RE80: Maintain Lease Information Transaction Guide

RE80: Maintain Lease Information Page 1 of 23

RE80: Maintain Lease Information Transaction Guide

This guide shows you how to use RE80 (Real Estate Navigator) to maintain a property lease.

Use either the quick-step procedure below or the detailed procedure with screen shots which

follows.

This transaction is used to alter the lease conditions (generally rent increases and decreases)

and is part of the PM7.3 Lease/License process.

Access the RE Navigator initial screen through either:

the transaction code RE80, or

the menu path: Real Estate Management > Master Data > RE Navigator.

Quick-step procedure

Follow the steps below to complete this transaction.

Step Action

1. Select Object Overview in the Navigation area.

2. Select Real Estate Contract from the drop-down list, and then either:

If known, enter the Real Estate Contract number (e.g. 1000/1#####), press

Enter and go to step 5. or

If unknown, click the Find (Binoculars) icon and go to step 3.

3. In the Restrict Value Range (1) dialog box that displays:

Select the type of search to make (e.g. Active Contracts).

Enter one or more of the following search criteria:

o Company Codes (e.g. 1000 NZTA).

o Contract Type (e.g. CO02 Residential Lease).

o Contract Start date (e.g. 01.05.2013).

o Contract Name (e.g. I* for Isaacs).

Click the Find icon.

4. The Contract Type (1) dialog box displays. Either:

select the contract and press Enter to confirm, or

go back to step 2 to redefine the search options.

Result: The REC <Type of Contract> Lease 1000/<Lease number> Display:

General Data screen displays.

5. Click the Changes Between Display < - > Change icon to open the REC <Type of

Contract> Lease 1000/<Lease number> Change: General Data screen.

Continued on next page...


Step Action

6. When the Contract is in Change mode, the following updates may be made:

To... go to...

make changes to details and Authorization Groups on the General

Data tab

step 7

make changes to Business Partners on the Partners tab step 8

make changes to cash flow and end dates on the Terms tab step 18

make changes to a Notice period step 19

make changes to the Renewal period step 22

renew a contract step 26

make changes to the Frequency on the Posting Parameters tab step 29

make changes to the Conditions (Rent increase) on the

Conditions tab

step 30

attach a file to the lease and view it step 36

print an Authority for Automatic Payments form and letter step 39

7. Change the following on the General Data tab, as required:

Contract name details (i.e. the Contract name and Old contract fields) and

press Enter.

The Authorization Group field. To do this click the Change Authorization

Group icon in the Authorization Group section and do the following:

o click the Search icon in the Authorization Group dialog box

o select the required Authorisation Group (e.g. Auckland) from the list that

displays, and

o press Enter in the open dialog boxes.

8. Change the following on the Partners tab, as required:

Delete a Business Partner. (Business Rule – Do not delete Business Partners

unless they were created in error. In all other instances end date the Business

Partner so there is a record of them in the system.) Go to step 9.

End date an existing Business Partner. Go to step 10.

Make changes to an existing Business Partner. Go to step 11.

Add a new Business Partner. Go to step 13.

9. Click once in the relevant role in the Name of BP Role column, and then click the

Delete Selected Assignment icon.

10. Select the Business Partner in the Partners list, and add a date in the End of

relat. field (e.g. 28.05.2013).

Note:

If for example you are changing a Property Manager, the date difference

between the End of relat. field (e.g. 30.05.2013) for the “old” Property

Manager and the Start reltnship. field (e.g. 30.05.2013) for the “new”

Property Manager should either be the same date or the following date

(e.g. 30.05.2013 to 31.05.2013) otherwise error messages are displayed

when saved.

If the Contract Partner is to change then the lease contract must be

terminated and a new lease contract set-up. Refer to RE80 (Maintain Lease -

Termination).



Step Action

11. Select the Business Partner in the Partners list (e.g. Contract Partner), and click

the Master Data button.

