Operating Costs € 300
DISTRIBUTION FORMULADISTRIBUTION FORMULAMeasurement: Office SpaceOffice Basic Rent € 1000AP Operating Costs € 300
Office Rent: € 300AP Operating Costs: € 90
On the contract, you can define distribution formulas for the rental conditions.
The following distribution formulas are supplied in Customizing in the standard system:
Divided equally
Measurement
Object (BE, PR, BU, RO, REC)
In order for reporting on costs/revenues to be most meaningful, you can have all of the costs and revenues (that can be assigned to objects) on a contract be additionally posted to those objects.
If an object is directly assigned to a condition, then all costs or revenue can be posted directly to the object. However, this direct transfer is not possible if either of these apply:
The object is not assigned to any condition
An object group is assigned to a condition
The reason direct posting is not possible is that the system cannot determine the object to be posted. In both of these cases you have to define a distribution formula that specifies how costs and revenue are to be distributed.
Distribution formulas define how the system finds the object(s) that are to be posted, and how costs or revenue are proportionally distributed to the object(s).
In most cases, the distribution formula is contained in the calculation formula and therefore you don't have to modify it in the contract.
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Distribution Posting: Process
1st Posting Document
2nd Posting Document
You first have to assign costs or revenue to the contract.A document is created for posting the costs or revenue to the contract.
If the costs or revenue are to be assigned to contract objects (rental object, building, property) in Controlling, then a distribution formula has to be defined in the contract.
The distribution formula specifies how the amount paid is distributed when there are multiple contract objects.
Example: Distribution by area (for rental spaces)Equal distribution (for rental units)
If a condition relates to only one object, you still have to enter a distribution formula so that costs or revenue can be posted completely to this object.
When a distribution formula has been created, the system creates a document that is usedfor posting the costs or revenue from the contract to the object.
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Distribution Posting: Example
1000 (2) Contract
Credit for Basic RentBasic Rent Revenue
700 (2) RO 1300 (2) RO 2
Distribution Posting
Condition for Basic Rent: € 1000
Rental Object 1: Office space 70m²
Rental Object 2: Apartment 30 m²
Distribution formula (entered in the condition):
C – By area
If the contract contains only one object, then the full posting amount is distributed to this object.
The balance on the contract is ultimately zero, but the original posting can be displayed in reporting (distribution posting to the rental objects).
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Posting Log
Real Estate - Posting Log (Document Currency)G/L Account VendorCustomer RE object RE Acct Assignmt
Real Estate - Posting Log
Reference Key Sender Doc. Number Year CoCd DocType Client User CPU Date CPU TimeReference Number Reverse Doc. Year Transaction Doc. Date
Currency Text Postg Date Per.Itm PK S Amount SK Text G/L Acct Customer/Vendor/G/L Acct RE Acct Assignmt/Cost Center A
000000032002000001 REACI 10001403 2000 1000 AB SEEM 09/ 29/2002 14:23:44000000032002REPP RERAPP 03/01/2000
EUR Per.Posting: Mar 00 03/01/2000 03
001 40 100,000.00 V0 01/03/2000*Cred. Basic rent 470000 Occupancy Costs REC 1000/1
003 40 21,000.00 V0 03/01/2000*Cred. Obj.coll. 470000 Occupancy Costs REC 1000/1
001 40 21,000.00 03/01/2000*Cr.trsf. Obj. 470000 Occupancy costs BE 1000/1000
003 40 100,000.00 03701/2000*Cr.trsf.Basic 470000 Occupancy Costs REC 1000/1000002 50 21,000.00- 03/01/2000*Cr.trsf.Obj. 470000 Occupancy Costs REC 1000/1
004 50 100,000.00 03/01/2000*Cr.trsf.Basic 470000 Occupancy Costs REC 1000/1
002 31 100,000.00- V0 03/01/2000*Cred.Basic rent 160000 100128 Global Business Prop
004 31 21,000.00 V0 03/01/2000*Cred. Obj.coll. 160000 100128 Global Business Prop
000000032002000001 REACI 10001404 2000 1000 AB SEEM 09/29/2002 14:23:44000000032002REPP RERAPP 03/01/2000
EUR Per.Posting: Mar 00 03/01/2000 03
Jump to theReal Estate objects
Jump to the documents
Jump to the G/L Accounts
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Automatic Account Determination – Periodic Posting
With flow type and reference flow types
Starting point:The automatic postings in periodic posting are made using the condition types.
The condition types (basic rent, advance payment for operating costs and so on) are independent of usage (third-party usage, own usage, vacant).
Each usage type (third-party usage, own usage, vacancy) should have a different account.
The accounts posted to for distribution postings must be different from the accounts used in receivables posting.
Solution:Each condition type refers to a flow type (Customizing).
The flow type determines the account determination.
If there is no third-party usage, the postings can be transferred to other accounts. For this to happen, you have to assign a further flow type (reference flow type) to the original flow type using a relationship key.
The automatic postings in periodic posting are made using the condition types. Each condition type refers to a flow type (Customizing).
Each flow type is assigned a posting scheme containing the document type, posting key and, if necessary, the special G/L indicator and symbolic accounts.
The symbolic accounts are assigned a G/L account for each chart of accounts used.
If you set the special G/L indicator, the system makes the posting to the alternative reconciliation account that is assigned to this special G/L indicator (specified in FI Customizing).
The account determination is contingent on:
The flow type and a freely definable account assignment value (field in the rental unit/agreement).
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Account Determination: Logic
Condition Type Condition Type →→ Flow TypeFlow Type
→→ (Reference Flow Type)(Reference Flow Type)
→→ Account DeterminationAccount Determination
Starting point:
The automatic postings in periodic posting are made using the condition types.
The condition types (basic rent, advance payment for operating costs and so on) are independent of usage (third-party usage, own usage, vacant).
Each usage type (third-party usage, own usage, vacancy) should have a different account.
The object cash flow should be generated automatically using the condition specified in the contract.
Other accounts should be used for distribution postings.
Solution:
Each condition type refers to a flow type (Customizing).
The flow type determines the account determination.
If there is no third-party usage, the postings can be transferred to other accounts. For this to happen, you have to assign a further flow type (reference flow type) to the original flow type using a relationship key.
The object cash flow is also generated using relationship keys and reference flow types.
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There is a retroactive increase of a receivable (that is, after periodic posting was already performed).
Reference Flow Type
Own usage 040Follow-up postings
Retroactive condition increase 010Retroactive condition reduction 020
Vacancy 060Distribution postings (object transfers) 030Service Charge Settlement
Receivables from settlement 110 Credit from settlement 120
ActivityActivity Relationship keyRelationship key
Condition Type → Flow Type →Reference Flow Type → Account Determination
Example:
010 Follow010 Follow--up postings due toup postings due tocondition increasecondition increase
Based on the given situation, the system recognizes if it should use the flow type that was originally assigned to the condition type, or if it should use a reference flow type.
Reference flow types are used to determine alternative flow types that result from the original flow types. The reference flow types appear in the cash flow.
During posting, the system uses the account determination that is assigned to the reference flow type.
In some cases, reference flow types are used for other reference flow types.
Example: Internal contract, condition type 0010 Basic rent, original flow type: 1000
Since it is an internal contract, then reference key 040 for "own usage" is used. If follow-up postings have to be made later for this contract, then you would use the reference flow type for "follow-up postings."
This graphic shows the individual relationship keys.
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Automatic Account Determination: Settings
Condition TypeCondition TypeCondition Type Condition GroupCondition GroupCondition Group
Usage TypeUsage TypeUsage Type
Assignment ofReference Flow Type
Assignment ofAssignment ofReference Flow TypeReference Flow Type
Flow TypeFlow TypeFlow TypeAccount Symbol §Account Symbol Account Symbol §§
ContractContractContract
RE-FX CUSTOMIZING RE-FX CUSTOMIZING
G/L Account (FI)OccupancyCosts
470000
ContractContract--RelatedRelated
Cash Flow
ObjectObject--RelatedRelated
Procedure for setting up automatic account determination:
Create the G/L account in FI, and create the account symbol in Customizing for RE-FX (Accounting).
Assign the G/L account and the account symbol.
Assign the account symbol and flow type (with possible assignment of flow type to reference flow type).
Create each condition type on the basis of a flow type.
Assign usage types to rental object types.
Assign condition types to condition groups.
Assign condition groups to the corresponding contract types or rental object types (on the basis of the assigned usage type).
Example
Condition group Customer contract, commercial – contract type Commercial lease-out
Condition group Rental object, commercial – usage type Store
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Selection usingContract number
Individual entryCollective entry
Posting
Master DataDocumentsParameters
Payment proposal
Postprocessing
Payment, postingDME
Account statement,handling of returns
(if nec.)
Electronicaccount statement
Management byContract numbers
Posting
Postprocessingif necessary
Incoming Payments Processing
ManualManualfor example, for example, cash paymentcash payment
Payment programPayment program(collection)(collection)
ElectronicElectronicaccount statementaccount statement
transfertransfer
Processing of incoming payments takes place in the accounting system.
Incoming payments can be processed in one of two ways:
Automatically: Payment program (when automatic debit authorization indicator is set -> debit memo procedure is used)
Electronic account statement entry (bank transfers)
Manually
The R/3 System supports all current international standards for account statement formats, such as MultiCash. It also supports the German bank procedure "BK01," which is a special form of real estate-specific account statement.
The system assigns bank transfers to open items of customers with the electronic account statement entry using various criteria. You can also specify if the system is to create residual items for underpayments or make payments on account. If there is not enough information for an assignment, such documents are collected on an account for rejected items and can be manually assigned later on.
The Customizing settings made for determining the sequence for clearing open items and residual items or making payments on account apply equally for electronic account statement entry and for manual incoming payments.
The system generates the data carrier needed to transfer debit memo information to the corresponding house banks.
If a payment method is entered on the condition, it is also entered in the document. If the payment method is not entered, the payment program handles the payment using the specifications on the customer master record ("allowed payment methods").
The payment program clears open items only if they have the same payment method. Therefore, we recommend that you enter the payment method on the contract only in rare cases.
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It is not necessary to reverse periodic posting whenchanges are made to conditions after the periodic posting run, since any changes are taken into account the next time periodic posting is run.
You can reverse the complete periodic posting run in RE-FX.
Effect: Adjustment of cash flow (actual positions revert to planned positions)
It is not yet possible to reverse single documents from the periodic posting run!
Reversal of Periodic Posting
It is not yet possible to reverse individual items from the periodic posting run in FI.
SAP recommends that in Release 1.0 you reverse the entire periodic posting run. Then after making your corrections, execute the periodic posting again.
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Dunning: FI Dunning Program
Processing
• Dunning Level• Dunning Block
Sample Printout
Current Settings
Basic Parameters
Dunning Proposals
Master Record Documents
- Execute -
- Print -
Dunning Letters
Dunning List
The periodic posting function transfers information to the document. Some of this information, such as the payment method, dunning area, dunning block and the contract number, is relevant for the dunning program. The treatment of documents is the same as in FI. Items subject to dunning are those that:
Are due (or overdue)
Do not have a dunning block
Do not have an incoming payment method in the items or in the customer master record
Have an incoming payment method but also have a payment block
The system uses the dunning form that you defined in Customizing (standard form) for the dunning area and assigned dunning procedure.
Dunning letters are only sent to customers (standard FI procedure: does not apply for RE, see next slide)
You generally make your selections by customer accounts, but it is also possible to select customers by Real Estate object (contract, business entity, and so on). Or you can use the Free Selections function and field name BSID-VERT to select only contracts. You can also limit selection to contracts in the payment program using the Free Selections function. An additional log is created in both the dunning program as well as the payment program.
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Definition of partner roles as additional dunning recipients (with a specific dunning level) possible
Automatic dunning of master tenant with customer account
Dunnable payment methods
Dunning list according to BE and RU
Requirement: Dunning grouping by contract number
Dunning: Special RE Features
RE-FX special function: Dunning grouping by contract numbers in customer master record..
This grouping must consist of the following fields in this order:
Contract number VERTN length 13
Contract type VERTT length 1
In addition to the items that are dunned according to the logic in FI, the system also duns all item for which a dunnable payment method is entered in the item or in the customer master record.
You have to specify the payment methods that are dunnable in Customizing for Standard Real Estate Management:
SAP Customizing Implementation Guide → Real Estate Management → Rental Accounting → Dunning → Determine Dunnable Payment Methods
You can sort, filter or display the dunning list according to business entity or rental unit.
If a tenant has contracts containing different dunning levels, the dunning level on the customer master record is considered the highest dunning level. The dunning levels are updated in the next dunning run.
In addition to customers, partners that are in the dunning program can also receive dunning letters. The role categories have to be assigned to the usage type of the partner (such as lease-out) in Customizing for RE-FX, dependent on the dunning level. You also have to designate that the partner is a dunning recipient:
RE-FX Customizing → Flexible Real Estate Management → Accounting → Accounting System Integration → Accounting System → Dunning → Assign Application/Role Category/Dunning Parameter
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Customizing for Accounting
Integrationwith Accounting
System
RE-specificaccount properties:
e.g. possible account assignment objects
Create account symbolsand assign them to
flow type
Define tax parametersTax types
Tax groups
Assign tax parametersTax code
Tax transaction key
Define dunning parameters
G/L accounts
Document types
G/L accounts
Define determination of document type
Replace account symbols with G/L accounts
Assignment of RE-specificaccount properties
to G/L accounts
Define tax code
Basic settings for dunning
RE-FX FI
Document type determination can be set:
Using processes (SCS, periodic posting for contracts, and so on) and activities (transfers, receivables)
For each flow type
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Reports and Overviews
AccountingOpen Item List (Customer, Vendor)
Balance List (Customer, Vendor)
Posting Log
The following reports for accounting can be called directly in Flexible Real Estate Management:
Customer Line Items
Posting log
You can call additional reports in Accounts Payable and Accounts Receivable:
Balance lists
Open items lists
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Accounting: Summary
You are now able to
Explain the different types of periodic posting
Call and update partner-related and object-related cash flows
Describe the relationship between conditions, flow types and automatic account determination
List the options for manual and automatic incoming payments
Explain the requirements for dunning and the process involved
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Exercises
Unit: Accounting Topic: Periodic Posting, Incoming Payments,
Vacancy Postings, Payments
At the conclusion of these exercises, you will be able to:
• Display payment-related and object-related cash flows
• Perform periodic posting
• Generate vacancy postings
• Update incoming payments manually
• Check account information of your tenants
• Start an automatic payment run
Your enterprise pays regularly recurring amounts for rent and services to your business partners with vendor accounts.
Your company collects periodic rent payments from your tenants.
Your company also allocates internal costs to different departments for the use of office space and other areas in the locality.
1 Simulate periodic posting for the contracts in your business entity (1##) for January of last year. Check the error log.
2 Release your business entity for posting in the RE Navigator.
3 Simulate periodic posting of your objects again for January of last year.
As soon as the simulation does not show any errors, perform periodic posting for the contracts of YOUR business entity (all contracts) for January of last year.
4 Call up the posting log.
5 Display the customer account for your commercial lease-out. To do this, use the relevant contract.
6 Display the cash flows of the commercial lease-out. Pay special attention to the status of the first entry. The status changed from P (for planned) to I (for actual). Branch to the relevant accounting documents.
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7 The tenant of the commercial lease-out pays the rent in cash for January of last year.
Post the incoming payment (transaction F-28). Select the following data:
Account 113100 Type DZ (Customer payment) Amount € 21.460,15
Enter the account number from your contract for the customer.
Choose Process open items.
Save.
Call the customer account again, as described in exercise 5.
8 Perform Periodic Posting: Rental Objects (Vacancies) for your business entity for January of last year.
First simulate the vacancy posting. Check the error log and then execute the periodic posting.
Have a look at the posting documents and the account assignment objects.
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Solutions
Unit: Accounting Topic: Periodic Posting, Incoming Payments, Vacancy
Postings, Payments
1 Simulate periodic posting.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Month for Posting Run 01
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting area, ensure that the entry in the Posting Run Mode field is Simulation and that the entry in the Type of Posting Run field is Periodic Posting + Transfer. Change these entries if necessary.
Choose (Execute).
Check the error log by choosing (Error Log).
Expand the entry that is marked with .
Leave the error log and the periodic posting by pressing (Back) three times.
2 Release your business entity.
Call the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
Change the display in the Navigation Area to My Objects and expand Business Entities by choosing the icon on the left of the entry. Double-click your business entity and then choose (Changes Between Display <-> Change). Release your business entity for accounting by choosing and save with (Save).
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3 Execute periodic posting.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Month for Posting Run 01
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting area, ensure that the entry in the Posting Run Mode field is Simulation and that the entry in the Type of Posting Run field is Periodic Posting + Transfer. Change these entries if necessary.
Choose (Execute).
Check the error log by choosing (Error Log).
Leave the error log by pressing (Back) twice.
In the Posting screen area, select Update Run in the Posting Run Mode field. Select Periodic Posting + Transfer in the Type of Posting Run field.
Choose (Execute).
Check the error log again by choosing (Error Log).
Leave the error log and the periodic posting by pressing (Back) three times.
4 Look at your posting log.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Reporting → Posting Log (RERAPL)
In the Company code field, enter the value 1000, and in the Document entry date field, enter today's date. Choose (Execute).
Leave the posting log by pressing (Back) twice.
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5 View a customer account based on a specific contract.
Call the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
Change the display in the Navigation Area to My Objects and expand Real Estate Contracts by choosing the icon on the left of the entry. Double-click the number of your commercial lease-out.
Go to the Partners tab page and choose Account, then run the report with (Execute).
Leave the item display of the customer by pressing (Back) twice.
6 Go to the Conditions tab page and choose (Cash Flow…). Choose (Entry Already Posted) and double-click the accounting document text. Leave the document display by choosing and then .
7 Call the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Single Documents → Post Incoming Payments. Enter the following data:
Field Name or Data Type Values
Document Date 05.01. of last year
Posting Date 05.01. of last year
Type DZ
Company Code 1000
Account 113100
Amount 21.460,15
In the Open item selection area, place the cursor in the Account field and call the F4 Help.
Go to the Customers By Real Estate Contract tab page, enter the contract number of your commercial lease-out and choose (Start search).
Select the displayed line and copy the customer number with .
Choose Process open items and post with .
Call the customer account again, as described in the solution to exercise 5. However this time, select All items in the Line item selection area.
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8 Simulate periodic posting: vacancy.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Vacancy for Rental Objects (RERAVP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Business entity 1##
Month for Posting Run 01
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting screen area, ensure that the Posting Run Mode field is filled with Simulation. Change the entry if necessary.
Choose (Execute).
Check the error log by choosing (Error Log).
Leave the error log by pressing (Back) twice.
Change the entry in the Posting Run Mode field to Update Run and execute again by choosing .
Check the error log again by choosing (Error Log).
Leave the error log and the vacancy periodic posting by pressing (Back) three times.
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Adjustment of Conditions
Content:
Procedure
Adjustment methods
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Adjustment of Conditions: Objectives
At the conclusion of this unit, you will be able to
Explain the adjustment procedure
Describe possible adjustment methods
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Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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You want to adjust condition amounts for your contracts
Depending on the contract, you need to choose between free adjustment and adjustment with an index
Adjustment of Conditions: Business Scenario
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Adjustment Methods
The following adjustment methods are available:
Index-linked rent adjustment
Free adjustment
Adjustment of advance payments (through service charge settlement)
The following adjustment methods are available in Release 2.0:
Free adjustment
Adjustment with index
Adjustment of advance payments during service charge settlement
Adjustment methods for residential real estate management (such as representative list of rents, comparative apartments, and so on) are provided in ERP 2004 and later.
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Adjustment Term
AP adjustment term
Rentalobject
Contract
Current status of theadjustment for the
condition
E.g. AP operating costs
Index adjustment termConditions
Conditions
Manual
E.g. AP heating expenses
E.g. Rent
E.g. Parking space rental
Manual
Adjustment terms are defined in the contract and assigned conditions.
You can assign several conditions to one adjustment term, which means that the individual conditions can be adjusted using the same method. When performing the adjustment, you can decide which conditions should be explicitly included.
In the contract, you can check at any time for each condition type whether an adjustment has already been performed and what the current status of the adjustment is (exists but is not activated, exists but is defective, or it is already activated with the option of performing another adjustment).
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Process for Adjusting Conditions
•• Header (ID)Header (ID)•• Adjustment recordsAdjustment records•• LogLog
Simulate adjustment
Enter approval, if required Activate
new conditions
Fix adjustment
Lease-out
Rental object
Dataof
adjustmentrun
Dataof
adjustmentrun
List of List of calculated calculated
adjustmentsadjustments
Check andchange, if necessary
(if permitted)
Notification correspondenceCheck and
change, if necessary
Dataof
adjustmentrun
Dataof
adjustmentrun
If you want to adjust conditions, you can first simulate the adjustment. The simulation generates a list of possible changes.
You can change the values in the list depending on how the adjustment term has been defined in the contract.
If the simulation matches the requirements, it can be used in the update run. Various steps must be performed individually for each adjustment run. The individual steps are:
Determination of adjustments Adjustment editing Approval correspondence Approval or rejection Activation of adjustments Adjustment correspondence
Where possible, a complete log and results report are displayed for the steps. If a step is interrupted during the update run, a log is created for that particular activity. After the cause of the error has been removed, the adjustment must be restarted at this point.
The system takes into account any periods and limitations that are set by law. Capping rules must be defined in Customizing and assigned to the individual adjustment methods. Rent adjustments that are subject to approval (dependent on how the adjustment term is defined in the contract) can only be activated after the approval has been entered.
Successful, defective, and planned adjustments can be viewed in the master data dialog of the contract.
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Customizing and Application
Predefined rule:• Adj. rate: 3%• Frequency 12 months• Earliest adjustment
Customizing
Predefined index rule:• Index type: VPI• Base year 1991 = 100• Index increase 5%• Pass-on rate 100%• Frequency 12 months• Earliest adjustment
Adjustment rule 01 (free adj.):• Adj. rate: 5%• Frequency 12 months• Earliest adjustment
Contract
Adjustment rule 02 (index):• Index type: VPI• Base year 1991 = 100• Index increase 4 points• Pass-on rate 75%• Frequency 12 months• Earliest adjustment
Contract conditions:• Office rent Office 1 € 2,000 monthly Adj. rule 02• Store rent Store 1 € 10,000 monthly Adj. rule 02• Warehouse rent WH 1 € 10,000 monthly Adj. rule 01• ...
Adjustment terms are defined in Customizing, which you can assign in the application.
Adjustment terms can be controlled on an individual basis and users can be given access for changes. For example, it is therefore possible to define an adjustment term that is not displayed to the user in the characteristics because this term cannot be changed. You can also exclude individual fields from changes.
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Free Adjustment
Adjustment methods
FREE
Percentage adjustment:
By 10%
Absolute adjustment:
With € 37 / unit of the measurement type
Internal flow of the adjustment:
Determination of adjustmentsAdjustment editingApproval correspondenceApproval or rejectionActivation of adjustmentsAdjustment correspondence
In the free adjustment method, you can change condition amounts in terms of a percentage or an absolute amount (whole or by measurement unit).
Method-specific settings must be configured for the adjustment run.
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Adjustment with Index
Contract 2:
Index type CPI
Only increase > 4 pointsAmount passed on 75%
Contract 1:
Index type CPI
Only increase > 5% Amount passed on 100%
Internal flow of the adjustment:
Determination of adjustmentsAdjustment editingApproval correspondenceApproval or rejectionActivation of adjustmentsAdjustment correspondence
Adjustment methods
INDEX
In the adjustment process with index, the index and the relevant base year are already defined in the contract. The adjustment is made based on these entries and based on the index points maintained in Customizing.
For the adjustment term, you can define a minimum change in both percentage and points. A contract condition is not adjusted unless the corresponding rules in the contract (for the condition) allow it.
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Frequency (for instance 3) of rent adjustment (RA)
Adjustment delay in months (for instance 2)
Example 2: Rent adjustment run = Aug.1
Example 1: Rent adjustment run = Oct.1
Frequency and Delay
t
t
Backwards
Backwards
1.8.Index data
1.10.Date that adjustment is valid from= Date of rent adjustment run
In both cases, the index data for August is available and the new date for the conditions is 10.1. The difference is the date assigned to the rent adjustment run.
tFlexible
1.1. 1.4. 1.7.
Rental start RA RA
1.8.Index data
Date of rent adjustment run
1.10.Date that adjustment is valid from
tFlexible
1.1. 1.4. 1.5. 1.6. 1.7. 1.8.
Rental start RA RA RA RA RA . . .
You enter the adjustment frequency and delay for the index adjustment data of the adjustment term.
Adjustment frequency: If the entry in the flexible adjustment frequency field is Earliest, the frequency is taken to mean the minimum duration. Otherwise adjustments can only be made with the specified frequency.
Frequency example: If the frequency is 1, adjustments can be made at any time. If the frequency is 3, adjustments can only be made every three months. If the entry for the flexible adjustment frequency is Earliest, adjustments can be made any time after three months (as long as this is after the date of first adjustment). In our example, the next possible adjustment is not possible until three months after an adjustment.
Adjustment delay: As index data is always issued with a delay and the rent adjustment normally applies to a date in the future, the adjustment is subject to a delay. You have the following options:
Example 1: If an adjustment is to be carried out on 01.11.2004, an adjustment delay of 3 months means that the index level of 01.08.2004 would be used for adjustment on 01.11.2004.
Example 2: In an adjustment delay of -3 months, the adjustment would be carried out on the basis of the index level of 01.02.2005 retroactively to 01.11.2004.
The difference is the sign (-) assigned to the adjustment delay!
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Rebasing the Index (Customizing)
Index Month Year Value
CPI 1 2003 104.0
CPI 2 2003 104.5
CPI 3 2003 104.6
CPI 4 2003 104.3
CPI 5 2003 104.1
CPI … 2003 …
CPI 10 2004 106.2
Index Month Year Value
"Old" 1 2003
"Old" 2 2003
"Old" 3 2003
"Old" 4 2003
"Old" 5 2003
"Old" … 2003
"Old" 10 2004
Determination of new index values for finished index series
Rebasing
With the introduction of a new base year for consumer price indexes, all indexes used previously have been standardized. Certain index series are no longer used.
SAP recommends permanently converting contracts that are linked to "expired" indexes.
A conversion table is provided for the transitional period. Index series that are no longer valid are continued, but on the basis of the new index calculations.
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Adjustment of Conditions: Summary
You are now able to
List the rent adjustment methods
Describe the rent adjustment process
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Exercises
Unit: Adjustment of Conditions Topic: Performing the Steps Required to Adjust
Conditions
At the conclusion of these exercises, you will be able to:
• Use the different rent adjustment methods
You will take the following steps:
• Define an adjustment term in the contract/object, simulate and convert to an update run, then make any changes necessary, enter approval, and finally activate it
Lease-outs can be adjusted using the free adjustment and index adjustment methods.
Select a lease-out as your adjustment object.
1 Adjust with an index.
1-1 Define an adjustment rule for index adjustment in your first internal lease-out. Use the RE Navigator for this.
Define the adjustment term Index adjustment with suggestion.
Change the minimum changes in points to 1 point and set the flexible adjustment frequency to earliest.
The index start should be January 1 of last year.
Assign the condition Office basic rent detail and save the contract.
1-2 Simulate and execute the index adjustment for your contract.
Use the object selection for this. First, perform only the activities determine adjustments and process adjustments.
Adjustment should occur as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval.
Run the simulation and check the results.
Change the simulation to update mode.
1-3 Check your contract for changes in the adjustment status and check for changes that have already been made to the condition amount.
© SAP AG AC295 6-16
1-4 Activate the adjustment.
Check the condition amount change again and the change to the adjustment status for your contract in the RE Navigator.
2 Adjust by means of free adjustment.
2-1 In your residential lease-out, define an adjustment rule for free adjustment. Use the RE Navigator for this.
Define the adjustment term Free adjustment defined in the contract.
Assign the condition Basic rent and save the contract.
2-2 Simulate and execute the free adjustment for your residential lease-out.
Use the object selection for this.
The adjustment should affect all relevant condition types, with all calculation formulas.
The condition should be increased by 4.5%.
First, perform only the activities determine adjustments and process adjustments.
Adjustment should occur as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval.
Run the simulation and check the results. Change the date from which the new condition amount is valid to 01.05. of the current year. Enter the approval.
Change the simulation to update mode and activate it.
2-3 Check the changes to the condition amount and to the adjustment status for your contract in the RE Navigator.
© SAP AG AC295 6-17
Solutions
Unit: Adjustment of Conditions Topic: Performing the Steps Required to Adjust
Conditions
1 Adjust with an index.
1-1 Define an adjustment rule for index adjustment in your first internal lease-out.
Start the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the number of your first internal lease-out and then choose (Changes Between Display <-> Change).
Go to the Adjustment tab page, choose (Create Term) and choose Indexadjustment with suggestio.
Expand the method-specific parameters by choosing next to the text.
Choose the icon to unlink from Customizing and to be able to make changes.
Change the Min. Change Pts entry to 1 and the Flexible Freq. field to Earliest.
Expand the object-specific parameters by choosing next to the text and check the date of the index start. Change this entry to January 1 of last year.
In the lower screen area, go to the Conditions tab page and choose to assign free condition(s) and then select Condition Type Office basic rent detail.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 6-18
1-2 Simulate and execute an index adjustment.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
Adjustment of Conditions → Specify Adjustments (REAJPR)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Ensure that the Mode field is filled with Simulate Adjustment Run.
In the lower screen area, select the Index field.
Go to the Activities tab page and make sure that only the Determine Adjustments and Processing of Adjustments fields are selected.
Go to the Activity Parameters tab page, select the Next Possible Valid-From field and the OccupancyContracts field. Next to the OccupancyContracts field, change the entry in the Subject to Approvl field to Both.
Choose (Execute).
Select the displayed line and choose (Show detail).
Confirm the data with (Continue) and transfer the simulation with Change from Simulation to Update Mode.
Save the update run by pressing (Save).
1-3 Check the contract for changes.
Start the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the number of your first internal lease-out and then go to the Adjustment tab page.
Go to the lower screen area, to the Conditions tab page, and click the Inactive Adjustment Exists entry.
Leave the results screen by choosing (Continue).
Go to the Conditions tab page of the contract. The condition has not changed yet.
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1-4 Activate the adjustment.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
Adjustment of Conditions → Edit Adjustments (REAJCH)
Place the cursor in the Identification field and call the F4 Help.
Double-click the entry next to your user name in the Entered column and choose (Execute) to call the adjustment data.
Select the displayed line and choose to activate the adjustment.
Save the activation by pressing (Save).
To check for changes, restart the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the number of your first internal lease-out and then go to the Adjustment tab page.
Go to the lower screen area, to the Conditions tab page, and click the Active Adjustment Exists entry.
Leave the results screen by choosing (Continue).
Go to the Conditions tab page of the contract. Change the management of time slots to Show all time periods.
2 Adjust by means of free adjustment.
2-1 In your residential lease-out, define an adjustment rule for free adjustment.
Start the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the number of your residential lease-out and then choose (Changes Between Display <-> Change).
Go to the Adjustment tab page, choose (Create Term) and select Free Adjustment defined in the contract.
In the lower screen area, go to the Conditions tab page and choose to assign free conditions, then select Condition Type Basic rent.
Save by pressing Ctrl + S or (Save).
© SAP AG AC295 6-20
2-2 Simulate and execute an index adjustment.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
Adjustment of Conditions → Specify Adjustments (REAJPR)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Ensure that the Mode field is filled with Simulate Adjustment Run.
In the lower screen area, select the Free field.
Go to the Processing Paramet. tab page and choose (Insert Row). In the Incr. % field, enter 4,5.
Go to the Activities tab page and make sure that only the Determine Adjustments and Processing of Adjustments fields are selected.
Go to the Activity Parameters tab page, select the Next Possible Valid-From field and the OccupancyContracts field. Next to the OccupancyContracts field, change the entry in the Subject to Approvl field to Both.
Choose (Execute).
Select the displayed line and choose (Show detail).
In the Corrected Fr-Dt field, enter 01.05.[current year].
Choose (Approve) and confirm with (Continue), then also confirm the changes with (Continue).
Convert the simulation with Change from Simulation to Update Mode, select the line again and choose to activate the adjustment.
Save the adjustment by pressing (Save).
2-3 To check for changes, restart the RE Navigator.
In the SAP menu, choose: Accounting → Flexible Real Estate Management →
RE Navigator → RE Navigator (RE80)
In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Real Estate Contracts entry by pressing the icon on the left of the entry.
Double-click the number of your residential lease-out and then go to the Adjustment tab page.
Go to the lower screen area, to the Conditions tab page, and click the Active Adjustment Exists entry.
Leave the results screen by choosing (Continue).
Go to the Conditions tab page of the contract. Change the management of time slots to Show all time periods.
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Service Charge Settlement
Content:
Business scenario
RE Navigator
Infrastructure of service charge settlement
Service charge settlement process flow
Posting procedures
Customizing
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At the conclusion of this unit, you will be able to
Describe the service charge settlement process.Individual steps in this process are:
Creating the infrastructure
Posting vendor invoices
Performing service charge settlement
List the factors influencing the service charge settlement
Describe the relevant postings
Service Charge Settlement: Unit Objectives
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Service Charge Settlement: Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 7-4
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Service Charge Settlement: Business Scenario
Carry out the process required for the service charge settlement as follows:
Create the infrastructure for the service charge settlement
Post apportionable costs
Perform the actual service charge settlement
Adjust advance payments
Your company is charged for costs of: water, electricity, property taxes, and waste collection. You want to pass on these costs to your tenants. You have made individual agreements with each tenant, for example:
The tenant does or does not share in costs.
The tenant shares in the costs, but only pays for costs that exceed a specified amount. Or the tenant pays a flat fee regardless of the actual costs.
Tenants regularly make advance payments to cover costs, and these advance payments are cleared against the actual costs when the final settlement is performed. Or tenants pay only at the time of the final settlement.
Costs are distributed to the different tenants based on various criteria, such as:
Area
Actual consumption
Number of persons
Once a year you carry out a settlement of all costs that were charged in that year. During this process, you need to take vacancies and mid-year tenant changes into account. It is possible that the parameters related to the distribution of costs may have changed at some point (for example, an increase in the number of persons or the amount of space leased out).
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Service Charge Settlement - Process
You are charged for operating costs, and you post the vendor invoice.
You pay the invoice, but would like to pass the costs on to yourtenants as agreed.
You have to apportion the costs to your tenantsin accordance with their contracts:
Which rental objects are affected by the costs?Are there occupancy contracts (internal or external rental) for the ROs?How should the costs be distributed (according to area, consumption, other measurements)?How do the tenants share in the costs?(Are there contractual agreements?)
You distribute the costs to the tenants or objects and clear them with any advance payments that were made.
Your tenants receive information on the final settlement, and advance payments are adjusted accordingly.
© SAP AG AC295 7-6
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RE Navigator
Information Text / Detail Screen Object Data
List of Objects in StackBuilding 1000/1000/1Business Entity 1000/1000Property 1000/1000/1
Find Object
Resubmission
Appointment Calendar
Information System
1000/1000/1Object Data
Subordinate Objects
Address
Measurements
Functional Locations
Pooled Spaces
Rental Units
Fixt./Fittings characteristics
1000/1000/11000/1000/21000/1000/3
Object Overview
Building
The RE Navigator is a standardized transaction for processing master data, contracts, and the infrastructure of service charge settlement.
© SAP AG AC295 7-7
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Scenario: Sharing in Costs
Parking lot
Electricityfor offices
Propertytax
Water
All office spaces
All objects
Cleaning of parking lot
All apartments
Parking lot
Ground floor
First floor
Administration building
Residential building
You use the participation group to group together rental objects participating in a service charge settlement. You can use the participation group as a reference for the service charge settlement and address each group of rental objects individually.
The participation group is a group of rental objects that participate in a particular settlement.
Example: Charges for water are only relevant for the apartments. You define a participation group containing just these rental objects.
The following objects can be assigned to participation groups:
- Rental objects
- Business entities
- Buildings
- Property
- Participation groups
If objects containing rental objects are assigned, these rental objects are automatically assigned to the participation group. This means that if a building is assigned to the participation group, all the rental objects contained in it are also automatically assigned.
Individual pooled spaces with or without rental spaces can be assigned to the participation groups.
Individual rental spaces can also be excluded.
Participation groups can be created individually or regenerated/changed within a settlement unit.
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Settlement Participation
Participation Group
Special agreement
for example, flat rate
PostingPosting
PostingPosting
PostingPosting
PostingPosting
PostingPosting
Rental Object 1
Rental Object 2
Rental Object 3
Automatic!Tenant
Pays share of costs,clearing against AP
TenantPays only amount agreed contractually, does not pay share of costs
Cost Center Vacancy
Cos
ts
The participation group specifies if the rental object participates in service charge settlement. All rental objects that are assigned to a participation group participate in the distribution of costs.
If there is no occupancy contract for a rental object, then the costs are posted either to the rental object, or to the cost center for vacancy costs (if it is entered in the posting parameters).
If there is an occupancy contract for the rental object, then the costs are automatically passed on to the tenant.
If the tenant is not supposed to share in the costs that arose on the rental object, there are two possible ways of handling this:
You can delete the rental object from the participation group. Then all service charges are apportioned to the remaining rental objects in the participation group.
You can specify in the real estate contract that the tenant does not share proportionally in costs. Instead, the tenant could pay a consistent flat rate, or only be obligated to pay costs up to a defined limit. The system nonetheless calculates the share of costs that arose on the rental object, but this share of costs is not charged to the tenant. The tenant pays only the amount that was agreed on.
If there are no other special contractual agreements, then the rental object participates in service charge settlement.
© SAP AG AC295 7-9
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Scenario: Settlement Units
per m²
Total area
per m² of total area
Electric
Full electricity
Lighting onlyPer parking space
per Unit
Parking spaces(Number)
Waste collection
Room capacity in persons
Water consumption
Usable space
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Settlement Settlement UnitUnit
for company codefor company code
The Settlement Unit
WHAT?Which costs?
In the System:
Choose service charge key
e.g. 200 – Water 40 – Recycling
WHO?Who participates in the SCS?
In the System:
Assign participation group
e.g. ALL RENTAL OBJECTS ALL PARKING LOTS
WHEN?For what time period?
In the System:
Enter settlement period and variant
e.g. 01/01/2000 – 12/31/2000,annual, German tenancy law
HOW?Using what criteria?
In System:
Enter measurement (meas. type + meas. unit), percentage, purpose
e.g. Number of persons + units, 100%, landlord-tenant
Apportionment units
The tenant pays for service charges in addition to rent if this is specified in the lease. These service charges could include: property tax, water, sewage, elevator, street cleaning and waste collection, house cleaning and pest control, landscaping and gardening, lighting, furnace maintenance, insurance, common satellite dish or cable service, laundry room, and so on.