12. Make the change required (e.g. Change of last name – Issacs-Buenovita) in the

Change Person / Organization: <Business Partner ID> role Contract Partner

dialog box displayed and then click the Back icon.

Result: The Real Estate Contract displays the updated Contract partner‟s name.

13. Click the Assign new partner icon.

Select the relevant option from the drop down list (e.g. Property Manager – the

mandatory partners required are Contract Partner, Property Management

Company, and Property Manager).

Enter search terms (e.g. Name1/LastName, Street or City) in the Business

Partner Search dialog box.

Press Enter to confirm.

14. If the partner:

displays in the search results list (i.e. is an existing Business Partner), then

select them and press Enter to confirm. Go to step 17.

does not display in the search results list (i.e. is a new Business Partner), then

close the search and go to step 15.

15. Select either Person or Organization. (Select Person if the Business Partner is an

individual person, for all other entities, select Organization.)

Result: The Create <Person/Organization>: Role Contract Partner screen is

displayed.

16. Complete the details of the Business Partner, and then click the Back icon once

you have entered all relevant details. Refer to the RE80: Create Business Partner

transaction guide for more detail.

Note: For a Business Partner created for a property lease, the following should be

done:

the Authorization Group selected should be „8800 Property General‟, and

the new business partner‟s bank account details are loaded.

Note: A Business Partner may have more than one bank account loaded, so

each is given an ID. The ID of the bank account selected in the Lease

agreement, is used to clear open items.

Result: The REC <Type of Lease> Lease <NEW> Create: Partners screen is

displayed.

Note: The Business Partner ID no. is not assigned until the new Real Estate

Contract is saved.

17. Complete the Start relnship field (e.g. 27.05.2013) on the Details section.

Note: Ensure that these fields are completed for all partners, and that the dates

align.



Step Action

18. Change the following fields on the Term tab as required, and press Enter:

Contract start date (e.g. 01.02.2012).

Cash Flow From (e.g. 01.02.2012).

1st Contract end (e.g. 31.10.2015). Note: This field may be changed from

blank to an end date but if an end date is saved, it cannot be removed and the

term changed back to blank (i.e. “No Fixed Term”).

Result: The Term is updated (e.g. 01.02.2012 – 31.10.2015) and the Term in

months is reduced (e.g. from 57 to 45).

Note: The above notice periods are based on the NZTA Standard Notice period.

This can be altered by changing the Notice period to an existing template or an

individual notice period based on the negotiated contract.

19. To change the Notice period, on the Term tab:

select Notice, and

in the Notice Type field that displays, select the type of Notice period

(e.g. Individual Notice Procedure) required.

20. On the Notice tab, select the Create with Template icon to specify individual

Notice conditions.

21. On the Notice Procedure (1) dialog box that displays, select the Notice

Procedure (e.g. 2000 Standard Residential (DE) to use from the list and press

Enter.

Result: The Notice rules for the contract parties are displayed.

Note: Individual Notice periods may be setup by clicking the Create Notice Rule

icon.

22. To make changes to a Renewal option, on the Term tab, select Renewal.

23. Update the Renewal Type field (e.g. Individual Renewal Rule Renewal).

Result: The Individual Renewal Rules pane is displayed.

24. Click on the Create with Template icon and do the following:

select from the Renewal Rule (1) dialog box that displays, the Restriction

required (e.g. 3000 1 Option and 1 Renewal, Each for 1 Year; 3 Month Notice

Period), and

press Enter.

25. Make any changes in the table required (e.g. change notification months from 3

to 1).

Note: The 1 Year Notice Period for Renewal means that notice must served that

the tenant wants to renew at least 1 year prior to the renewal date.

26. To renew a contract, on the Term tab, select the Renewal Option and then click

the Renewal icon.

Result: The Renew pane is displayed.

27. Complete the following fields, and press Enter:

Approved Rejected (e.g. Approved).