The settlement unit determines the apportionment of: Which costs (service charge key) To which rental objects (participation group) During what time period (settlement period) In what manner (measurement amount)
Before you can set up the infrastructure data for service charge settlement, you need to have already created the following master data: business entity, building or property, rental object.
Normally you create settlement units per business entity. Creating participation groups:A participation group specifies a set of rental objects to which the costs of a settlement unit are distributed. A participation group can be used in any number of settlement units. At any given point in time during the settlement period, only one participation group is assigned to the settlement unit.
The settlement unit thereby specifies how service charge costs are distributed (that is, this specification applies as long as no other agreements were made on a real estate contract of the lease-out type). You can make these kinds of special agreements, which are dependent on the contract, in the conditions and in the settlement participation data on the contract.
The system posts the vendor invoices which are sent to tenants for service charges in Financial Accounting (FI). For this posting, you enter the additional account assignment, the key of the settlement unit, and a date (from this date the system determines the settlement period).
© SAP AG AC295 7-11
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7/1/03-06/30/047/1/04-06/30/057/1/05-06/30/06
7/1/03-06/30/047/1/04-06/30/057/1/05-06/30/06
Cost Collector for Settlement Unit
Settlement Variant Valid-From Date of SU
A001 Yearly 1/1 – 12/31A002 Yearly 7/1 – 6/30
A001 Yearly 1/1 – 12/31A002 Yearly 7/1 – 6/30
Date the participation groupwas first assigned
Date the participation groupwas first assigned
Settlement Periods1/1-12/31/20031/1-12/31/20041/1-12/31/2005
1/1-12/31/20031/1-12/31/20041/1-12/31/2005
The system uses the settlement variant and the valid-from date of the settlement unit (first assignment to a participation group) to derive the settlement periods of a settlement unit.
Examples of settlement variants:
A001: Yearly such as, for operating costs
A002: Yearly 7/1-06/30 such as, for heating costs
Cost collectors collect the costs of a concrete period for a settlement unit.
When an invoice is received that relates to service charges, you have to enter the settlement unit and a settlement reference date when posting the invoice. The system then identifies the cost collector that belongs to this settlement reference date, and updates the values posted to that cost collector.
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Master Settlement Unit
Settlement unitSettlement unit(street(street--cleaning)cleaning)
Settlement unitSettlement unit(garbage)(garbage)
Distribution by:Apportionment unitEquivalence figuresFormula for calculating the hot water share
Master SU(street-cleaning(
and garbage)
The vendors lump together various service charges affecting different settlement units and bill them in one invoice, for instance heating expenses and hot water costs. The costs then have to be distributed to the correct settlement units according to a certain key. You have to define special settlement units for this pre-distribution of costs, and these are called "master settlement units".
You can collect (post) costs on a master settlement unit and define the calculation base for distributing these costs to the correct participating settlement units.
Examples of calculation bases:
Measurement
Equivalence figures
Percentage distribution
The service charge settlement uses the corresponding calculation basis to post the costs to the participating settlement units and allocate them proportionately. This creates a transparent cost situation down to the level of the individual settlement units. To distribute costs from the master SU to the participating SUs, you have to specify in Customizing for Real Estate a "Master SU credit account" and a "Master SU receiving account" for the cost element that was originally posted.
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Cost Object Settlement Unit (SU)
SU: heating expenses
Cost object SU: heating oil
Cost object SU:heater maintenance
Cost object SU: power for heating
Costs
Costs
Costs
Settlement
Cost object SUs can be defined within settlement units.
In contrast to the master settlement unit, here costs can be posted in detail to the relevant cost object SUs. Settlement takes place via the settlement unit that contains these SUs.
Cost object SUs can be used to perform external heating expenses settlement, thereby replacing the heating system of classic RE.
The external heating expenses settlement does not need to be linked with it. You can also perform the operating costs settlement with it.
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Settlement Unit for Data Medium Exchange
External settlement company
A-tapeComparison ofevaluation groups(consumer numbers)
A-tapeComparison ofevaluation groups(consumer numbers)
D-tapeSettlementresults
D-tapeSettlementresults
M/L-tapeTenant/owner data
Settlement periodConditionsSum of advance payments and flat-rate payments
M/L-tapeTenant/owner data
Settlement periodConditionsSum of advance payments and flat-rate payments
Settlement units for data medium exchange must be defined for external heating expenses settlement to be possible. An M/L-tape can be generated and a D-tape must be imported for objects of this settlement unit. Then you can perform the settlement in conjunction with cost object settlement units.
Information is exchanged with the settlement company by data medium exchange.
A-tape Using the A-tape created by the settlement company, the system compares the evaluation groups. The consumer numbers from your organization (for example, contract number, tenant number) are assigned to the equivalent evaluation groups in the settlement company. Use the standardized layout sets to inform the settlement company about your consumer numbers.
M/L-tape At the end of every settlement period you create the M/L-tape and make it available to the settlement company. This tape contains all data on the heating expenses settlement relevant for the settlement company. The data is taken from the master data for the contract, rental object and the SU for data medium exchange.
D-tape The settlement company makes the settlement results available to you on the D-tape. Import this data into your system. You can also enter the data manually. It does not have to be transferred by data medium exchange.
© SAP AG AC295 7-15
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Costs Directly Assigned to Contract
Settlement participation for real estate contract RE-FX account symbol Account for directly
assigned costs
Settlement Unit:
Service charge key assigned account symbol for credit posting
Rental objects are assigned to a participation group
Posting of costswith direct assignmentto lease-out with reference to the rental object (using reference date)
Costs directly assigned to the contract can be reported in service charge settlement and passed on to the tenant.
For this, a service charge key must be defined as follows: The service charge key must be assigned an account symbol of RE-FX account determination, from which the credit posting is derived.
RE-FX-specific account properties must be assigned to the account which should be used for the expense posting.
The expense posting must be entered in Financial Accounting with assignment of the relevant lease-out. You also need to enter the rental object and a reference date.
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Apportioning by Consumption
Rental Rental object 1object 1
Rental Rental object 2object 2
Rental Rental object 3object 3
Rental Rental object 4object 4
Rental Rental object 5object 5
Meter
Meter
Meter
Meter
Meter
Meas. pt 2 Start: 0 m3 End: 17 m3
Meas. pt 3 Start: 0 m3 End: 25 m3
Meas. pt 4 Start: 0 m3 End: 19 m3
Meas. pt 1 Start: 0 m3 End: 23 m3
Meas. pt 5 Start: 0 m3 End: 20 m3
Total costs
23 / 104
17 / 104
25 / 104
19 / 104
20 / 104
For you to be able to do a service charge settlement according to consumption, meters must be assigned to the participating rental objects.
Measurement documents must be entered for the meters, then these are used as the reference for the apportionment.
For this to be possible, the measurement type must be defined as consumption-relevant and a characteristic must be defined in Customizing. The characteristic must be assigned to this measurement type.
You can also have a combination of consumption-dependent apportionment and apportionment by area (for example: 40% by consumption and 60% by area).
© SAP AG AC295 7-17
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Apportionment ofApportionment ofService ChargesService Charges
Where Do You Enter Which Parameters?
Settlement unitService charge keySettlement variantMeasurement TypeParticipation Group
Rental objectEnter measurement amount (such as amount of usable space, numberof persons, number of parking spaces)
Real Estate contractDefine special agreements for participation in SCS
Specify condition types:→ Advance payments, against which service charges are cleared, OR→ Flat rates
Participation GroupA participation group groups together rental objects that participate in the settlement of one settlement unit.
You specify the following in the settlement unit:
The service charge key (you defined service charge keys in Customizing)
The measurement type (you defined measurement types in Customizing)
The purpose of the apportionment (choose a predefined value)
The participation group and the date the validity period begins for the participation group (you either use an existing participation group, or create a new one here - participation groups are defined in the application) You can enter only one participation group for a given validity period. If a new validity period begins that is assigned to a different participation group, then the new participation group replaces the previous participation group. Example: 01/01/2001 - Participation group 1 06/01/2001 -Participation group 2 Starting on June 1, 2001, service charges are settled for participation group 2.
In the rental object, you enter the measurement types that the service charge settlement uses for distributing the costs.
In the real estate contract for the rental object, you enter:
Whether or not the proportional costs belonging to the contract should be passed on to the tenant
Whether or not tenants make advance payments or pay flat rates for service charges
Any special arrangements (for example, only 50% of costs are passed on to the tenant, or only costs up to a maximum of €100)
© SAP AG AC295 7-18
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Prerequisites – Checklist for Settlement
Was master data created for SCS?Participation group (Are all rental objects assigned?)
Settlement unit
Cost collectors:Were they generated?
Were costs posted to the cost collectors?
Lease-out:Is it active?
Were special agreements for settlement participation defined (if needed)?
Rental object:Are measurement amounts maintained?
Has periodic posting been performed?
What steps are necessary for successfully performing service charge settlement?
Example scenario:
In August 2002 an elevator is installed in Building 1. The operating costs and ongoing maintenance costs for the elevator are apportioned to all tenants in the building on the basis of area. The settlement period is the calendar year, the same as for the other settlement units in this business entity.
August 2002:
Create settlement unit (SU) with participation group "Building 1" (create as new if it does not already exist). Assign participation group to SU starting on August 1, 2002, with settlement variant "calendar year."
Generate cost collector for 2002.
Check whether any special agreements were made with specific tenants. If so, they have to be entered explicitly in the settlement participation of the contract. It might be necessary to define an advance payment condition on the contracts, or modify an existing one.
Make sure that a measurement amount is entered on all rental objects for the measurement type used for apportionment.
August 2002 – December 2002:
Post ongoing costs for the elevator to the SU.
Perform periodic posting at the end of each month.
(If the company code opts to pay sales tax on contracts, perform option rate determination for rental objects and occupancy contracts at the end of the month.)
© SAP AG AC295 7-19
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Internal Process for Service Charge Settlement
The system
Determines settlement hierarchy
Determines measurement amounts (reference factors)
Reads costs on settlement units
Determines advance payments
Distributes costs
Calculates credits/receivables
Generates correspondence
Posts costs to Financial Accounting
Determines the settlement hierarchy:Here the system determines the selected settlement units and the rental objects assigned to them. If a rental object of the type pooled space is assigned, then all rental spaces belonging to the pooled space are also assigned, even if they are not explicitly assigned to the participation group concerned. In addition, the system checks which real estate contracts of the lease-out type are assigned, and which rental objects are vacant. The system also checks if individual settlement units were selected, which, due to the definition of the conditions on the contract, cannot be settled separately. If any are found, the selection is increased.
Determines measurement amounts: Here the system determines the amount to be apportioned by multiplying the measurement amount by the number of days occupied or the meter reading.
Costs on settlement unit: Here the system also determines the direct costs on the rental objects and real estate contracts of the lease-out type.
Distributes the costs: Here the system determines the share of costs that is due for each individual rental object or contract. Any input tax correction is also determined in this step.
Posts costs to Financial Accounting: The system now creates posting records.
If errors occur, you only have to repeat the step in which the error was actually caused.
© SAP AG AC295 7-20
© SAP AG 2003
General Ledger
Posting Processes – Service Charge Settlement (1)
Bal
. She
et
Acc
ount
sP
/L A
ccou
nts
Revenues
Subsidiary LedgersSubsidiary LedgersV
endo
rs VendorPayables
Cus
tom
ers
Mayer
Lopez
Wilde
Olsen
Receivables
Expense
REC Clearing Clrg REC w/o AllocationRO Clearing
Credit Account
2190.- (1)2190.- (1)
(1) 2190.- SU
Reconciliation Accts
1. Posting of service charges incurred When the service charge settlement is made, the first costs to be determined are those posted to the settlement unit.
The text in italics represents account assignment of the particular account assignment object. CO account assignment is the same as for FI postings (a debit posting always triggers a debit account assignment). This is not clearly indicated in subsequent slides due to lack of space.
© SAP AG AC295 7-21
© SAP AG 2003
Posting Processes – Service Charge Settlement (2)
General Ledger
Bal
. She
et
Acc
ount
sP
/L A
ccou
nts
Revenues
Subsidiary ledgersSubsidiary ledgersV
endo
rs VendorPayables
Cus
tom
ers
Mayer
Lopez
Wilde
Olsen
Receivables
Expense
REC Clearing Clrg REC w/o AllocationRO Clearing
Credit Account
2190.- (1)2190.- (1)
(1) 2190.- SU
Reconciliation Accts
2190(2) SU
(2c) 16.- RU 1(2c) 366.- RU 2
(2a) 200.- REC Mayer(2a) 514.- REC Lopez(2a) 365.- REC Wilde
(2b) 729 REC Olsen
1. Posting of costs incurred
2. Credit settlement unit and cost element
a) Can be further allocated to contracts
b) Cannot be allocated further, but result of special agreements (flat rate)
c) Contracts cannot be assigned (vacancy)
The cost account and cost collector of the settlement unit are offset using a credit account.
The offsetting entries are a result of the distribution determined by the settlement and are posted in the following manner:
Costs that are passed on to the tenant have account assignment to the contract and are posted to a "Real Estate Contracts (REC) clearing account."
Costs (flat rates, percentage transfer to landlord) that are not to be allocated to tenants due to agreements in the contract are also assigned to the contract but posted to an "REC (contracts) clearing account without allocation."
The costs incurred that do not relate to lease-outs (vacancy) are accounted to rental units and posted on a "rental unit clearing account."
© SAP AG AC295 7-22
© SAP AG 2003
Posting Processes – Service Charge Settlement (3)
General Ledger
Bal
. She
et
Acc
ount
sP
/L A
ccou
nts
Revenues
Subsidiary ledgersSubsidiary ledgersV
endo
rs VendorPayables
Cus
tom
ers
Mayer
Lopez
Wilde
Olsen
Receivables
Expense
REC Clearing Clrg REC w/o AllocationRO Clearing
Credit account
2190.- (1)2190.- (1)
(1) 2190.- SU
Reconciliation Accts
2190.- (2) SU
(2c) 16.- RU 1(2c) 366.- RU 3
(2a) 200.- REC Mayer(2a) 514.- REC Lopez(2a) 365.- REC Wilde
(2b) 729.- REC Olsen
(2a) 200.- REC Mayer(2a) 514.- REC Lopez(2a) 365.- REC Wllde
(3) 200.-
(3) 514.-
(3) 365.-
200.- (3) REC Mayer514.- (3) REC Lopez365.- (3) REC Wilde
1. Posting of costs incurred
2. Credit settlement unit and cost element
a) Can be further allocated to contracts
b) Cannot be allocated further, but result of special agreements (flat rate)
c) Contracts cannot be assigned (vacancy)
3. Debit tenant
Costs that can be passed on to the tenant are posted in the subsidiary ledger to the tenant account and posted as receivables in the general ledger.
The offsetting entry is a revenue posting made to the corresponding lease-outs.
© SAP AG AC295 7-23
© SAP AG 2003
General Ledger
Bal
ance
she
et
acco
unts
P/L
acc
ount
s
Subsidiary LedgersSubsidiary LedgersC
usto
mer
s CustomerReceivable
AP revenue SCS revenue
150
AP operating costs 3 x € 150 Receivable from SCS € 64
150150
150150150
150150150
64
64
64
Receivables from sttlmt € 514 Advance payments paid € 450Receivable from SCS € 64
Periodic Posting of AP as Revenue
If condition type advance payment is defined as revenue, only the peak is posted as the settlement result. Therefore, in the example above, the AP (3 x € 150 = € 450) is subtracted from the overall result (€ 514). This means that, as the "peak", € 64 would be posted as the receivable.
There is no difference between the PLANNED and ACTUAL principle.
© SAP AG AC295 7-24
© SAP AG 2003
Periodic Postings and Incoming Payments (with SC)
Periodic Payments:Basic rent 500AP Operating Costs 150
Incoming payment:Incoming payment 650
General Ledger
Bal
ance
She
et
Acc
ount
sBasic Rent Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
500500 500500 650
150 JJ 150 150 K
Reco
ncilia
tion
Acco
unt
Reco
ncilia
tion
Acco
unt
Reco
ncilia
tion
Acco
unt
500
150 J
150 K
J 150
Only special G/L transactions that are designated as payable are offset by incoming payments. (In this example, the special G/L transaction "J"). The offsetting entries (special G/L transaction K) remain open (as received advance payments) and are only cleared during settlement (service charge settlement, sales-based rent settlement) with the settlement results. The K items are therefore not to be paid.
The special G/L indicators in the subsidiary ledger are used to update the special G/L account to which the indicator and the original reconciliation account have been assigned.
Note the following:
Special G/L transaction J must be executed as a payable transaction, whereas K is not to be executed.
Special G/L transactions have to be classified as A (down payment).
© SAP AG AC295 7-25
© SAP AG 2003
SCS: Clearing Advance Payments (1)
Tenant has paid all the the advance payments (before transfer posting)
Receivables from service charge settlement € 514AP Operating Costs 3 x 150 Advance Payments Paid 450
General Ledger
Bal
ance
She
etA
ccou
nts
P/L
A
ccou
nts
SCS Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
514 514 150150150
150 J150 J150 J
J 150J 150J 150
150 K150 K150 K
Reco
ncilia
tion
Acco
unt
Reco
ncilia
tion
Acco
unt
Reco
ncilia
tion
Acco
unt
514
150 J150 J150 J
150 K150 K150 K
J 150J 150J 150
The figure shows the account balance after periodic posting and the incoming payments for advance payments. The tenant has paid the advance payments in full. The tenant share of the service charges is 514.
© SAP AG AC295 7-26
© SAP AG 2003
Clearing Advance Payments (2)
Tenant has paid all the the advance payments (before transfer posting)
Receivables from service charge settlement € 514AP Operating Costs 3 x 150 Advance Payments Paid 450
General Ledger
Bal
ance
S
heet
Acc
ount
sP
/L
Acc
ount
sSCS Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
514 514 150150150
150 J150 J150 J
J 150J 150J 150
150 K150 K150 K
514
150 J150 J150 J
150 K150 K150 K
J 150J 150J 150
450 450
Balance
450
450Balance = 0 Balance = 0
Receivables from stlmt 514.-Credits from transferposting - 450,-
Balance for tenant: 64.-
The figure shows the account after the transfer posting.
The tenant has paid the advance payments in full and no open items are remaining in the advance payments.
The balance resulting from the service charge settlement is the amount that the tenant still has to pay or the amount that the landlord has to pay to the tenant. (In this example: Share of service charges: € 514, credit from transfer posting 450, balance for tenant 64.)
© SAP AG AC295 7-27
© SAP AG 2003
Clearing Advance Payments (1)
Tenant has NOT paid all advance payments (before transfer posting)
Receivables from service charge settlement € 514AP Operating Costs 3 x 150 Advance Payments Paid 300
General Ledger
Bal
ance
She
et
Acc
ount
sP
/L
Acc
ount
sSCS Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
514 514 150150
150 J150 J
J 150J 150J 150
150 K150 K150 K
Reco
ncilia
tion
Acco
unt
Reco
ncilia
tion
Acco
unt
514
150 J150 J
150 K150 K150 K
J 150J 150J 150
Balance
The figure shows the account balance after periodic posting and the receipt of the advance payments for service charges. The tenant has NOT paid the advance payment in full. The tenant share of the service charges is 514.
© SAP AG AC295 7-28
© SAP AG 2003
Clearing Advance Payments – Actual Principle
Tenant has NOT paid all advance payments and settlement takes place based on actual advance payments made (accounts shown after transfer posting)
Receivables from service charge settlement € 514AP Operating Costs 3 x 150 Advance Payments Paid 300
General Ledger
Bal
ance
She
etA
ccou
nts
P/L
A
ccou
nts
SCS Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
514 514 150150
150 J150 J150 J
J 150J 150J 150
150 K150 K150 K
514
150 J150 J150 J
150 K150 K150 K
J 150J 150J 150
300 300
Balance
450 K
450
Receivables from sttlmt 514.-Credits from transferposting - 300.-No open items (AP)Balance for tenant: 214.-
Debit AP
The figure shows the account after the transfer posting.
The tenant has not paid the advance payments in full and there are no open items in the advance payments.
The transfer posting of the service charge advance payment is the amount that the tenant has actually paid in advance payments (actual principle). The indicator "Settlement due to planned advance payments" is not set.
The balance resulting from the service charge settlement is the amount that the tenant still has to pay or the amount that the landlord has to pay to the tenant. (In this example: Share of service charges: € 514, credit from transfer posting 300, balance for tenant 214.)
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© SAP AG 2003
Clearing Advance Payments – Planned Principle
Tenant has NOT paid all advance payments and settlement takes place based on the advance payments posted in the periodic posting run (accounts shown after transfer posting)
Receivables from service charge settlement € 514AP Operating Costs 3 x 150 Advance Payments Paid 300
General Ledger
Bal
ance
She
et
Acc
ount
sP
/L
Acc
ount
s
SCS Revenue
Subsidiary LedgerSubsidiary Ledger
Customer Receivables Cash Receipts
AP Requests Advance Payments
514 514 150150
150 J150 J
J 150J 150J 150
150 K150 K150 K
514
150 J150 J
150 K150 K150 K
J 150J 150J 150
450 450
Balance
450 K
450
Receivables from stlmt 514.-Credits from transferposting - 450.-Open items (AP)Balance for tenant: 214.-
Debit AP
Balance = 0
The figure shows the account after the transfer posting.
The tenant has not paid the advance payments in full and there are no open items in the advance payments.
The transfer posting of the service charge advance payment is made according to the planned principle. The indicator "Settlement due to planned advance payments" is set. We recommend this method if advance payments that are in arrears are not to be cleared by the settlement (for example, for external heating expense settlement if incoming payments are still expected after the M/L tapes have been created). This method can also be beneficial for sales settlement if legal proceedings have already been initiated for advance payments that are in arrears, and payments are not to be cleared in the settlement for this reason.
The balance resulting from the service charge settlement is the amount that the tenant still has to pay or the amount that the landlord has to pay to the tenant. (In this example: Share of service charges: € 514, credit from the transfer posting 450, open items from advance payments 150, balance for tenant 214)
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Total of all costs:
System reads costs of settlement unit (in the example, 2190.00).
Costs per reference unit and day:
Total costs ÷ Total reference amount (2190 ÷ 109,500 = 0.0200 per day and m²)
Costs per REC/RU:
Reference factor REC/RU x Costs per day and m²
Example: Calculation of Costs per REC/RU
150 m²243 x12/3105/03Olsen150 m²122 x05/0201/01VacancyRO 3
50 m²365 x12/3101/01WildeRO 2100 m²257 x12/3104/19Lopez100 m²8 x04/1804/11Vacancy100 m²100 x04/1001/01MayerRO 1
Meas.Amt (Usable Space)
Days xToFromTenantRental Object
36,45018,30018,25025,700
80010,000
= Reference Factor REC/RU
(m²)
Total Reference Factor:
∑ 109,500
Trial Amount:
∑ 2,190.00
x 0.02
729.00366.00365.00514.00
16.00200.00
Costs per REC/RU
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Customizing – Basic Settings
Settings dependent onCompany codeUsage type
Settlement parameters:Define settlement schemaDefine settlement variant
Define service charge key
Assign condition typesAccount propertiesFlow types for relationship keys 110 and 120
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Advantages of Service Charge Settlement
Settlement of contracts with multiple objects
Settlement to rental objects and contracts
Settlement in steps, with the option of beginning again at the end of any step
Extensive simulation function with reports
Storing of results without having to post
Alternative measurements for different apportionments during simulation (for example, meter readings not yet available)
Special agreements between tenant and landlord
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Service Charge Settlement: Summary
You are now able to
Describe the service charge settlement processIndividual steps in this process are:
Creating the infrastructure
Posting vendor invoices
Performing service charge settlement
List the factors influencing the service charge settlement
Describe possible postings
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Exercises
Unit: Service Charge Settlement Topic: Service Charge Settlement Infrastructure,
Service Charge Settlement
At the conclusion of these exercises, you will be able to:
• Set up the infrastructure necessary for service charge settlement
• Post vendor invoices
• Describe the service charge settlement process
• Simulate and execute service charge settlement
• Describe the relevant postings
Your enterprise receives invoices for water, electricity, property tax and garbage removal. These costs are to be passed on to your tenants. Your external tenants, like internal tenants, make advance payments that are settled during service charge settlement.
The costs are distributed proportionally to the tenants based on varying criteria, such as the number of parking spaces, the amount of consumption, or the area of the space rented.
You settle service charges annually. You should take into consideration the fact that not all tenants occupy the office space for the entire settlement period. Also parameters for the distribution of costs can change during that time. For example, the number of persons using a space could increase, or the area of the rented space could be augmented.
Start the RE Navigator.
1 Create participation groups.
1-1 Create a participation group for your administrative building: The first participation group for your business entity 1## is called VERW and contains all the rental objects of the administrative building. Assign your building 1000/1##/1 to this. Enter a name for your participation group.
1-2 The second participation group for your business entity is called PARK and contains the parking spaces of your business entity. Assign your property to this. Enter a name for this participation group.
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1-3 The third participation group for your business entity is called WOHN and should contain all apartments. Assign your residential building 1000/1##/2 to this and give it a name.
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1-4 The last participation group for your business entity is called ALLE and should contain all the objects of the two buildings. Assign the two participation groups that your buildings represent. Also enter a name for it.
2 Create settlement units.
2-1 Create a settlement unit to distribute water costs to your apartment tenants. Use service charge key 1200 for this. Identify the settlement unit as WATER and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign participation group WOHN from January 1 of last year. The apportionment should be 30% by residential/usable space (A200) and 70% by consumption (U001). Generate the cost collector for last year.
2-2 Create a settlement unit to distribute garbage costs to your apartment tenants. Use service charge key 1600 for this. Specify the identification MUELL and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign participation group WOHN from January 1 of last year. The apportionment should be by residential/usable space. Generate the cost collector for last year.
2-3 Create a settlement unit to pass on parking lot cleaning costs to your parking lot tenants. Use service charge key 2301 for this. Specify the identification REINP and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign participation group PARK from January 1 of last year. The apportionment should be by number of parking spaces. Generate the cost collector for last year.
2-4 Create a settlement unit to distribute cleaning costs to your office tenants. Use service charge key 2300 for this. Specify the identification REINV and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign participation group VERW from January 1 of last year. The apportionment should be by room capacity in persons. Generate the cost collector for last year.
2-5 Create a settlement unit to distribute the costs of property tax to all tenants in the buildings. Use service charge key 1000 for this. Specify the identification GRST and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign participation group ALLE from January 1 of last year. The apportionment should be by residential/usable space. Generate the cost collector for last year.
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3 Create a master settlement unit.
3-1 Create a master settlement unit to distribute the costs for garbage and cleaning (which you receive as an invoice). Use service charge key 1550 for this. Identify the settlement unit as VVAE and assign it as valid from January 1 of last year. In the posting parameters, define 9100 as the business area and 1480 as the profit center. Assign the settlement units for garbage (service charge key 1600) and cleaning (service charge key 2300). Distribute the costs in the ratio of 1:3. Generate the cost collector for last year.
4 View the settlement participation of the contract for your janitor’s apartment.
5 Post vendor invoices.
5-1 Post an invoice for water to G/L account 470400 and perform cost-accounting-relevant assignment to the WATER settlement unit (service charge key 1200). Check the reference date to make sure that the costs are relevant for the settlement period in question.
Use vendor account 3455, post with tax code VN and automatic tax calculation, and enter any amount as the invoice amount.
5-2 Post an invoice for parking lot cleaning to G/L account 470400 and perform cost-accounting-relevant assignment to the REINP settlement unit. Check the reference date to make sure that the costs are relevant for the settlement period in question.
Use vendor account 3457, post with tax code VN and automatic tax calculation, and enter any amount as the invoice amount.
5-3 Post an invoice for property tax to G/L account 470400 and perform cost-accounting-relevant assignment to the GRST settlement unit. Check the reference date to make sure that the costs are relevant for the settlement period in question.
Use vendor account 3454, post with tax code V0, and enter any amount as the invoice amount.
5-4 Post an invoice for cleaning and garbage to G/L account 470400 and perform cost-accounting-relevant assignment to the VVAE settlement unit. Check the reference date to make sure that the costs are relevant for the settlement period in question.
Use vendor account 3458, post with tax code VN and automatic tax calculation, and enter any amount as the invoice amount.
6 Perform periodic posting for your contracts through December of last year.
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7 Enter meter and measurement documents. Start the RE Navigator.
7-1 Maintain a meter for your janitor’s apartment. Assign a meter to your janitor’s apartment with the characteristic name WASSERVERBRAUCH (for water consumption), enter janitor’s apartment as the position and description. Flag this characteristic as Counter.
7-2 Enter measurement documents for your meter. Use the entry option for this along with the rental object. For the janitor’s apartment
(measuring point), enter a start on 01.02.last year of 0 and a final reading on 31.12.last year of any value.
8 Simulate the operating cost settlement. Create a new settlement called NKA - GR ##. First, run a simulation of the internal service charge settlement without a subsequent final settlement. Perform the settlement with the planned principle, and allow all steps through to simulation of posting costs. Perform the settlement for YOUR business entity for last year. Enter today’s date as the document and posting date. The document header text should also be NKA - GR ##. Save your entries as a variant called GROUP ##. Check the logs and view the reports for the individual steps.
9 Perform a complete settlement. Take a look at the results. Use the various reports available for this.
10 Take a look at the results in the tenant account sheet and in the tenant account. Use the function for branching from the contract master record to the customer account for this.
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Solutions
Unit: Service Charge Settlement Topic: Service Charge Settlement Infrastructure,
Service Charge Settlement
To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
1 Create participation groups.
1-1 In the Navigation Area of the RE Navigator, change the display to Participation Group and choose (Create).
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of Partic. Group 1##
Participation Group VERW
Part. Group Name Any text
Go to the Assigned Objects tab page and choose (Add Multiple Objects).
Double-click the Building entry, enter your building 1 in the selection screen, and confirm with (Start search).
Select your building and transfer your selection by choosing (Copy)
Save by pressing Ctrl + S or (Save).
1-2 Choose (Create) again.
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of Partic. Group 1##
Participation Group PARK
Part. Group Name Any text
Go to the Assigned Objects tab page and choose (Add Multiple Objects).
Double-click the Property entry, enter your property 1 in the selection screen, and confirm with (Start search).
Select your property and transfer your selection by choosing (Copy)
© SAP AG AC295 7-41
Save by pressing Ctrl + S or (Save).
1-3 Choose (Create) again.
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of Partic. Group 1##
Participation Group WOHN
Part. Group Name Any text
Go to the Assigned Objects tab page and choose (Add Multiple Objects).
Double-click the Building entry, enter your building 2 in the selection screen, and confirm with (Start search).
Select your building and transfer your selection by choosing (Copy)
Save by pressing Ctrl + S or (Save).
1-4 Choose (Create) for the last time.
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of Partic. Group 1##
Participation Group ALLE
Part. Group Name Any text
Go to the Assigned Objects tab page and choose (Add Multiple Objects).
Double-click the Participation Group entry, then start the search in the selection screen with .
Select your participation groups VERW and WOHN and transfer your selection by choosing (Copy)
Save by pressing Ctrl + S or (Save).
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2 Create settlement units.
2-1 In the Navigation Area of the RE Navigator, change the display to Settlement Unit, choose (Create), select Settlement Unit, then continue with .
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 1200
Settlement unit WATER
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Participation Groups tab page and, in the upper screen area enter 01.01.last year in the Valid From field. Then, in the PartGrp field, enter the value WOHN and press ENTER.
Go to the Apportionment Rule tab page. In the lower screen area, change the entry in the App.% field to 30 and choose (Insert). In the second row of the Name of Purpose field, change the value to Landlord/Tenant Apportionment. In the App.% field, change the value to 70, then change the entry in the MeasType field to U001.
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
2-2 Choose (Create) again, select Settlement Unit, then continue with .
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 1600
Settlement unit MUELL
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
© SAP AG AC295 7-43
Go to the Participation Groups tab page and, in the upper screen area enter 01.01.last year in the Valid From field. Then, in the PartGrp field, enter the value WOHN and press ENTER.
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
2-3 Choose (Create) again, select Settlement Unit, then continue with .
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 2301
Settlement unit REINP
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Participation Groups tab page and, in the upper screen area enter 01.01.last year in the Valid From field. Then, in the PartGrp field, enter the value PARK and press ENTER.
Go to the Apportionment Rule tab page and change the value in the MeasType field to M005.
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
2-4 Choose (Create) again, select Settlement Unit, then continue with .
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 2300
Settlement unit REINV
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
© SAP AG AC295 7-44
Go to the Participation Groups tab page and, in the upper screen area enter 01.01.last year in the Valid From field. Then, in the PartGrp field, enter the value VERW and press ENTER.
Go to the Apportionment Rule tab page and change the value in the MeasType field to M001.
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
2-5 Choose (Create) again, select Settlement Unit, then continue with .
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 1000
Settlement unit GRST
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Participation Groups tab page and, in the upper screen area enter 01.01.last year in the Valid From field. Then, in the PartGrp field, enter the value ALLE and press ENTER.
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
© SAP AG AC295 7-45
3 Create a master settlement unit.
3-1 Choose (Create) again, select Master Settlement Unit, then continue with
Enter the following data:
Field Name or Data Type Values
Company Code 1000
BE of SU 1##
Service charge key 1550
Settlement unit VVAE
SU name Any text
Valid From 01.01. of last year
Go to the Posting Parameters tab page and enter 9100 in the Business Area field and 1480 in the Profit Center field.
Go to the Apportionment Rule tab page and, in the upper screen area, enter the value A001 in the SettVariant field.
In the lower screen area, choose (Insert) and enter the following data:
Field Name or Data Type Values
CoCode 1000
BE 1##
SCK 1600
Settl.Unit MUELL
Equiv. no. 1
Choose again and enter the following data:
Field Name or Data Type Values
CoCode 1000
BE 1##
SCK 2300
Settl.Unit REINV
Equiv. no. 3
In the lower screen area, choose (Add Up Equivalence Numbers).
Go to the Cost Collector tab page, select the Period start row that matches 01.01.last year and choose (Generate Cost Collector).
Save your settlement unit by pressing Ctrl + S or (Save).
© SAP AG AC295 7-46
4 In the Navigation Area of the RE Navigator, change the display to My Objects and choose .
Expand the Real Estate Contracts entry by pressing the icon on the left of the entry and double-click the contract for your janitor’s apartment.
Go to the Settlement Participation tab page and view the new entries.
5 Post vendor invoices. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Single Documents → Enter Vendor Invoice (FB60)
5-1 Enter the following data:
Field Name or Data Type Values
Vendor 3455
Invoice date Today's date
Posting Date Today's date
Amount Any text
Tax code VN
G/L acct 470400
Amount in doc.curr. *
Company Code 1000
Business entity 1##
Service charge key 1200
Settlement unit WATER
Reference date Date within the last year
Post this document by choosing (Post).
© SAP AG AC295 7-47
5-2 Enter the following data:
Field Name or Data Type Values
Vendor 3457
Invoice date Today's date
Posting Date Today's date
Amount Any text
Tax code VN
Calculate tax X
G/L acct 470400
Amount in doc.curr. *
Company Code 1000
Business entity 1##
Service charge key 2301
Settlement unit REINP
Reference date Date within the last year
Post this document by choosing (Post).
5-3 Enter the following data:
Field Name or Data Type Values
Vendor 3454
Invoice date Today's date
Posting Date Today's date
Amount Any text
Tax code V0
G/L acct 470400
Amount in doc.curr. *
Company Code 1000
Business entity 1##
Service charge key 1000
Settlement unit GRST
Reference date Date within the last year
Post this document by choosing (Post).
© SAP AG AC295 7-48
5-4 Enter the following data:
Field Name or Data Type Values
Vendor 3458
Invoice date Today's date
Posting Date Today's date
Amount Any text
Tax code VN
Calculate tax X
G/L acct 470400
Amount in doc.curr. *
Company Code 1000
Business entity 1##
Service charge key 1550
Settlement unit VVAE
Reference date Date within the last year
Post this document by choosing (Post).
6 Perform periodic posting up to December of last year.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP)
Enter the following data:
Field Name or Data Type Values
Company Code
1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Month for Posting Run 12
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting area, ensure that the entry in the Posting Run Mode field is Update Run and that the entry in the Type of Posting Run field is Periodic Posting + Transfer. Change these entries if necessary.
Choose (Execute).
Check the error log by choosing (Error Log).
© SAP AG AC295 7-49
7 In the SAP menu, choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
7-1 In the Navigation Area of the RE Navigator, change the display to My Objects and choose . Expand the Rental Units entry by pressing the icon on the left of the entry.
Double-click your and choose (Changes Between Display <-> Change
In the top menu bar, choose Extras Meter.
Enter the following data:
Field Name or Data Type Values
Measurement position Janitor’s apartment
Char. Name WASSERVERBRAUCH (water consumption)
Description of measuring point
Janitor’s apartment
Counter X
Exit the maintenance with (Back) and save by choosing .
7-2 In the SAP menu, choose: Accounting → Flexible Real Estate Management → Service Charge Settlement → Master Data → Meter → Measurement Documents for Rental Object → Enter Meter Readings (FO8V)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Bus. entity 1##
Rental Unit 4
MeasTime 01.02. of last year
Confirm these entries with ENTER.
Place your cursor in the MeasPoint field and press F4, then confirm the entries with .
In the CounterRdgDifference field, enter the value 0 and press ENTER.
Change the default for new entries to 31.12.last year and choose New entries to be able to enter the final reading. Repeat the measuring point and enter any counter reading difference.
Save the measurement documents by choosing (Save).
© SAP AG AC295 7-50
8 In the SAP menu, choose: Accounting → Flexible Real Estate Management → Service Charge Settlement → Settlement → Execute/Continue Settlement (RESCSE)
Enter the following data:
Field Name or Data Type Values
Activity Create New Settlement
Title NKA - GR##
Settlement Method Simulation Only (Without Subsequent Actual Settlement)
Settlement type Internal Service Charge Settlement
Settlement Schema Planned Principle (all open APs)
Settlement Step Simulation of Posting Costs
Company Code 1000
BE of SU 1##
Settle To 31.12. of last year In the lower screen area, go to the Parameter tab page and enter today’s date as the Document Date, Posting Date, and Baseline date. In the Doc.Header Text field, enter NKA - GR##. Save these entries as a variant by choosing . Enter GROUP ## as the name and save with . Start the simulation by choosing (Execute). Check the logs by double-clicking a row in the upper screen area.