Decided on (e.g. 13.06.2013).



Step Action

28. Click on the Activate Renewal icon to renew contract.

Result: The next contract appears in the list with the correct start and end dates.

Note: After the changes to the contract are saved, the Term tab shows the

renewal details.

29. Change the Frequency on the Posting Parameters tab as required by selecting

Frequency from the list that displays and change the following fields on the

Frequency tab and press Enter:

Number (e.g. Monthly is standard for commercial leases, and Fortnightly is

standard for residential leases).

Frequency and “in” (e.g. “1” in “Months” described monthly rent payments)

FrequencyStart (e.g. Custom).

User-Def. Start (e.g. 01.05.2013). This field only displays if „Custom‟ is

selected in the FrequencyStart field.

Prorated (e.g. Contract or Rental Object Start and End, Pro Rata).

Amt. Reference (e.g. Cyclical Amount).

Calc. Method (e.g. Exact Days).

Payment form (e.g. In Advance).

Due date (+/-) (e.g. Standard).

Start/end (e.g. Move Due Dates at Start and at End).

30. If the rent changes for a property lease then the conditions will change. On the

Conditions tab either:

End date an existing Condition. Go to step 31.

Add a new Condition. Go to step 32.

31. Select the Condition, and enter an end date (e.g.30.06.2013) for the current rent

in the To field, and press Enter.

32. Click on the Insert Conditions icon.

Note: If the Choose Calculation Object for Condition dialog box displays, select

the WBS element (e.g. 88000212) and press Enter.

33. Place a tick in the box to the left of the Condition Type Name field (e.g. 100 Rent

Residential) in the Condition Type 9 Entries dialog box and press Enter.

34. Complete the following fields, in the Condition screen that displays and press

Enter:

Unit Price (e.g. 920).

Valid From (e.g. 01.07.2013).

To (e.g. 31.10.2015).

Result: The Conditions are updated, showing both the old and new monthly

rental amounts.

Notes:

The Valid From date must follow sequentially the end date of the previous

Condition – there must be no gap.

If the either conditions are not displayed, check that the Display All Periods

option has been selected.



Step Action

35. Click the Simulate button to check the postings for the dates entered on the

Terms tab.

Result: The simulation shows the rent payments for the fixed term residential

rental agreement.

Note:

Always use Simulation to check that the conditions entered are correct. If the

posting are not expected, check the following dates are entered correctly on

the Terms tab:

o contract start and end (if required)

o cash flow start, and

o postings.

Simulations can be run again and again to check different entries.

36. Click on the Services for Object icon on the top left-hand side of the screen and

select from the menu either:

Create – Create Attachment, go to step 37, or

Attachment List, go to step 38.

37. Navigate to the file to attach in the Import file dialog box, select it and click the

Open icon.

Result: At the bottom left-hand side of the screen, the message ‘The attachment

was successfully created’ is displayed.

38. The attachment(s) for the lease are listed in the Service: Attachment list dialog

box. Select the file required and click the Display icon.

Note: The Attachment list will only be displayed if there are files attached to the

lease.

39. Do the following to print an Authority for Automatic Payments form and letter:

click the Print icon

check that the Corresp. Activity field on the Correspondence data tab in the

Print dialog box shows „Direct Credit Form‟

click on the Output Control tab

enter your printer details in the Output Device field

to print immediately, click in the Print immediately tick box, and

press Enter.

Result: If „Print immediately‟ is selected the form and related letter will print out.

If not selected then the printout can be obtained from the Spool as shown in step

40. The form auto-populates the Payer Particulars (Business Partner number) and

Payer Reference (Lease ID).

40. Access transaction SP02 and do the following:

identify the printout in the list that displays

select the item in the Spool no. column, and

click the Print icon.

Result: The form and related letter will print-out.

41. Once all required details are entered on the tabs, click the Check icon on menu

bar to verify the data and correct any errors.