Check the reports by double-clicking a row in the lower screen area.
9 Perform a complete settlement. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Service Charge Settlement → Settlement → Execute/Continue Settlement (RESCSE)
Choose (Get Variant…) and double-click the variant that you created earlier.
Change the entry in the Settlement Method field to Actual Settlement and the entry in the Settlement Step field to Posting of Costs in Financial Accounting.
Start the settlement by choosing (Execute).
10 Start the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80) In the Navigation Area of the RE Navigator, change the display to My Objects and choose
. Expand the Real Estate Contracts entry by pressing the icon on the left of the entry. Double-click your external commercial contract, go to the Partners tab page and choose
Account, then run the report with (Execute).
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© SAP AG 2003
Sales-Based Contracts and Settlement
Content:
Sales-based contract
Sales reports
Sales-based settlement
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© SAP AG 2003
At the conclusion of this unit, you will be able to
Explain the options available for a sales-based contract
List the steps required to carry out a sales-based settlement
List the different options for settlement
Explain the similarity between sales-based rents and the posting logic applied for advance payments
Sales-Based Contracts and Settlement: Objectives
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Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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Sales-Based Contracts and Settlement: Business Scenario
You have made sales-based rental agreements accompanied by the appropriate conditions with your tenants. The tenants report their sales in periodic intervals.
When a sales-based settlement is being used, payments are settled with the settlement result.
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Sales ruleSpecification as to how/when sales-based rent is calculated
Flexible calculation rulesAny number of productsSettlement periodsCumulation of settlementsFinal settlementPeak settlement
Sales-Based Lease-Out
Clearing conditions:Sales-based rental postingMinimum rentSales-based advance rent paymentsMaximum rent
Functions:Regular settlement of sales-based rentsRegular sales reportsAdjustment of sales reportsAdjustment of the settlementCorrespondence
n:m
Reporting ruleSpecification as to when certain sales are to be reported(various products)
Flexible calculation rulesRegular sales revenuesPlanned sales revenuesStatistical sales revenuesCertified sales revenues
1:n
You can define multiple sales agreements for each lease-out.
You can maintain the sales agreements time-dependently.
The reporting intervals and settlement periods can be freely defined.
You can perform settlements using reported sales and make adjustments, for example, with certified sales.
The condition sales-based rent (statistical) must be assigned to the sales-based contract. This condition type has no amount and simply fixes subsequent postings, such as receivables from sales-based settlement.
Rules regarding advance payment for sales-based rent, minimum rent and maximum rent are defined as separate condition types. This means that an indexed minimum rent can be specified, too.
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Sales-Based Contract with Several Reporting Rules
Reporting Rules (RR)RR1: Clothing
Sales report: monthlyCertified sales rev.: annually
RR2: FoodSales report: monthlyCertified sales rev.: annually
RR3: Tobacco salesSales report: quarterly
ConditionsMinimum rent: € 2,500 AP sales: € 1,500
You can define different sales report rules for each product in the contract (in Customizing).
You can make separate settlements by assigning different conditions to every reporting rule.
You can also assign any number of reporting rules to a sales rule and the corresponding conditions so that only one sales-based settlement is required.
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Sales-Based Contract with Sales Gradings
Variant 1 Variant 2
0 20,000 2.00 % 0 20,000 2.00 %0 30,000 2.10 % 20,000 30,000 2.10 %0 40,000 2.20 % 30,000 40,000 2.20 %0 0 2.40 % 40,000 0 2.40 %
Example:Sales € 35,000
€ 35,000 x 2.20% = € 770 € 20,000 x 2.00 % = 400 + € 10,000 x 2.10 % = 210 + € 5,000 x 2.20 % = 110
€ 35,000 = € 720
You can define gradings for each product that has a sales report rule.
Dependent on how the product is maintained in Customizing, gradings are quantity-based or amount-based.
Sales gradings can also be time-dependent. For example, you can specify in the contract that 12% of the sales revenues are generated by March 27 and 11.5% are generated as from March 28.
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Sales Rules
Sales rule: stores 5% of the clothing sales revenue3% of the food sales revenue3% of the tobacco sales revenue
Settlement period:1 month
Cumulative settlement:12 months
Final settlement:1 year
Condition:Minimum rent: € 2,500 AP sales: € 1,500
Sales rules can group together reporting rules so that so only one sales-based settlement is required for the reports of several products.
In the sales rule, you define the settlement period, the cumulated settlement period, and the final settlement period. So, for example, you can settle quarterly and execute a final settlement annually using the certified sales revenues.
Reporting rules and conditions are assigned to the sales rule.
© SAP AG AC295 8-9
© SAP AG 2003
Steps Involved in a Sales Settlement
Contract with sales report rule, sales rule, and sales conditions
Enter sales reports
Determine contracts
Calculate sales-based rent
Process sales-based rent
Correspondence
Post sales-based rent to Financial Accounting
Perform final settlement with adjustment
You have to enter the tenant's sales reports for sales settlement. You can enter values for several reporting intervals at the same time.
You can also make settlements for several settlement periods at the same time.
If you have not entered the sales data for a reporting interval, a memo acts as a reminder.
After the final settlement, you cannot change any sales reports that have already been used.
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© SAP AG 2003
Example: Periodic Settlement
3,000.00-1,000.003,000.001,500.00-500.00Deviation from the
minimum rent
16,500.003,000.006,000.004,500.003,000.00Sales-based rent due
-1,000.00
1,000.00
3,000.00
2,000.00
20,000.00
Q4
500.002,000.00500.00-1,000.00Credit balance (-) /
receivables
4,000.001,000.001,000.001,000.00./. Sales-based rent – AP
12,000.003,000.003,000.003,000.00./. Minimum rent
15,000.006,000.004,500.002,500.00Calculated sales-based
rent
150,000.0060,000.0045,000.0025,000.00Reported sales
TotalQ3Q2Q1
Example of a periodic settlement:(the settlement is performed on a quarterly basis)
Sales-based rent: 10% of the reported revenue
Minimum rent: € 1,000 / month
AP sales: € 1,000 / quarter
The above example shows the calculation of a sales-based settlement.
Sales revenues of € 25,000 are reported in the first quarter. This means that the settlement result has been calculated as € 2,500. The minimum rent for the quarter is € 3,000. Since € 1,000 has already been paid, the € 1,000 for this period is returned to the tenant.
Sales revenues of € 45,000 are reported in the second quarter. This means that the settlement result has been calculated as € 4,500. The minimum rent for the quarter is € 3,000, therefore there is a receivable of € 1,500. Since € 1,000 has already been paid, the tenant receives a bill in the amount of € 500 for this period.
Sales revenues of € 60,000 are reported in the third quarter. This means that the settlement result has been calculated as € 6,000. The minimum rent for the quarter is € 3,000, therefore there is a receivable of € 3,000. Since € 1,000 has already been paid, the tenant receives a bill in the amount of € 2,000 for this period.
Sales revenues of € 20,000 are reported in the fourth quarter. This means that the settlement result has been calculated as € 2,000. The minimum rent for the quarter is € 3,000. Since € 1,000 has already been paid, the € 1,000 for this period is returned to the tenant.
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© SAP AG 2003
Example: Cumulative Settlement
1,000.00
0.00
3,000.00
9,000.00
13,000.00
13,000.00
130,000.00
Q1 – Q3
15,000.007,000.003,000.00Sales-based rent due
-2,000.000.00-1,000.00Credit balance (-) /
receivables
1,000.00-1,000.00./. Amnts from prev. periods
4,000.002,000.001,000.00./. Sales-based rent – AP
12,000.006,000.003,000.00./. Minimum rent
15,000.007,000.002,500.00Calculated sales-based rent
150,000.0070,000.0025,000.00Reported sales
Q1 – Q4Q1 – Q2Q1
Example of a periodic settlement:(the settlement is performed on a quarterly basis)
Sales-based rent: 10% of the reported revenue
Minimum rent: € 1,000 / month
AP sales: € 1,000 / quarter
The above example shows the calculation of a cumulated sales-based settlement.
Sales revenues of € 25,000 are reported in the first quarter. This means that the settlement result has been calculated as € 2,500. The minimum rent for the quarter is € 3,000. Since € 1,000 has already been paid, the € 1,000 for this period is returned to the tenant.
Sales revenues of € 45,000 are reported in the second quarter, which makes total revenues of € 70,000. This means that the settlement result has been calculated as € 7,000. The minimum rent for the half-year period is € 6,000, therefore there is a receivable of € 1,000. Since € 2,000 has already been paid, there should be credit of € 1,000. This credit is already available from the previous period, so the result is € 0.
Sales revenues of € 60,000 are reported in the third quarter, which makes total revenues of € 130,000. This means that the settlement result has been calculated as € 13,000. The minimum rent for this period is € 9,000, therefore there is a receivable of € 4,000. Since € 3,000 has already been paid, no credit and no receivables exist for the balance from the previous period, the tenant receives a bill in the amount of € 1,000 for this period.
Sales revenues of € 20,000 are reported in the fourth quarter, which makes total revenues of € 150,000. This means that the settlement result has been calculated as € 15,000. The minimum rent for this period is € 12,000, therefore there is a receivable of € 3,000. Since € 4,000 has already been paid, there should be credit of € 1,000. A receivable of € 1,000 is available from the previous periods, which makes a total credit of € 2,000 for the settlement from Q1 to Q4.
You can decide for each contract whether credit should be paid out.
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Advance Payments Posted as Revenue
General Ledger
Bal
ance
she
et
acco
unts
P/L
acc
ount
s
Subsidiary LedgerSubsidiary LedgerC
usto
mer
s Customer AP receivable
AP revenue Sales-based settlement revenue
1000
AP operating costs 3 x € 1000 Receivables from sttlmt € 527
10001000
100010001000
100010001000
527
527
527
Receivables from sttlmt € 3527 Advance payments paid € 3000Receivables from sttlmt € 527
The posting for sales-based rent settlement is made in the same way as for the service charge settlement.
If the advance payment is defined as revenue, only the peak is posted as the settlement result (as receivable/credit).
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General Ledger
Revenues
3527
Subsidiary LedgerSubsidiary Ledger
Customer
3527
J 1000J 1000J 1000
1000 U1000 U1000 U
AP requests
Receivables
AP sales-based rent
1000 U1000 U1000 U
Cash receipts
1000 1000 1000
1000 J1000 J1000 J
3527
1000 J1000 J1000 J
J 1000J 1000J 1000
3000
Balance
3000
3000 U
3000 U
Receivables from sttl. € 3527 Credits from transferposting € 3000No open items (AP)Balance for tenant € 527
Bal
ance
she
et
acco
unts
P/L
ac
coun
ts
Reco
ncilia
tion
acco
unt
Advance Payments Posted as Down Payments
Receivables from sales reports € 3527 AP sales-based rent 3 x € 1000Advance payments paid € 3000
The transfer posting for sales-based rent settlement is made in the same way as for the service charge settlement.
The graphic shows the account after the transfer posting.
The tenant has paid the advance payments in full and there are no open items in the advance payments.
As is the case with the service charge settlement, the transfer posting for the advance payments can be made according to the actual or planned principle.
The balance of sales-based settlement and the advance payments made is the amount that the tenant has to pay or the amount that the landlord has to pay the tenant. (In this example: Receivables from the sales reports: € 3527, credit from transfer posting € 3000, balance for tenant € 527)
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© SAP AG 2003
Sales-Based Contracts and Settlement: Summary
You are now able to
Describe the possibilities of defining sales gradings in a sales-based rental agreement
List the steps required to carry out a sales-based rent settlement
Explain the similarity between sales-based rents and the posting logic applied for advance payments
© SAP AG AC295 8-15
Exercises
Unit: Sales-Based Contract and Sales-Based Rent Settlement
Topic: Sales-Based Contract, Sales Reports and Sales Settlement
At the conclusion of these exercises, you will be able to:
• Create sales-based contracts
• Enter sales reports
• Carry out a sales-based rent settlement
You have drawn up sales-based contracts with your tenants. The tenants report their sales in periodic intervals. You carry out a sales-based rent settlement at the end of the settlement period. You use the reported certified sales to adjust the sales-based settlement that has already been carried out.
First, you should create a single sales-based contract and perform the settlement process.
1 Create a pooled space with usage type store.
Assign the pooled space to your Business Entity 1## and to Building 1 inside it.
Enter retail space as the name and assign January 1 of last year as the date of the first posting.
Assign the following measurement to your pooled space: Retail Space (A100): 300 m2
Define profit center 1430 (RE Store) in the organizational assignment in the posting parameters. Save your pooled space.
2 Create a real estate contract of the type commercial lease-out.
In the Company Code field, enter 1000, in the Tenancy law field, select German tenancy law, and enter a Name for your contract. Flag this contract as relevant to sales.
Create a partner for your contract with the role of master tenant with customer account. The business partner type for the tenant should be organization.
Assign a name, search term, address and communication data.
Define 01.01.[last year] as the contract start date.
Extract 100 m2 retail space from the pooled space with the name retail space. Enter the name Retail space 100m2 – EG.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others).
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Use the Wizard to define the following sales agreement:
Field Content
Sales Rule Name 10% for complete assortment
Reporting Frequency – Frequency Start
01.01. of last year
Reporting Frequency – Frequency 3 months
Settlement Frequency - Frequency 12 months
Sales Grading - % rate 10
Check and confirm your entries.
Assign the following conditions to your sales rule:
Condition Type Calculation Formula
Unit Price
Distribution Formula
Sales-based rent Com. Space m2 Determined automatically
Minimum sales rent Fixed amount 1.000 Determined automatically
Advance payment sales rent revenue
Fixed amount 500 Determined automatically
Activate your contract and save it.
3 Perform periodic posting for the sales-based contract for December of last year.
4 Enter the sales reports for your contract for last year. Use the object selection functions for this.
Enter the following values:
Report from Report To Net
01.01. of last year 30.03. of last year 44.000
01.04. of last year 30.06. of last year 47.000
01.07. of last year 30.09. of last year 47.000
01.10. of last year 31.12. of last year 46.000 View the reports entered in the contract.
© SAP AG AC295 8-17
5 Simulate sales-based settlement and then execute it. Use the object selection functions for this.
Change the settlement title to Settlement 01 – Group ##.
Perform all the settlement steps up to Simulation of Posting Costs.
First, you should simulate the settlement for last year.
View the results report of the sales-based settlement.
Exit the report.
Enter additional posting data in the parameters. The posting date and document date should be today’s date. The document header text should be Settlement 01 - Group ##.
For all the settlement steps, perform the settlement again in the update run.
Display the posting log.
Display the customer account.
In the following exercises, you will create a more complicated sales-based contract and perform the settlement process including final settlement.
6 Create another real estate contract of the type commercial lease-out.
In the Company Code field, enter 1000, in the Tenancy law field, select German tenancy law, and enter a Name for your contract.
Flag this contract as relevant to sales.
Create a partner for your contract with the role of master tenant with customer account. The business partner type for the tenant should be organization.
Assign a name, search term, address and communication data.
Define 01.01.[last year] as the contract start date.
Extract 150 m2 retail space from the pooled space with the name retail space. Enter the name Retail space 150m2 – EG.
On the Posting Parameters tab page, for Organizational Assignment assign business area 9100 (Real Estate) and profit center 1480 (RE Real Estate Others).
Define the following sales report rules: Foodstuffs sales should be reported each quarter. The certified sales should be reported annually. Call this report rule Foodstuffs.
Tobacco sales should be reported every six months. The certified sales should be reported annually. Call this report rule Tobacco.
Define the following sales rules: The rent should amount to 10% of the reported foodstuffs sales.
© SAP AG AC295 8-18
The following sales grading should be defined for tobacco sales:
Sales from Sales To % rate
0 50.000 11
50.000 100.000 10,5
100.000 9,5
The settlement should be performed every six months. The final settlement should be annual.
Assign the following conditions to your sales rule:
Condition Type Calculation Formula
Unit Price
Distribution Formula
Sales-based rent Com. Space m2 Determined automatically
Minimum sales rent Fixed amount 500 Determined automatically
Advance payment sales rent revenue
Fixed amount 500 Determined automatically
Activate your contract and save it.
7 Perform periodic posting for the sales-based contract for December of last year.
8 Enter the sales reports for your contract for last year. Use the object selection functions for this.
Enter the following values:
Report from Report To Net RepRuleNo. SType Name
01.01. of last year 31.03. of last year 21.000 10 Foodstuffs
01.04. of last year 30.06. of last year 18.000 10 Foodstuffs
01.07. of last year 30.09. of last year 17.000 10 Foodstuffs
01.10. of last year 31.12. of last year 24.000 10 Foodstuffs
01.01. of last year 30.06. of last year 15.000 20 Tobacco
01.07. of last year 31.12. of last year 22.500 20 Tobacco
© SAP AG AC295 8-19
9 Simulate sales-based settlement and then execute it. Use the object selection functions for this.
Change the settlement title to Settlement 02 - Group ##.
Perform all the settlement steps up to Simulation of Posting Costs.
First, you should simulate the settlement for the whole of last year.
View the results report of the sales-based settlement.
Exit the report.
Enter additional posting data in the parameters. The posting date and document date should be today’s date. The document header text should be Settlement 02 - Group ##.
For all the settlement steps, perform the settlement again in the update run.
Display the posting log.
10 Enter the certified sales for your contract for last year. Use the object selection functions for this.
Enter the following values:
Report from Report To Net Name of Sales Type
01.01. of last year 31.12. of last year 82.000 Foodstuffs
01.01. of last year 31.12. of last year 51.000 Tobacco
11 Simulate final settlement and then execute it. Use the object selection functions for this.
Change the settlement title to Final Settlement Group ##.
Perform all the settlement steps up to Simulation of Posting Costs.
First, you should simulate the settlement for last year.
View the results report of the sales-based settlement.
Exit the report.
Enter additional posting data in the parameters. The posting date and document date should be today’s date. The document header text should be Final Settlement Group ##.
For all the settlement steps, perform the settlement again in the update run, then view the posting log again.
© SAP AG AC295 8-20
© SAP AG AC295 8-21
Solutions
Unit: Sales-Based Contract and Sales-Based Rent Settlement
Topic: Sales-Based Contract, Sales Reports and Sales Settlement
1 To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
Select the Pooled Spaces entry, press the right-hand mouse button and choose Create → Store.
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Business entity 1##
Building 1
Name of RO Retail space
1st Posting 01.01. of last year
Go to the Measurements tab page and enter 300 m² as the capacity of the Retail Space.
Go to the Posting Parameters tab page. In the top screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1430 (RE Store).
Save by pressing Ctrl + S or (Save).
To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
2 Create a real estate contract of type commercial lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create Commercial lease-out.
Enter 1000 in the Company Code field.
Enter a text in the Contract name field.
In the Tenancy law field, choose German tenancy law from the dropdown list.
Select Relevant to Sales.
© SAP AG AC295 8-22
Go to the Partners tab page, choose (Assign New Partner) and select Master Tenant w.Cust.Acct. Enter a name, address and search term, then continue with . Because no partners were found, create a new landlord by choosing Organization.
Go back to the contract entry screen by choosing .
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
Go to the Objects tab page, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 4
MeasType A100
Valid From 01.01. of last year
Amt Wanted 100
Start the search by choosing (Perform Search).
Double-click the line with the icon. This line represents the pooled space found.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter Retail Space 100m² - EG.
Transfer the rental space by choosing in the bottom left corner.
Go to the Posting Parameters tab page, in the upper screen area, select the Organizational Assignment row and then enter 9100 in the Business Area field and 1430 in the Profit Center field.
Go to the Sales-Based Rent Agreement tab page and choose (Fast Entry).
Expand the Reporting Frequency, Settlement Frequency, and Sales Grading sections by choosing on the left of the text.
Enter the following data:
Field Content
Sales Rule Name 10% for complete assortment
Reporting Frequency – Frequency Start 01.01. of last year
Reporting Frequency – Frequency 3 months
Settlement Frequency - Frequency Start 01.01. of last year
Settlement Frequency - Frequency 12 months
Sales Grading - % rate 10
Check your entries with (Check) and transfer the data by choosing (Continue).
© SAP AG AC295 8-23
In the upper screen area, select the Sales Rule line and, then in the lower screen area go to the Conditions tab page.
To be able to create sales conditions, choose (Create New Condition).
Double-click condition type 60 Sales rent and continue with .
Choose (Create New Condition) and double-click condition type 61 Minimum sales rent. In the Calculation area, change the entry in the Formula field to Fixed Amount, and the entry in the Unit Price field to 1000, then continue with .
Choose (Create New Condition) again and double-click condition type 69 Adv.pmnt sales rent revenue. In the Calculation area, change the entry in the Formula field to Fixed Amount, and the entry in the Unit Price field to 500, then continue with .
Go to the General Data tab page, activate the contract with and save it by pressing Ctrl + S or (Save)
3 Execute periodic posting.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Month for Posting Run 12
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting screen area, select Update Run in the Posting Run Mode field. Select Periodic Posting + Transfer in the Type of Posting Run field.
Choose (Execute).
Check the error log by choosing (Error Log).
Leave the error log and the periodic posting by pressing (Back) three times.
© SAP AG AC295 8-24
4 Create sales report for your contract.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Sales Reports → Enter/Change Sales Reports (RESRRP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Sales To 31.12. of last year
Choose (Execute).
In the Net column enter the following values for each of these periods:
Report from Report To Net
01.01. of last year 30.03. of last year 44.000
01.04. of last year 30.06. of last year 47.000
01.07. of last year 30.09. of last year 47.000
01.10. of last year 31.12. of last year 46.000
Save the reports by pressing Ctrl + S or (Save).
To start the RE Navigator, in the SAP Menu choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
Change the display in the Navigation Area to My Objects and expand Real Estate Contracts by choosing the icon on the left of the entry. Double-click the number of your commercial lease-out.
Go to the Sales-Based Rent Agreement tab page and, in the lower screen area, switch to the Sales Reports tab page.
© SAP AG AC295 8-25
5 Simulate sales-based settlement and then execute it.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Settlement → Execute/Continue Settlement (RESRSE)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Title Settlement 01 - Group ##
Settlement Method Simulate
Settlement Step Simulation of Posting Costs
Settle To 31.12. of last year
Simulate the settlement by choosing (Execute).
In the lower screen area, select the line Results of Sales-Based Settlement and view the report by choosing (Display Report). Scroll to the right so that you can see the receivable amount.
The results are structured as follows: 10% of the sales report – minimum rent already posted – amount of advance payment = result.
10% of €184,000 - €12,000 - €6,000 = €400 receivable.
Exit the report by choosing (Back) twice.In the lower screen area, go to the Parameters tab page and enter the following data:
Field Name or Data Type Values
Document Header Text Settlement 01 - Group ##
Posting Date Today's date
Document Date Today's date
Baseline payment dte Today's date
Change the entry in the Settlement Method field to Execute and the entry in the Settlement Step field to Posting of Sales-Based Rent in Financial Accounting.
Execute the settlement by choosing (Execute).
In the lower screen area, select the line Posting Log and view the report by choosing (Display Report). Scroll to the right so that you can see the CO account assignment.
© SAP AG AC295 8-26
To view the customer account, start the RE Navigator: In the SAP menu, choose: Accounting → Flexible Real Estate Management → RE Navigator → RE Navigator (RE80)
Change the display in the Navigation Area to My Objects and expand Real Estate Contracts by choosing the icon on the left of the entry. Double-click the number of your commercial lease-out.
Go to the Partners tab page and choose Account, in the Line item selection screen area select All Items and execute the report with .
Leave the error log by pressing (Back) twice.
6 Create a real estate contract of type commercial lease-out.
Select the Real Estate Contracts entry, then click the right-hand mouse button and choose Create Commercial lease-out.
Enter 1000 in the Company Code field.
Enter a text in the Contract name field.
In the Tenancy law field, choose German tenancy law from the dropdown list.
Select Relevant to Sales.
Go to the Partners tab page, choose (Assign New Partner) and select Master Tenant w.Cust.Acct. Enter a name, address and search term, then continue with . Because no partners were found, create a new landlord by choosing Organization.
Go back to the contract entry screen by choosing .
Go the Term tab page and in the Contract start date field, enter 01.01.last year.
Go to the Objects tab page, choose (Extract Rental Spaces) and enter the following data:
Field Content
CoCd/BE 1000 / 1##
UsageType 4
MeasType A100
Valid From 01.01. of last year
Amt Wanted 150
Start the search by choosing (Perform Search).
Double-click the line with the icon. This line represents the pooled space found.
In the list that is displayed, double-click the text <new 1> and, in the lower screen area, enter Retail Space 150m² - EG.
© SAP AG AC295 8-27
Transfer the rental space by choosing in the bottom left corner.
Go to the Posting Parameters tab page, in the upper screen area, select the Organizational Assignment row and then enter 9100 in the Business Area field and 1430 in the Profit Center field.
Go to the Sales-Based Rent Agreement tab page, choose and select Reporting Rule.
Enter S01 in the Sales Type field and, in the text field next to the number 10, enter Foodstuffs.
In the Freq. column, enter 3 in the Sales line, and enter 12 in the Certified Sales line.
Choose again and select Reporting Rule.
Enter S03 in the Sales Type field and, in the text field next to the number 20, enter Tobacco.
In the Freq. column, enter 6 in the Sales line, and enter 12 in the Certified Sales line.
Choose again and select Sales Rule.
In the lower screen, choose again and select 10 in the RepRuleNo. field and press ENTER.
In the % rate field, enter 10.
In the lower screen, choose again and select 20 in the RepRuleNo. field and press ENTER.
In the last column, choose (Change Grading) for reporting rule 20.
Change the entry in the Sales Grading Type field to Sales Grading Agreement, then in the Sales To field, enter 50.000, and in the % rate field, enter 11,00.
Choose (Insert) and enter 50.000 in the Sales from field, 100.000 in the Sales To field, and 10,50 in the % rate field.
Choose and enter 100.000 in the Sales from field and 9,50 in the % rate field.
Transfer your sales grading agreement with (Continue).
In the lower screen area, go to the Frequencies tab page and in the Freq. Column, enter 6 in the Settlement Period line and 12 in the Final Settlement line.
In the lower screen area, go to the Conditions tab page.
To be able to create sales conditions, choose (Create New Condition).
Double-click condition type 60 Sales rent and continue with .
© SAP AG AC295 8-28
Choose (Create New Condition) and double-click condition type 61 Minimum sales rent. In the Calculation area, change the entry in the Formula field to Fixed Amount, and the entry in the Unit Price field to 500, then continue with .
Choose (Create New Condition) again and double-click condition type 69 Advance pmnt sales rent revenue. In the Calculation area, change the entry in the Formula field to Fixed Amount, and the entry in the Unit Price field to 500, then continue with
.
Go to the General Data tab page, activate the contract with and save it by pressing Ctrl + S or (Save).
7 Execute periodic posting.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Month for Posting Run 12
Year for Posting Run Previous year
Confirm these entries with ENTER.
In the Posting screen area, select Update Run in the Posting Run Mode field. Select Periodic Posting + Transfer in the Type of Posting Run field.
Choose (Execute).
Check the error log by choosing (Error Log).
Leave the error log and the periodic posting by pressing (Back) three times.
© SAP AG AC295 8-29
8 Create sales report for your contract.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Sales Reports → Enter/Change Sales Reports (RESRRP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Sales To 31.12. of last year
Choose (Execute).
In the Net sales column enter the following values for each of these periods:
Report from Report To Net Name of Sales Type
01.01. of last year 30.03. of last year 21.000 Foodstuffs
01.04. of last year 30.06. of last year 18.000 Foodstuffs
01.07. of last year 30.09. of last year 17.000 Foodstuffs
01.10. of last year 31.12. of last year 24.000 Foodstuffs
01.01. of last year 30.06. of last year 15.000 Tobacco
01.07. of last year 31.12. of last year 22.500 Tobacco
Save the reports by pressing Ctrl + S or (Save).
© SAP AG AC295 8-30
9 Simulate sales-based settlement for last year and then execute it.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Settlement → Execute/Continue Settlement (RESRSE)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Title Settlement 02 - Group ##
Settlement Method Simulate
Settlement Step Simulation of Posting Costs
Settle To 31.12. of last year
Simulate the settlement by choosing (Execute).
In the lower screen area, select the line Results of Sales-Based Settlement and view the report by choosing (Display Report). Scroll to the right so that you can see the receivable / credit amount.
The results for the first half of the year are calculated as follows: The result from both sales reports is a receivable of € 5,550 (from settlement). Because a minimum rent of € 3,000 and an AP of € 3,000 have been paid, the tenant is entitled to credit of € 450.
The results for the second half of the year are calculated as follows: The result from both sales reports is a receivable of € 6,575 (from settlement). Because a minimum rent of € 3,000 and an AP of € 3,000 have been paid, the tenant has a receivable of € 575.
Exit the report by choosing (Back) twice.
In the lower screen area, go to the Parameters tab page and enter the following data:
Field Name or Data Type Values
Document Header Text Settlement 02 - Group ##
Posting Date Today's date
Document Date Today's date
Change the entry in the Settlement Method field to Execute and the entry in the Settlement Step field to Posting of Sales-Based Rent in Financial Accounting.
Execute the settlement by choosing (Execute).
In the lower screen area, select the line Posting Log and view the report by choosing (Display Report). Scroll to the right so that you can see the CO account assignment.
© SAP AG AC295 8-31
10 Create certified sales revenue for your contract.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Sales Reports → Enter/Change Sales Reports (RESRRP)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Sales to Be Reported Certified Sales
Sales To 31.12. of last year
Choose (Execute).
In the Net sales column enter the following values for each of these periods:
Report from Report To Net Name of Sales Type
01.01. of last year 31.12. of last year 82.000 Foodstuffs
01.01. of last year 31.12. of last year 51.000 Tobacco
Save the reports by pressing Ctrl + S or (Save).
11 Simulate the final sales-based settlement for last year and then execute it.
In the SAP menu, choose: Accounting → Flexible Real Estate Management → Sales-Based Settlement → Settlement → Execute/Continue Settlement (RESRSE)
Enter the following data:
Field Name or Data Type Values
Company Code 1000
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Title Final Settlement – Group ##
Settlement Method Simulate
Settlement Type Final Settlement
Settlement Step Simulation of Posting Costs
Settle To 31.12. of last year
Simulate the settlement by choosing (Execute).
© SAP AG AC295 8-32
In the lower screen area, select the line Results of Sales-Based Settlement and view the report by choosing (Display Report). Scroll to the right so that you can see the receivable amount.
The results are calculated as follows: The result already posted from the two six-month periods in the year was credit of € 450 and receivable of € 575. So the balance is a receivable of € 125 for the year. The result using the certified sales is actually a receivable in the amount of € 1,805. Since € 125 already exists as a receivable and, of course, this result must be taken into account, there is a new receivable of € 1,680.
Exit the report by choosing (Back) twice.
In the lower screen area, go to the Parameters tab page and enter the following data:
Field Name or Data Type Values
Document Header Text Final Settlement – Group ##
Posting Date Today's date
Document Date Today's date
Change the entry in the Settlement Method field to Execute and the entry in the Settlement Step field to Posting of Sales-Based Rent in Financial Accounting.
Execute the settlement by choosing (Execute).
In the lower screen area, select the line Posting Log and view the report by choosing (Display Report). Scroll to the right so that you can see the CO account assignment.
© SAP AG AC295 9-1
© SAP AG 2003
Controlling
Content:
Enterprise controlling Profit center
Controlling Cost centers and real estate objects as cost objects
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At the conclusion of this unit, you will be able to
List the Controlling objects used in Flexible Real Estate Management
Describe the relationship between real estate objects and profit centers
Explain how to carry out cost and revenue planning on real estate objects
Describe how to settle real estate objects on other account assignment objects
Controlling: Objectives
© SAP AG AC295 9-3
© SAP AG 2003
Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 9-4
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In your controlling object, you want to plan costs and revenues, and compare them with the actual values
You make an actual posting with Real Estate account assignment and internal cost allocation
You want to make a settlement from individual real estate objects to other account assignment objects
You use Profit Center Accounting for your enterprise controlling
Controlling: Business Scenario
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Controlling Overview
Cost elements
Orders
Projects
Business entity
Building
Property
Rental object
Real estate contract
Cost collector of a settlement unit
Profit center
Settlement
Real Estate Management is linked to Controlling via cost elements.
We distinguish between direct costs and overhead costs.
You can assign direct costs to an object.
You post overhead costs to cost centers.
You can assign profit centers to all objects. The profit centers are updated when postings are made.
You can settle costs of CO objects to other CO objects.
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RE-FX object(cost and revenue recipient)
• Business entity• Building• Property• Rental unit• Pooled space• Rental space• Real estate contract• SU cost collector
Classic CO objects• Cost center
(cost recipient only)
• Order ….
FIFI
PSPS
PMPM
COCO
Order
MMMM
CO Objects in Real Estate Management
FXFX
Rent revenue/rent expense
Cost and revenue objects belong to internal Controlling; they are referred to as CO objects or account assignment objects. These may also be real estate objects, in addition to the "classic" Controlling objects (cost center, order).
The link between internal accounting (Controlling) and external accounting (Financial Accounting) is established by assigning cost elements and revenue elements to accounts.
You update the costs and revenues on real estate objects by entering postings in Financial Accounting with auxiliary account assignment on a real estate object (in the same way as for other postings with account assignment).
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Planning
RE-FX object
Business entity
Building
Property
Rental object
Manual planning
ACTUAL to PLANNED
PLANNED to PLANNED
Cash flow of the
contract to PLANNED
Planning of
Activity input
Costs
Revenues
You can enter planned records in the RE-FX objects and compare them with the actual records in CO reports.
You can create these planned records manually or use planning aids.
These planning aids are:
ACTUAL to PLANNED: Existing actual records are updated as planned records.
PLANNED to PLANNED: Existing planned records are updated as planned records.
Cash flow to PLANNED: The records of the cash flow can be updated as planned records.
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Actual Posting
Real estate contractPeriodic posting: partner cash flow
Accountassignment object
Costs
Revenues
RE-FX objects
Cost center/order
WBS element
Periodic posting: object cash flow Costs
Revenues
Activity
Costs
RevenuesCash flow / Controlling / MM RE-FX objects
Cost center/order
WBS element
The actual values are derived from postings with account assignment to real estate objects.
If the real estate objects are assigned to profit centers, these are updated when postings are made.
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Contract Distribution Posting
Office rent: € 700AP operating costs: € 210
Office space 1(60 m²)
Office space 2(140 m²)
6060 + 140
Rental conditions
Basic office rent € 1000 per monthAP operating costs € 300 per month
Contract
14060 + 140
Distribution plays a role in reporting for costs and revenue
DISTRIBUTION FORMULAMeasurement: Office spaceOffice basic rent € 1000 per monthAP operating costs € 300 per month
DISTRIBUTION FORMULADISTRIBUTION FORMULAMeasurement: Office spaceOffice basic rent € 1000 per monthAP operating costs € 300 per month
Office rent: € 300AP operating costs: € 90
You can transfer costs/revenues that were initially assigned to the contract to other objects (distribution). These objects include:
Business entity
Property/building
Rental object
Real estate contract
Cost collector of a settlement unit
Cost center
Order
WBS element
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Direct Internal Activity Allocation
RE-FX objects
Business entity
Building
Property
Rental object
Cost collector of an SU
Activity allocationActivity input
Prerequisite:
Provisionof service
Price Activity type
Cost center
&
Planning for service provision/prices
The actual costs on the objects are derived from the activity consumption that is entered by means of CO activity allocation, for which a sender cost center and activity type and a receiver real estate object have to be specified.
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Settlement
CO settlement
Business entity
Building
Property
Rental unit
Pooled space
Rental space
Cost center
Order
WBS element
CO settlement rule
Business entity
Building
Property
Rental unit
Pooled space
Rental space
Cost collector of an SU
Cost center
Order
WBS element
Costs collected for an object can be settled to other CO objects.
In the CO settlement, you can periodically settle costs collected on real estate objects to one or more CO account assignment objects.
Settlement rules must be clearly defined for each object. You can define equivalence figures, percentage rates or absolute amounts. Settlements can be made on several objects; not all costs have to be settled completely.
Apart from settling real estate objects to other account assignment objects (such as from a building to a cost center (RE-FX -> CO)), you can also settle costs from other CO objects to real estate objects (such as from a PM order to a building or a cost collector of the SU (PM -> RE-FX)). In the latter case, you have to define the settlement rule in the PM objects.
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Profit Center
Addr PC CCtr, Ordr, WBS
x
x
x
x
x
x
x
xVacancy
xInternal usage
Attribute maintenance for objects possible
LOGICAL inheritance: If no entry is maintained for an object that is a lower-level object in the hierarchy, the entry for the higher-level object is taken for evaluation. The reference to the higher-level object remains. This means that changes are also taken into account in lower-level objects.
PHYSICAL copying: If an entry is not made explicitly, the entry for the higher-level object is automatically used one time.Changes to the higher-level object do not affect the lower-level object.
Addr AddressPC Profit centerCCtr Cost centerOrdr OrderWBS WBS elementBE Business entityPR PropertyBU BuildingRO Rental objectREC Real estate contract
BE
PR/BU
RO
REC
x
The assignment of profit centers to real estate objects ensures that the assigned profit centers are automatically updated for all postings to these real estate objects.
If no assignment has been made for the account assignment object, the assignment for the superior object in the hierarchy is used.
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Real Estate Profit Center (PC)
Alternative profit center hierarchy
Standard profit center hierarchy of enterprise
EnterpriseEnterpriseEnterprise
Building 1Building 1Building 1 Building 2Building 2Building 2
Building 3Building 3Building 3 Building 4Building 4Building 4
Building 5Building 5Building 5 Building 6Building 6Building 6
Building 7Building 7Building 7 Building 8Building 8Building 8
Facility manager A(e.g. responsible for
objects with air-conditioning)
Facility manager A(e.g. responsible for
objects with air-conditioning)
Facility manager B(e.g. responsible for objects without air-
conditioning)
Facility manager B(e.g. responsible for objects without air-
conditioning)
EnterpriseEnterpriseEnterprise
Building 1Building 1Building 1 Building 5Building 5Building 5
Building 2Building 2Building 2 Building 6Building 6Building 6
Building 3Building 3Building 3 Building 7Building 7Building 7
Building 4Building 4Building 4 Building 8Building 8Building 8
Portfolio manager A(e.g. responsible for
objects in A class location)
Portfolio manager A(e.g. responsible for
objects in A class location)
Portfolio manager B(e.g. responsible for objects in outskirts)
Portfolio manager B(e.g. responsible for objects in outskirts)
A profit center is a subarea of a company responsible for its own results. Information about the success of this company subarea is available in Profit Center Accounting.