42. Once there are no errors, click Save.

Result: At the bottom left-hand side of the screen, the message ‘Real Estate

Contract no. <1000/1*****> was changed’ is displayed.


Detailed procedure

Follow the steps below to complete this transaction.

1. Select Object Overview in the Navigation area.

2. Select Real Estate Contract from the drop-down list, and then either:

if known, enter the Real Estate Contract number (e.g. 1000/1#####), press Enter and

go to step 5, or

if unknown, delete any contract numbers in entry box, and then click the Binoculars

(search) icon (circled below). Then go to step 3.

3. In the Restrict Value Range (1) dialog box that displays:

select the type of search to make (e.g. Active Contracts)

then enter one or more of the following search criteria, and:

o Company Codes (e.g. 1000 NZTA).

o Contract Type (e.g. CO02 Residential Lease).

o Contract Start date (e.g. 01.05.2013).

o Contract Name (e.g. I* for Isaacs).

then click the Search icon.

4. The Contract Type (1) dialog box displays. Either:

select the contract and press Enter to confirm, or

go back to step 2 to redefine the search options.

Result: The REC <Type of Contract> Lease 1000/<Lease number> Display: General

Data screen displays.


5. Click the Changes Between Display < - > Change icon (circled above) to open the REC

<Type of Contract> Lease 1000/<Lease number> Change: General Data screen.

6. When the Contract is in Change mode, the following updates may be made:

To... go to...

make changes to details and Authorization Groups on the General Data

tab

step 7

make changes to Business Partners on the Partners tab step 8

make changes to cash flow and end dates on the Terms tab step 18

make changes to a Notice period step 19

make changes to the Renewal period step 22

renew a contract step 26

make changes to the Frequency on the Posting Parameters tab step 29

make changes to the Conditions (Rent increase) on the Conditions tab step 30

attach a file to the lease and view it step 36

print an Authority for Automatic Payments form and letter step 39


7. Change the following on the General Data tab, as required:

Contract name details (i.e. the Contract name and Old contract fields) and press

Enter.

The Authorization Group field. To do this click the Change Authorization Group

icon (circled above) in the Authorization Group section and do the following:

click the Search icon in the Authorization Group dialog box

select the required Authorisation Group (e.g. Auckland) from the list that

displays, and

press Enter in the open dialog boxes.

8. Change the following on the Partners tab, as required:

Delete a Business Partner. (Business Rule – Do not delete Business Partners unless

they were created in error. In all other instances end date the Business Partner so

there is a record of them in the system.) Go to step 9.

End date an existing Business Partner. Go to step 10.

Make changes to an existing Business Partner. Go to step 11.

Add a new Business Partner. Go to step 13.

9. Click once in the relevant role in the Name of BP Role column, and then click the Delete

Selected Assignment icon (circled below).


10. Select the Business Partner in the Partners list, and add a date in the End of relat. field

(e.g. 28.05.2013).

Notes:

If for example you are changing a Property Manager, the date difference between the

End of relat. field (e.g. 30.05.2013) for the “old” Property Manager and the Start

reltnship. field (e.g. 30.05.2013) for the “new” Property Manager should either be

the same date or the following date (e.g. 30.05.2013 to 31.05.2013) otherwise error

messages are displayed when saved.

If the Contract Partner is to change then the Contract must be terminated and a new

contract set-up. Refer to RE80 (Maintain Lease – Termination).

11. Select the Business Partner in the Partners list (e.g. Contract Partner), and click the

Master Data button (circled below).


12. Make the change required (e.g. Change of last name – Issacs-Buenovita) in the Change

Person / Organization: <Business Partner ID> role Contract Partner dialog box

displayed and then click the Back icon.

Result: The Real Estate Contract displays the updated Contract partner‟s name.

13. Click the Assign new partner icon.

Select the relevant option from the drop down list (e.g. Property Manager – the

mandatory partners required are Contract Partner, Property Management Company,

and Property Manager).