The profit center reports can be displayed in a standard hierarchy and also in alternative profit center hierarchies.
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Controlling: Summary
You are now able to
List the Controlling objects used in Flexible Real Estate Management
Describe the relationship between real estate objects and profit centers
Explain the uses of real estate planning
Describe how to settle real estate objects on other account assignment objects
© SAP AG AC295 9-15
Exercises
Unit: Controlling Topic: Profit Center, Costs and Revenues on Real Estate
Objects
At the conclusion of these exercises, you will be able to:
• Perform planning activities on RE-FX objects using planning aids
• Enter an internal activity allocation
• Check planned data in a CO report
You want to generate planned records on RE-FX objects using the cash flow.
You want to enter an internal activity allocation with account assignment to an RE-FX object.
1 Assign planner profile SAPREFX to your user master.
2 Simulate planning your contracts in CO using cash flow records. Plan your business entity for the current year and periods 1 to 12. Use the object selection option for your planning. Call plan version 00 from CO and overwrite the existing planned records. Use only the records of the contract. Display the error log. If the simulation was completed without errors, execute the actual planning.
3 Enter an internal activity allocation Cost center 4100 performs three hours of repairs (activity type 1410). The activity was performed for your administrative offices and should be assigned accordingly.
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Solutions
Unit: Controlling Topic: Profit Center, Costs and Revenues on Real Estate
Objects
1 Assign planner profile SAPREFX to your user master. In the SAP menu, choose: Accounting Flexible Real Estate Management Controlling Planning Set Planner Profile (KP04) Enter the value SAPREFX and save this profile in your user master by choosing and then confirm with . Leave this screen with .
2 Simulate planning your contracts in CO using cash flow records. In the SAP menu, choose: Accounting Flexible Real Estate Management Controlling Planning Planning Aids Copy Copy Contract Cash Flow to Plan (RECOPLCFCOPY) Enter the following data:
Field Name or Data Type Values
Company Code 1000
Fiscal Year Current year
Period 01 to 12
Version 0
Object Selection Active X
Object ID BE 1000/1##
Hierarchical Object Selection X
Object Types – Contracts X
Target Object Type Business entity
Existing Plan Data Overwrite
Processing mode Simulation
View the error log by choosing . If the simulation was completed without errors, execute the actual planning.
© SAP AG AC295 9-18
3 Enter an internal activity allocation. In the SAP menu, choose: Accounting Controlling Cost Center Accounting Actual Postings Activity Allocation Enter (KB21N) In the Doc. Date and Postg Date fields, enter today’s date. Change the entry in the Scrn Var. field to ALL and Input Type to Individual Entry. Enter the following data:
Field Name or Data Type Values
Quantity 10
Cost Ctr 4100
Acty Type 1410 In the Receiver screen area, choose RE Key (Not Assigned). Enter the following data:
Field Name or Data Type Values
Company code 1000
Business entity 1##
Rental object 1 Confirm the entries with (Continue). Post this CO document by choosing .
© SAP AG AC295 10-1
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Integration with Other Components
Contents:
Plant Maintenance Via functional locations/equipment
Asset Accounting Assignment of asset master records
Refer to the following units for other aspects of integration:
Profit centers Controlling Unit
Cost centers and real estate objects as account assignment objects Controlling Unit
General ledger and auxiliary ledger accounting Financial Accounting Rental Accounting Unit
© SAP AG AC295 10-2
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Integration: Objectives
At the conclusion of this unit, you will be able to
List the components and the related elements (apart from FI and CO) that are integrated with Real Estate Management
Describe where to find these integrated elements and how to process them
© SAP AG AC295 10-3
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Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 10-4
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Integration: Business Scenario
You receive a malfunction report regarding one of your real estates, so you execute unscheduled maintenance work
You want to use the Asset Accounting functions for your real estate objects
© SAP AG AC295 10-5
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Link to Master Data
x
x
x
x
x
x
x
x
x Vacancyx
Attribute maintenance for objects possible
LOGICAL inheritance: If no entry is maintained for an object that is a lower-level object in the hierarchy, the entry for the higher-level object is taken for evaluation.
PHYSICAL copying: If an entry is not explicitly made, the entry for the higher-level object is taken.
Addr AddressBusAr Business areaPC Profit centerCCtr Cost centerFL Funct. LocationAO Arch. objectBE Business entityPR PropertyBU BuildingRO Rental object
x
x
x
x
x x
x
Addr BusAr PC CCtr Asset FL
AO
BE
PR/BU
RO
This graphic gives you an overview of the linking and integration options available for the master data.
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Functional Process in PM System
Scheduled maintenanceScheduled maintenanceUnscheduled maintenance
PM ordersPM orders
PM history
PM planningPM planningPM requirement/PM requirement/reportsreports
Maintenance plans
ResourcesResources
ReportsReports
InternalactivitiesMaterial External
activities
DirectDirectorderordercreationcreation
Malfunction reports
The PM maintenance functions support regular maintenance work as well as tasks arising from malfunction reports.
For detailed information, refer to Course PLM 300.
© SAP AG AC295 10-7
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Assignment of functional locations to real estate objectsAll objects in the architecture
Business entity
Property
Building
Rental object
OptionsAssignments may be made but are not automatically updated
Functional location is created automatically
Functional location is created and updated automatically
It is possible to restrict the assignment to 1:1 for each objecttype
Identical structure defined simultaneously in PM
Relationship Between RE-FX Master Data and PM
The assignment of Real Estate objects (architectural objects, business entity, property, buildings, and rental object) to functional locations can be restricted to a 1:1 relationship for each object type. Every time you assign a functional location to a real estate object, the system checks to see if a relationship already exists between this functional location and another real estate object.
It is also possible to create functional locations for real estate objects automatically. You specify if the system should simply create and assign a functional location, or if the functional location should be updated each time the real estate object is changed.
© SAP AG AC295 10-8
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Plant Maintenance Integration (RE-FX ⇔ PM)
RE-FX PM
Building
Floor
Floor
Locality
Func.Func.loc.loc.
Func.Func.loc.loc.
Func.Func.loc.loc.
Func.Func.loc.loc.
Func.Func.loc.loc.
Func.Func.loc.loc.
Actual
Planned
Com
pletion report
PM order
Room1
Room2
Room3
Scale 1:75
Room 1
Room ...
Room1
Room2
Room3
Scale 1:75
The administrative aspect of the maintenance task settlement is performed in the PM component. The structure of the plant maintenance objects has to correspond to the plant maintenance perspective.
The real estate objects have to be appropriately linked to functional locations. The individual maintenance tasks are represented by maintenance orders for functional locations.
You can plan the costs for the maintenance order.
When you create a PM order (for instance, a malfunction report), the planned costs are automatically generated from the estimated duration of the task for the required activity type.
The completion report triggers the change of planned costs to actual costs.
© SAP AG AC295 10-9
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Acquisition and net book value
Acquisition(= net book value)
DepreciationInterest
Asset Accounting Integration (RE ⇔ AA)
Businessentity
Building
Property
Asset
RE-FX FI-AA
InterestAsset
You manage real estate assets (acquisition and retirement, transfer postings, depreciations, appreciations) in Asset Accounting (R/3 FI-AA). The asset structure is determined from the accounting perspective. Assets can be assigned to buildings and properties in the usage view.
Corresponding reports are available for the asset values in the Asset Accounting information system.
An asset's depreciation and interest can be assigned directly to a real estate object.
© SAP AG AC295 10-10
© SAP AG 2003
Integration: Summary
You are now able to
List the components and the related elements (apart from FI and CO) that are integrated with Real Estate Management
Describe where to find these integrated elements and how to process them
© SAP AG AC295 10-11
Exercises
Unit: Integration Topic: Link to Plant Maintenance: Malfunction
Reports, PM Order and Settlement
At the conclusion of these exercises, you will be able to:
• Create a malfunction report and enter the resulting planned values in the PM order
• Use a confirmation to generate actual records in the PM order, which you then settle to your administrative building (usage view)
A tenant calls you to report a malfunction. You create a malfunction report and use the maintenance process. After successful confirmation, you settle the costs incurred to your administrative building.
1 Create a malfunction report and a PM order.
1-1 Create a malfunction report for the functional location of your building (BU AR##/VW). Specify a notification text and a short description of the error and create a PM order directly from the malfunction report.
Choose order type PM01, planning plant 1000, business area 9100, and work center ELEKTRIK/1000. Plan the duration of the work: 2 hours.
For your PM order, define the administrative building (1000/1##/1) as the receiver object of the CO settlement rule so that you can settle the costs to this building.
Release your order and save it.
2 Confirm activities and complete the maintenance process.
2-1 Enter an individual confirmation for your PM order. The activity actually took 6 hours, not 2 hours.
3 Settle costs on the RE-FX object building.
3-1 Settle the costs incurred to your building. For this, use the individual settlement found in the Controlling application menu. Assign controlling area 1000 to your user, if required, and save this setting.
Settle the current period.
First, execute a test run, then check for errors in the displayed log and details list.
Execute the update run.
Check the details list again and view the controlling document.
© SAP AG AC295 10-12
© SAP AG AC295 10-13
Solutions
Unit: Integration Topic: Link to Plant Maintenance: Malfunction
Reports, PM Order and Settlement
1-1 In the SAP menu, choose: Logistics → Plant Maintenance → Maintenance Processing → Notification → Create (Special) → Malfunction Report (IW24)
Specify a notification text and a short description.
In the Funct. Location field, assign the object BU AR100/VW.
Create a PM order. To do so, choose: PM Notification → Order → Create → Direct. Enter the following data:
Field Name or Data Type Values
Order Type PM01
Planning plant 1000
Business Area 9100
Main work center ELEKTRIK/1000 (electrical maintenance)
Enter the value 2 (hours) in the Work durtn field.
Assign your administrative building in the usage view as the receiver of the CO settlement rule. To do so, choose: Goto → Settlement rule. Enter the following data:
Field Name or Data Type Values
Category GE
Settlement Receiver 1000/1##/1
% 100
Leave the settlement rule by choosing enter.
Release the order by choosing the green flag, then save it.
Exit the malfunction report.
2-1 In the SAP menu, choose: Logistics → Plant Maintenance → Maintenance Processing → Completion Confirmation → Entry → Individual Time Confirmation (UW41)
In the Order field, enter your order number and confirm with ENTER.
Enter the value 6 in the Actual Work field and save.
© SAP AG AC295 10-14
3 Settle costs on the RE-FX object building.
3-1 In the SAP menu, choose: Accounting → Controlling → Internal Orders → Period-End Closing → Single Functions → Settlement → Individual Processing (KO88)
If your user is not yet assigned to a controlling area, a popup appears to enable you to make this assignment. In the Controlling Area field, enter 1000 and save.
Place your cursor in the Order field, and press F4. Go to the PM orders using order list tab page to search for your order number.
In the Functional location field, enter the value BU AR##/VW and start the search. Select your order by double-clicking.
Enter the following data:
Field Name or Data Type Values
Settlement period Current month
Fiscal year Current year
Test run X
Execute the test run.
Branch to the details list. Here, the number of your PM order is shown as the sender and your building GE 1##/1 is shown as the receiver.
Exit the list and return to the selection screen. Deselect Test run and perform the settlement by choosing Execute.
Branch to the Itemization screen, choose Accounting documents and double-click the entry Controlling Document. Expand the document to view the complete assignment.
© SAP AG AC295 11-1
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Input Tax Treatment
Content:
Input tax processing
Option rate determination
Input tax distribution
© SAP AG AC295 11-2
© SAP AG 2003
Input Tax Treatment: Unit Objectives
At the conclusion of this unit, you will be able to
List the different ways of calculating option rates and name the objects that use option rates
Describe the steps required for rental that is liable to tax
Explain why adjustment postings may be necessary in service charge settlement
© SAP AG AC295 11-3
© SAP AG 2003
Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
© SAP AG AC295 11-4
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Input Tax Treatment: Business Scenario
You lease out rental objects that are used for commercial purposes and are liable for sales tax
You opt for sales tax for these agreements in order to reduce the input tax
If you manage commercial real estate objects usage, you must make the appropriate setting in Customizing so that the company codes affected are opted.
© SAP AG AC295 11-5
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Option Rate
Rental liable to taxTotal rentalOption rate =
Objects that can carry option rates:
Business entity
Building
Property
Rental object
Real estate contract
Settlement unit
Master settlement unit
Ways to create option rates:
Square meter ratio (automatic)
Cubic volume (automatic)
Measurement (automatic)
Manually
Negotiated (Customizing)
The rental of real estate is exempt from sales tax. Any input tax arising from tax-free objects cannot be charged to the company.
Within §9 UStG (turnover tax law), it is possible to opt for sales tax.
An option rate is valid for a calendar month. The key date principle (the rates applicable on the key date are the basis for calculation) is used for the automatic calculation.
On the key date, the rental objects and contracts of the calculation objects are analyzed.
© SAP AG AC295 11-6
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Input Tax Processing
ProcedurePosting of document with deductible input tax
Monthly determination of the option rate
Monthly distribution of input tax in deductible and non-deductible parts
For apportionable costs:Adjustment of tax posting by service charge settlement
You can create as many option rates as you like. You can overwrite previous option rates, as long as they are not used for postings already.
If an option rate was used for an input tax distribution posting, it can no longer be changed.
© SAP AG AC295 11-7
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Update of option ratesUpdate of option ratesin the master datain the master dataobjects (values)objects (values)
DocumentsDocuments
DocumentsDocuments
Manual maintenanceManual maintenanceof the option ratesof the option rates
Program for automatic determinationProgram for automatic determinationof the option ratesof the option rates
Automatic input taxAutomatic input taxdistributiondistribution
SCS: Adjustment postingSCS: Adjustment posting
Settlement units
Steps Involved in Input Tax Processing
Detailsof
option ratedetermination
Incoming invoices are posted with input tax rate of 100%.
A program for automatic determination of option rates is started monthly if non-manual option rates are preassigned.
The program for input tax distribution uses the option rates determined to split the input tax into deductible and non-deductible shares. Non-deductible shares of the input tax are posted or activated in the expenses. The posting run can be reversed. You can also reverse individual documents.
The input tax distribution of apportionable costs does not need to be performed before the service charge settlement – as in classic RE. This occurs automatically within SCS.
The correct input tax distribution for apportionable service charge costs can only be calculated when the service charge settlement is made. Any adjustment postings are carried out here - if the input tax distribution was done previously.
© SAP AG AC295 11-8
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Options for posting non-deductible input tax1. Target account n.d. input tax for each original account2. Target account n.d. input tax for all cost elements3. To the original account
Cost element A
Cost element B
Deductible input tax
300
600
6030
Non-deductible B
20 3
40 3
20 140 120 240 2
Non-deductible A
20 1
40 120 340 3
20 240 2
N.d. input tax all cost elements
Option rate 33%
Tax Breakdown – Controlling Postings
Depending on the Customizing settings, the breakdown postings are made to accounts for non-deductible input tax. This maintains the search sequence given above. We do not recommend variant 3 (posting to the original cost account), as the gross expenses for this procedure do not appear separately in Controlling.
© SAP AG AC295 11-9
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SCS credit postingSCS credit postingTax treatmentCredit postingTax treatmentCredit posting
Starting point (example)
Starting point (example)
Monthly input tax distribution
Monthly input tax distribution
Gross expenses PA
Input Tax Distribution Adjustment by Service Charge Settlement
Deductible input tax Credit account N.d. input tax credit
Deductible input tax Non-deductible input tax RA clearing account N.d. input tax clearing500
80
16
16
500
200 Residential300 Commercial
80 24
24
Tax adjustment posting
Tax adjustment posting
Deductible input tax
Non-deductible input tax
168
168
80
Customer posting of SCSCustomer posting of SCS
Receivables
Output tax
ResidentialCommercial
224348
48
SCS revenues
N.d. input tax revenues
500
32
The option rate of the settlement unit is determined at 80% - the commercial share of the object is 80%. The input tax distribution is performed on the basis of this value (80% x 80 = 64 or n.d. input tax: 20% x 80 = 16).(16% is taken as the tax rate.)
The distribution of net costs to commercial and non-commercial tenants was determined in the service charge settlement. The result was that 30% of the costs fall to non-commercial tenants and 70% fall to commercial tenants (opting). The adjusted option rate is determined at 70%.
A credit posting for the settlement unit and the operating costs account is made with the breakdown ratio that has been specified. This posting contains the adjusted breakdown of the taxes in a deductible and not-deductible share.
An adjustment posting is made due to the difference between the original breakdown (80%) and the adjusted breakdown (70%).
The debit posting to the commercial tenants uses the output tax rate of 16% as defined in the rental agreement.
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Customizing Taxes
CCBasic Settings for Company Code Parameters in Company Code Opt Company Code
Reasons for input tax opting
Option rate methods
Proposed option rate methods
Accounts for non-deductible input tax
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Input Tax Treatment: Summary
You are now able to
List the different ways of calculating option rates and name the objects that use option rates
Describe the steps required for rental that is liable to tax
Explain why adjustment postings may be necessary in service charge settlement
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Tools and Cross-Application Functions
Content:
Correspondence
SAP Smart Forms
Word interface (one-time correspondence)
Business Data Toolset (BDT)
Substitution/validation
Ad-hoc reporting (QuickViewer)
SAP Service Marketplace
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At the conclusion of this unit, you will be able to:
Explain the options for managing correspondence with Flexible Real Estate Management
Describe the cross-application functions and relevant application examples
Name the tools used
Tools and Cross-Application Functions: Unit Objectives
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Course Overview Diagram
Course Overview
Business Partner
Contract Management
Accounting
Tools and Cross-Application Functions
Service Charge Settlement
Master Data
Adjustment of Conditions
Sales-Based Contracts and Settlement
Controlling in the RE-FX Environment
Integration with Other Components
Input Tax Treatment
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Tools and Cross-Application Functions: Business Scenario
You want to create and send letters to your business partners related to a particular application
You want to implement Document Management in your enterprise
You want to tailor the user dialog to your company
You want to lighten your employees' workloads through automatic checks and prepopulation of fields
You want to perform individual evaluations
You want to learn about Flexible Real Estate Management and related topics as quickly as possible, and know which information support is available to you
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Cross-Application Functions: Correspondence
SAP Smart Forms (Mass Print and Single Print)High-performing mass print
Method of printing for all types of application data
Flexible control of documents/recipients to print
Office Application, Such As Microsoft Word (Single Print)Document can be changed directly in the office application before print
Easy definition of document templates
With the correspondence component you can create documents in letter-form or as an e-mail or fax. These documents are typically sent to your business partner(s).
The main aspects are:
Functions that are easy to set up
Adaptation to your own requirements
Flexible use of correspondence
You choose between two technically different types of correspondence, depending on your requirements:
Smart Forms (mass and single print)
Office Application (only single print): this lets you create single documents using word processing software (such as Microsoft Word).
With both correspondence types you can print:
Master data-related documents
Contract-related documents
You can archive the documents you create with a link to the respective master data object or contract. You can also locate your archived documents.
Detail procedures are documented in Customizing.
In the application menu of Flexible Real Estate Management, choose:
Customizing → Flexible Real Estate Management → Correspondence
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SAP Smart Forms: Overview
ImprovementsSAP Smart Forms replace SAPscriptTransparent form flow logic, defined solely in the Form BuilderAdjustments only made in the form itself. No separate text modules, text Customizing and print program required
FeaturesCorrespondence is available for master data objects.In every selection you can either insert your own text or choose a predefined text module.Display document list before print and change to the print previewYou can output documents without reference to a partner.Additional output media with e-mail and fax
CustomizingProcedure for determining document language (instead of language of letter recipientSpecific settings for archivingDefault for second currencyComprehensive use of correspondence activities, with optional differentiating characteristics – NO correspondence groups
SAP Smart Form technology is developed by Basis Components and replaces previously used SAPscript. SAPscript forms are still available but there will be no further development on them.