Enter search terms (e.g. Name1/LastName, Street or City) in the Business Partner

Search dialog box.

Press Enter to confirm.

14. If the partner:

displays in the search results list (i.e. is an existing Business Partner), then select

them and press Enter to confirm. Go to step 17.

does not display in the search results list (i.e. is a new Business Partner), then close

the search and go to step 15.


15. Select either Person or Organization. (Select Person if the Business Partner is an

individual person, for all other entities, select Organization.)

Result: The Create <Person/Organization>: Role Contract Partner screen is displayed.

16. Complete the details of the Business Partner, and then click the Back icon once you have

entered all relevant details. Refer to the RE80 (Create Business Partner) transaction guide

for more detail.

Note: For a Business Partner created for a property lease, the following should be done:

the Authorization Group selected should be „8800 Property General‟, and

the new business partner‟s bank account details are loaded.

Note: A Business Partner may have more than one bank account loaded, so each is

given an ID. The ID of the bank account selected in the Lease agreement, is used to

clear open items.

Result: The REC <Type of Lease> Lease <NEW> Create: Partners screen is displayed.

Note: The Business Partner ID no. is not assigned until the new Real Estate Contract is

saved.

17. Complete the Start relnship. field (e.g. 10.05.2013) on the Details section.

Note: Ensure that these fields are completed for all partners, and that the dates align.

18. Change the following fields on the Term tab as required, and press Enter:

Contract start date (e.g. 01.02.2012).

Cash Flow From (e.g. 01.02.2012).

1st Contract end* (e.g. 31.10.2015). Note: This field may be changed from blank to

an end date but if an end date is saved, it cannot be removed and the term changed

back to blank (i.e. “No Fixed Term”).


Result: The Term is updated (e.g. 01.02.2012 – 31.10.2015) and the Term in months

is reduced from 57 to 45.

Note: The Notice periods above are based on the NZTA Standard Notice period. This can

be altered by changing the Notice period to an existing template or an individual notice

period based on the negotiated contract. Adding a renewal period may also alter the

notice period.

19. To change the Notice period, on the Term tab:

select Notice (circled above) and

in the Notice Type field that displays, select the type of Notice period required (e.g.

Individual Notice Procedure).


20. On the Notice tab, select the Create with Template icon to specify individual Notice

conditions.

21. On the Notice Procedure (1) dialog box that displays, select the Notice Procedure (e.g.

2000 Standard Residential (DE) to use from the list and press Enter.

Result: The Notice rules for the contract parties are displayed.

Note: Individual Notice periods may be setup by clicking the Create Notice Rule

icon.


22. To make changes to a Renewal option, on the Term tab, select Renewal (circled below).

23. Update the Renewal Type field (e.g. Individual Renewal Rule Renewal).

Result: The Individual Renewal Rules pane is displayed.


24. Click on the Create with Template icon (circled above) and do the following:

select from the Renewal Rule (1) dialog box that displays, the Restriction required

(e.g. 3000 1 Option and 1 Renewal, Each for 1 Year; 3 Month Notice Period), and

press Enter.

25. Make any changes in the table required (e.g. change notification months from 3 to 1).

Note: The 1 Year Notice Period for Renewal means that notice must served that the

tenant wants to renew at least 1 year prior to the renewal date.

26. To renew a contract, on the Term tab, select the Renewal Option (circled below) and

then click the Renewal icon.

Result: The Renew pane is displayed.

27. Complete the following fields and press Enter:


Approved Rejected (e.g. Approved)

Decided on (e.g. 13.06.2013).

28. Click on the Activate Renewal icon to renew contract.

Result: The next contract appears in the list with the correct start and end dates.

Note: After the changes to the contract are saved, the Term tab shows the renewal

details.