Smart Forms do not incorporate word processing in the true sense. They define the layout and output characteristics of templates and generate documents in the output activity, based on the templates. The documents cannot be edited directly.
With SAP Smart Forms you can make simple changes to the form logic with simple graphic tools. In most cases no additional programming is required. The form logic is defined in the Smart Form. To print a form, you access it in the application where you retrieve the application data. Data retrieval and form logic are separate from each other. The advantage is that only the Smart Form has to be modified if the logic is changed.
Advantages of Smart Forms: Enables fast mass-print with optional document archiving using SAP ArchiveLink In a typical real estate correspondence process, there are no limits on retrieval and output of application data. The system also supports the output of data in table form and the determination, calculation and display of customer-specific data.
Flexible, automatic control of the documents that are created for each business partner (role) via correspondence activities (Customizing)
Support of e-mail or fax, depending on the technical options of the business partner in question Integration in the development landscape: transport connection, translation tools and so on
Disadvantages: You cannot change a document once it is created. The disadvantage is minimized in that before you create a document you can enter any text to a text editor. The text is then output in the pre-defined place in the template. This (text editor) procedure is suitable for short pieces of correspondence, such as a general letter. It is not suitable for a complicated contract with numerous individual text passages.
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SAP Smart Forms: Supported Applications
Master Data
Contract
General CorrespondenceMaster Data Sheet
General CorrespondenceMaster Data SheetContract FormTenant Account SheetDunning*Service Charge SettlementNotice/Confirmation of Notice
Object Types:
Correspondence Applications:
* See Notes
Architectural objectBusiness entity
PropertyBuilding
Rental object
Correspondence applications are pre-defined in the system and relate to one specific Real Estate object. The following correspondence applications are defined for master data objects:
General correspondence
Master data sheet
The following correspondence applications are available for contracts:
General correspondence
Master data sheet
Contract form
Tenant account sheet
Service charge settlement
Notice/confirmation of notice
For each correspondence application there is:
A transaction for mass print
The option for single print from within the object/contract processing transaction
* Dunning correspondence is an exception because it is handled using the correspondence functions of the Financial Accounting (FI) component. The Smart Form variant of the dunning form is used in Flexible Real Estate Management but you have to make the Customizing settings and access the dunning correspondence in Financial Accounting.
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Correspondence
ArchitectureBusiness EntityPropertyBuildingRental Objects
General CorrespondenceMaster Data SummaryContract Form
Contract Account Sheet
Service Charge SettlementEnd of Contract
1000 1000000458 Mark & Marney Cons Contract Form... ... ... ...
SAP Smart Forms: Mass Print
Objects CorrespondenceData
Text Editor
OutputData
User FieldsSpecial Parameters
Master Data
Contracts
Rental Accounting
User Menu Selection Screen
Document List
Print Preview
Co Code Contract Number Name/Address Form1000 1000000250 ABC Associates/3 Sn Contract Form1000 1000000250 Peter Smith/3 Park
Print AllPrint Selected
Spool Request
1. 2.
2.a)
2.b)3.
Information
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The mass print function is used to print multiple letters of a correspondence application, such as master data sheets for all rental units of a building. You call up mass print correspondence from your user menu.
Each mass print program (such as business entity general letter) implements one single correspondence application. You make the basic settings for the correspondence application in Customizing
The mass print program uses a selection screen with tab pages. The Objects tab is part of the logical database that is used in each case. Via the selection criteria you determine WHICH contracts, or master data objects are to be printed.
The other tab pages are correspondence-specific and determine HOW the documents are to be printed.
The Correspondence Data and Output Control tab pages are always available. The remaining tabs, Special Parameters, User Fields and Text Editor, are displayed depending on the Customizing settings of the correspondence application. A list of all documents to be printed is displayed. You can: Branch to the print preview of each document by double-clicking Print all documents in the list Print selected documents
It is also possible to navigate to the master data of the object or the contract, or to the partner master data, if a recipient is maintained.
If you wish to hide the document list display, deselect the Output List indicator in the Output Control tab. Then all documents are printed that the system selects.
The system issues a correspondence log for each output activity and saves it as an SAP application log. The log is displayed if errors or warnings are generated.
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Correspondence activityText modulesKey datePrint
CorrespondenceData Document List
SAP Smart Forms: Single Print
ContractObject
Process Object1. 2.a) 3.a)
2.b) 3.b)
Preview Master Data Sheet
Print correspondence applicationsrelevant to current object status
Print4.
Output devicePrint immediatelyDelete after outputNo. of copiesPrint & archive
Free text…
Print AllPrint Selected
Text Editor Output Data
InformationPeter Smith/251 Park
Contract FormABC Associates/3 Sn
FormName/Address
The single print function is called up directly via object/contract processing, and is available for the architectural object, business entity, property, building, rental object or rental contract.
The output of a single print document is for one object only, such as an individual rental object or a particular contract. However, depending on the correspondence activity used, multiple documents can be created with each output activity.
The master data sheet available for objects and contracts is also based on Smart Form technology. Via the Print Preview Master Data Sheet icon, you can display with one click the complete object master data. Note that the function keys are only displayed if the correspondence applications have been assigned to the relevant object types (Customizing).
The status of the object or contract being processed determines the various correspondence applications that can be printed. For example, notice must be entered for a contract before the notice/confirmation of notice correspondence can be generated.
A document list is generated for the selected correspondence application. Depending on the correspondence activity, the document list can contain more than one document. By double-clicking in the document list, you can display a print preview.
Per correspondence application: Assign correspondence activities. Define flexible text modules. The use of selected text modules is recommended if you only use one form for general letters and the body text of frequently occurring letters is stored in a text module.
Define if the text editor is available. A tab page containing the text editor is displayed. The user can enter a text that appears in the document at the position indicated in the layout.
Define the use of archiving, printer settings, e-mail and fax.
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Form RE_CN_000Global Settings
Form AttributesForm InterfaceGlobal Definitions
Pages and WindowsFIRST First PageNEXT Next Page
INFO2 Info Window Next PagesMAIN Main Window
%TEXT1 Form of Address%TEXT7 Text%TEXT6 Insert text%TEXT10 Signature
FOOTER Footer window
Formats Formats
SAP Smart Forms: Form Builder
BUS_OBJECTSENDERRECIPIENTCLERKPARTNER_SPEC1PARTNER_SPEC2CONTRACT
Business Object
Recipient
ContractMANDTINTRENOBUKRSRECNNRRECNTYPE
ClientInternal Real EstatCompany codeContract numberContract type
Text %TEXT7TextDescription
General Attributes Web Properties Output Options Conditions
Paragraph Formats Standard Character Formats
Text Type Text Element Start Time New Paragraph
Form Name
Available Fields
Form Structure
Activate Form
We wish to inform you that contract number RECNNR
Drag & Drop
Text Editor
B Bold
Smart FormHeaderPagesWindowsHeadingTextsAddressGraphicParagraph & Character Format
You specify the forms you want to use for correspondence activities. Define the required forms, such as master data sheet for buildings, and assign the corresponding Smart Form to them.
You use the graphical user interface in the Form Builder to define your Smart Form.
You define all properties of your Smart Form (layout, texts, individual text retrieval, and so on) in the Form Builder (transaction: SMARTFORMS)
The user interface of the Form Builder consists of two main work areas:
Navigation Tree (left) - clearly displays general attributes and all other output elements of the form
Maintenance screen (right) - allows you to maintain the attributes of the navigation tree nodes
Form Painter (optional) – allows you to maintain the layout of your form. If you do not need the Form Painter, you can suppress it by choosing Form Painter On/Off
For more information on Smart Form and Form Builder see:
Help → SAP Library → mySAP Technology Components → SAP Web Application Server → Basis Services/Communication Interfaces (BC-SRV) → SAP Smart Forms (BC-SRV-SSF) → Maintaining Forms with the Form Builder
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SAP Smart Forms: Correspondence Activity
Correspondence Activity
Recipients (Partner Roles)Recipients (Partner Roles)AND
Documents (Forms)Documents (Forms)=
Mr. Mr. ……IntroductionIntroductionContract formContract form
Company ...Company ...Information on Information on new tenantnew tenant
ExampleExample: Print these documents for each contract Main contractual partner:• Introduction• Contract form
1st 1st StepStep: Define Correspondence Activity (Customizing)
No. Recipient Document 1 Main contractual partner Introduction2 Main contractual partner Contract form3 Partner with role “Service Provider“ Information on new tenant
Service Provider• Information on new tenant
Business partners of contract 4711 (contract type: lease-out)Master tenant w/ customer account Mr. ...Service provider Company ...
2nd 2nd StepStep: Print documents via correspondence activity
A correspondence activity determines automatically which documents are sent to which recipients (partners).
You can "generate" more than one document in one print step for a single object or contract (Print function).
Correspondence activities can be defined for all object types (contract and master data objects) and correspondence applications.
Example:
If the service provider partner role is not assigned to the actual contract, the relevant document will not be produced.
When more than one service provider is assigned to the contract, each of the partners gets a document.
The contract type determines the role that represents the main contractual partner.
You can also make Customizing settings for the correspondence activity so that documents (such as master data sheet or exposé) can be created without reference to a business partner.
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Office Application (Single Print)
WORD standard letter interfaceCreate individual letters (one-time correspondence)
Call up function from within all objects and contracts
Data retrieval for master data specific both to object and to contract
AdvantagesFamiliar Microsoft Word text processing
Easy template definition and recipient selection
Possible to modify the letter content before printing
Can store all documents in the system with a link to respective object or contract
You use the office application if you want to create or print single correspondence and archive it for subsequent processing or display.
Correspondence can be generated with the office application for the following objects: architectural object, business entity, building, property, rental object, and contract.
The basic settings and templates used for single print correspondence can be defined in Customizing. Choose:
Customizing → Flexible Real Estate Management → Correspondence → Office Application: Single Print → Basic Settings and Document Templates
Here you can upload, edit or remove the document templates.
When processing a master data object, or contract, choose Print with Office Application. You then select the template to be used. If more than one business partner is assigned to the object, choose the desired correspondence recipient. In the case of contract correspondence, the main contractual partner is highlighted in the selection list.
In the office application, you can modify the document as required. You can print the document, print and store it, or simply store it.
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Archiving
You can archive documents related to objects/contracts.
Smart FormsArchiving via SAP ArchiveLink
Word Application CorrespondenceVia Business Document Services
You can display all archived documents (for both types of correspondence) via the Business Document Navigator.
You can call up Business Document Navigator from the object you are processing.
You can specify that the documents you create are archived using the SAP ArchiveLink.
SAP ArchiveLink is a service integrated in the SAP Web Application Server to integrate external storage systems.
Linking documents according to content guarantees long-term easy access to the documents. You can directly display the stored document(s) that are associated with the processed object. You can also use attributes to search for documents. This replaces time consuming processes such as making copies of originals, searching for procedure-related information, and so on.
To use ArchiveLink, you need to have installed a storage system. The document to be stored must already be in, or be converted to, electronic format. It does not matter how the document is physically stored in the storage system.
To use this function, you have to install the storage system and configure the SAP ArchiveLink interface. You make the necessary settings in Customizing. Choose:
SAP Customizing Implementation Guide → SAP Web Application Server → Basis Services → SAP ArchiveLink
The system assigns document types to archive documents. There is a single document type for each correspondence application. It is not necessary to make any changes to standard Customizing settings.
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Display Archived Documents
Business Document NavigatorDisplay key words
Contract 100001364Text
Rent ReviewGeneral Correspondence
Master Data Sheet
Contract Form
Portable Document FormatPortable Document Format
Portable Document Format
Portable Document FormatPortable Document Format
Description Created on
06/30/2001
09/18/200112/21/2001
12/31/2002
03/27/200205/04/2002
File Edit Insert Format Tools Table Window Help
Draw Autoshapes
Andrea LindsayAttorney at Law, & Partners135 High StreetParkway EstateFrankfurtGermany
June 30, 2001
Subject: Rent Review
Dear Ms. Lindsay,
We wish to inform you that a rent review will be made on September 1, 2001. We will let you know...
Word
Smart Form
Archived documents for object
Double Click
The system always archives documents with a reference to the corresponding master data object or contract.
The Business Document Navigator displays both documents created by SAP Smart Forms (PDF) and the office application (such as Microsoft Word) in one screen.
There are two ways of displaying archived documents in the application dialog of the respective object:
Choose Document Management (Business Document Navigator).
Choose Special Services -> Attachment list
Make the following settings in Customizing:
Customizing → Flexible Real Estate Management → Correspondence → Smart Forms (Mass Print and Single Print) → Basic Settings
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Tools: Business Data Toolset (BDT)
What is it?The Business Data Toolset is a central control tool for maintaining master data and simple transaction data.
FunctionExtensibility
Screen layoutScreen sequenceProgram logicMenuSearch helpField groupingAuthorization checks
ConfigurabilityDivisibilityDelinkingUse of other interfacesFaster developmentUniformity
SAPNet alias /bdt
Extensibility: You can extend various dialog parts without the need for modifications using downstream applications either within SAP or through development partners or customers. This applies to screen layout, screen sequence, program logic, menu, search help, field grouping and authorization checks.
Other areas, such as data maintenance without dialog or change document lists, are also extensible.
Extensions, or enhancements, can be created over multiple levels.
Configurability: Screen layout and sequence can be configured by application developers and/or customers. While developers use BDT control tables to modify screens, customers can take advantage of a configuration tool developed using Visual Basic for changing standard SAP screen layout and sequence with the Drag&Drop method.
Divisibility: The maintenance of large objects can be broken down into smaller parts. You use control tables to define which attributes can be maintained in an object part.
Use of Other Interfaces: Interface and program logic are separate in the BDT.
Faster Development: Because the BDT takes control of dialog processes, the applications limit themselves to realizing business functions. The BDT also provides services in which the applications can be included. These factors reduce considerably the time needed to develop applications.
Uniformity: In all application objects that use the BDT, online navigation takes place using the BDT and is therefore identical. Using the generic object services also contributes to a certain uniformity.
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Screen Layout
TermsPartnersGeneral DataGeneral Data
Identification
Contract
Authorization
View 1
View 2
View 3
View 4
View 5
Area 1
Area 2
Area 3
A screen sequence contains several screens
A screen contains one or more areas
An area contains one or more views
A view contains one or more field groups
A field group contains one or more fields
The dialog has a hierarchy structure.
Screen sequence (contains one or more screens)
Screens (contains one or more areas)
Areas (contain one or more views)
Views (contain one or more field groups)
Field groups (contain one or more screen fields)
You can define different screen sequences for the following objects:
Architectural object type
Business entity
Buildings
Property
Usage type in combination with the rental object type
Contract type
Participation group
Settlement unit
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Substitution and Validation
Validation:
Value check
A rule has to be defined in Customizing for testing the truth value.
If the truth value test result is "False", a user-defined error message is issued.
The message category informs you about data – if it can be saved or if a posting can be made.
Substitution:
Value replacement
The system tests the values entered using a user-defined rule.
If the statement is for the values is true, they are replaced.
This substitution is made before the data is sent to the database.
Substitutions and validations can be defined using Business Add-Ins (BAdIs).
Substitution example: The usage type of a rental object determines the business area of a contract. Rules have been defined in the form of BAdIs that result in the Business area field in the contract being filled out automatically. This is dependent on the usage type of the rental object. If you cannot change these automatically maintained values, use the field status control to set this field to display.
Validation example: The usage type of a rental object determines the permitted values for a business area of a contract. Rules have been defined in the form of BAdIs that result in the entries in the Business area field in the contract being checked. This is dependent on the usage type of the rental object. If the values entered do not fulfill the defined rules, a message appears informing you of this.
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Ad-Hoc Reporting (QuickViewer)
Contractnumber
Internal RE key Rental start
4711 IV 8732 01.01.2003
0815 IV 9872 01.04.2002
8754 IV 8761 01.02.2005
… … …
Internal RE key Customer Vendor
IV 8732 200626
IV 9872 200877
IV 8761 100328
… … …
Contractnumber
Internal RE key Rental start Customer Vendor
4711 IV 8732 01.01.2003 200626
0815 IV 9872 01.02.2002 200877
8754 IV 8761 01.02.2005 100328
Table 1 Table 2
Report
You can use the QuickViewer to help you perform evaluations quickly.
You can link several tables together and generate an ALV with selection screen.
QuickViewer reports are user-related; only the user who created a particular report can use it. It is possible, however, to convert the QuickViewer to a program.
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Cross-Application Function: SAPNet
News
EventsTraining
FAQs
Media CenterTutorials
IDESContacts
Development Strategy
www.sap.com/realestate (Internet)
Business BenefitsCustomer Successes
Business MapsKey Capabilities Brochures
EventsContacts
Statistics
http://intranet.sap.com/re (Internal)www.service.sap.com/re (SAP Service Marketplace)
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Tools and Cross-Application Functions: Summary
You are now able to:
Explain the options for managing correspondence with Flexible Real Estate Management
Describe the cross-application functions and relevant application examples
Name the tools used
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Exercises
Unit: Tools and Cross-Application Functions Topic: Correspondence, Business Data Toolset,
SAP Service Marketplace, SAP Tutor
At the conclusion of these exercises, you will be able to:
• Explain the different methods for managing correspondence in Flexible Real Estate Management
• Describe the functions and give relevant examples in the application
• Name the tools used
You want to write letters for a given application and send them to your business partners. You want to introduce document management in your enterprise.
You would like to make field modifications and further developments to existing functionality.
You want to learn about Flexible Real Estate Management and related topics as quickly as possible, and know what kind of information and support is available to you. You want to create interactive learning units in order to optimize your educational resources and improve knowledge transfer.
1 Check the entries in your user profile. Enter the output device name supplied by your trainer (for example, LOCL). Make sure that Output immediately is not selected in the Spool Control screen area. Save your changes.
2 Create and print a general letter for one of your contracts (such as your store lease-out) using Smart Forms. Enter additional text, which should also be printed, in the text editor. Check the output control for this correspondence.
3 Display your letter in the document list and choose Print Preview.
4 From within contract processing, create a letter using the one-time correspondence function (Microsoft Word) for your second contract. Choose a document template and enter your text.
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Solutions
Unit: Tools and Cross-Application Functions Topic: Correspondence, Business Data Toolset
1 Check the user profile.
From the menu bar, choose System → User Profile → Own Data.
Choose the Defaults tab.
In the Spool Control screen area, enter the name your trainer provides, or LOCL, in the Output Device field.
Make sure that Output immediately is not selected.
Save.
2 Use Smart Forms.
Correspondence → Contracts → General Correspondence
Enter your company code and a contract (for example your commercial lease-out for a store) on the Contract tab page.
Enter any text you like on the Text editor tab page.
Choose the Output control tab page. Check the settings.
3 Display the document.
Choose Execute.
Choose Print Preview.
4 Create a letter while processing a contract.
Contract → Process Contract
Choose the Pool tab page in the navigation area. Choose your second commercial lease-out.
Choose Print Preview Mast. Data Sheet. Have a look at the document. Choose Back.
Choose Print with Office Application. Choose General Correspondence from the input help in the Copy From field. Then choose Office Application.
Change or add to the text of the document. Save.