29. Change the Frequency on the Posting Parameters tab as required by selecting

Frequency from the list that displays and change the following fields on the Frequency

tab and press Enter:

Number (e.g. Monthly is standard for commercial leases, and Fortnightly is standard

for residential leases).

Frequency and “in” (e.g. “1” in “Months” described monthly rent payments)

FrequencyStart (e.g. Custom).

User-Def. Start (e.g. 01.05.2013). This field only displays if „Custom‟ is selected in

the FrequencyStart field.

Prorated (e.g. Contract or Rental Object Start and End, Pro Rata).

Amt. Reference (e.g. Cyclical Amount).

Calc. Method (e.g. Exact Days).

Payment form (e.g. In Advance).

Due date (+/-) (e.g. Standard).

Start/end (e.g. Move Due Dates at Start and at End).

30. If the rent changes for a property lease then the conditions will change. On the

Conditions tab, either:

End date an existing Condition. Go to step 31.

Add a new Condition. Go to step 32.

31. Select the Condition, and enter an end date (e.g.30.06.2013) for the current rent in the

To field, and press Enter.


32. Click on the Insert Conditions icon (circled above).

Note: If the Choose Calculation Object for Condition dialog box displays, select the

WBS element (e.g. 88000212) and press Enter.

33. Place a tick in the box beside the Condition Type Name (e.g. 100 Rent Residential) in the

Condition Type 9 Entries dialog box and press Enter.

34. Complete the following fields, in the Condition screen that displays and press Enter.

Unit Price (e.g. 920).

Valid From (e.g. 01.07.2013).

To (e.g. 31.10.2015).

Note: The Valid From date must follow sequentially the end date of the previous

Condition – there must be no gap.


Result: The Conditions are updated, showing both the old and new monthly rental

amounts.

Note: If conditions are not displayed, check that the Display All Periods option (circled

above) has been selected.

35. Click the Simulate button to check the postings for the dates entered on the Terms tab.

Result: The simulation shows the rental payments for the fixed term residential rental

agreement.

Note:

Always use the Simulation to check that the conditions entered are correct. If the

posting are not expected, check the following dates are entered correctly on the

Terms tab:

o contract start and end (if required)

o cash flow start, and

o postings.

Simulations can be run again and again to check different entries.

36. Click on the Services for Object icon on the top left-hand side of the screen and select

from the menu either:

Create – Create Attachment, go to step 37, or

Attachment List, go to step 38.


37. Navigate to the file to attach in the Import file dialog box, select it and click the Open

icon.

Result: At the bottom left-hand side of the screen, the message ‘The attachment was

successfully created’ is displayed.

38. The attachment(s) for the lease are listed in the Service: Attachment list dialog box.

Select the file required and click the Display icon.


Note: The Attachment list will only be displayed if there are files attached to the lease.

39. Do the following to print an Authority for Automatic Payments form and letter:

click the Print icon

check that the Corresp. Activity field on the Correspondence data tab in the Print

dialog box shows „Direct Credit Form‟

click on the Output Control tab

enter your printer details in the Output Device field

to print immediately, click in the Print immediately tickbox (circled below), and

press Enter.

Result: If „Print immediately‟ is selected the form and related letter will print out. If not

selected then the printout can be obtained from the Spool as shown in step 40. The form

auto-populates the Payer Particulars (Business Partner number) and Payer Reference

(Lease ID).


40. Access transaction SP02 and do the following:

identify the printout in the list that displays

select the item in the Spool no. column (circled below), and

click the Print icon.

Result: The form and related letter will print-out. The form auto-populates the Payer

particulars (Business Partner number) and Payer ref (Lease ID).

41. Once all required details are entered on the tabs, click the Check icon on menu bar to

verify the data and correct any errors.

42. Once there are no errors, click Save.

Result: At the bottom left-hand side of the screen, the message ‘Real Estate Contract no.

<1000/1*****> was changed’ is displayed.

Documents

RE80: Maintain Lease Information Transaction Guide