RE200_EN_Col95_FV_Part_A4

RE200 For internal use by CSC only

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Participant Handbook Course Version: 95 Course Duration: 5 Day(s) Material Number: 50099564

An SAP course - use it to learn, reference it for work

For internal use by CSC only

Real Estate Management: Implementation

Copyright Copyright © 2010 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

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American English is the standard used in this handbook. The following typographic conventions are also used.

About This Handbook

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Note or further explanation of previous point

Contents Course Overview ......................................................... vii

Unit 1: Summary of the Basics of Course RE010 .................. 1 Master data: Introduction ..............................................2 Master Data..............................................................7 Business Partner Master Data ...................................... 40

Unit 2: Contract Management ......................................... 55 Contract Management................................................ 56 Contract Attributes .................................................... 85

Unit 3: Accounting...................................................... 101 Accounting ............................................................102 Periodic Postings ....................................................108 Other Accounting Transactions ....................................137

Unit 4: Adjustment of Conditions ................................... 147 Adjustment of Conditions ...........................................148 Adjustment Rules ....................................................154

Unit 5: Service Charge Settlement .................................. 189 Service Charge Settlement: Master Data ........................190 Service Charge Settlement: Process .............................204 Service Charge Settlement: Further Functions ..................217

Unit 6: Sales-Based Contracts and Settlement .................. 251 Sales-Based Settlement ............................................252

Unit 7: Business Integration ......................................... 291 Integration Aspects: Accounting and Controlling ................292 Integration Aspects: Plant Maintenance ..........................297 Further Integration Aspects.........................................306 Information System ..................................................317

Unit 8: Corporate Use .................................................. 335 Enhancement Packages ............................................336

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Course Goals ...........................................................vii Course Objectives .....................................................vii

Contents

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Room Reservation and Move Management......................343

Unit 9: Tools.............................................................. 365 Tools: Business Data Toolset.......................................366 Tools: Business AddInn .............................................376 Tools: Correspondence .............................................382

Unit 10: Country Specifics – optional .............................. 397 For internal use by CSC only

Appendix 1:

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USA .............................................399 Germany .......................................406 Italy..............................................412 Austria and Switzerland ......................415 Great Britain ...................................421

........................................................... 429


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Country Specifics: Country Specifics: Country Specifics: Country Specifics: Country Specifics:

Course Overview Target Audience This course is intended for the following audiences: Project team members responsible for implementation. For internal use by CSC only


•

Course Prerequisites Required Knowledge • •

AC010 Financial Accounting and Reporting RE010 Business Processes in SAP ERP for Real Estate Management

Recommended Knowledge • • • •

AC040 Cost Management and Controlling AC200 Accounts Payable/Accounts Receivable AC201 Periodic Processing in Accounts Payable/Accounts Receivable CR590 Business Data Toolset.

Course Goals This course will prepare you to: • • • •

This course provides you with an insight into flexible real estate management with SAP Real Estate Management in SAP ERP 6.0. You will learn about the system options for adjusting the system to user-specific requirements. You will learn about integration between RE-FX and other components of SAP ERP 6.0. You will also learn about how to migrate data from Classic RE to RE-FX.

Course Objectives After completing this course, you will be able to:

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Course Overview

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understand the following topics: Object and business-partner master data Contracts Accounting with RE-FX Adjustment of conditions Service-charge settlement Sales-based contracts and settlement Integration with other components Tools Important Customizing settings in RE-FX Country specifics




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Unit 1 For internal use by CSC only

Unit Overview

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • • •

Name the master data objects in RE-FX Explain how the architectural view is used Explain the master data in the usage view and the relationships between the objects Explain the main uses of both of these views Explain how measurements and rental object conditions are used Name the master data objects in RE-FX 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 Describe the category for a business partner Describe the role for a business partner Describe relationships between business partners

Unit Contents Lesson: Master data: Introduction...............................................2 Lesson: Master Data ..............................................................7 Exercise 1: Creating Master Data ......................................... 21 Lesson: Business Partner Master Data ....................................... 40 Exercise 2: Creating Business Partners ................................. 49

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Summary of the Basics of Course RE010

Unit 1: Summary of the Basics of Course RE010

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Lesson: Master data: Introduction Lesson Overview

Lesson Objectives For internal use by CSC only

• • • • •

Name the master data objects in RE-FX Explain how the architectural view is used Explain the master data in the usage view and the relationships between the objects Explain the main uses of both of these views Explain how measurements and rental object conditions are used

Business Example The IDES company leases in a locality. IDES wants to use SAP Real Estate Management in SAP ERP 6.0 to manage its real estate. You are a member of the implementation team. The system should manage the following business processes: • • • •

Master data entry Business partner management Contract management Adjustment of conditions

In addition, you will learn about Customizing for measurement types and conditions.

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After completing this lesson, you will be able to:

Lesson: Master data: Introduction

Figure 1: Organizational Structures in SAP ERP 6.0

You must define these organizational elements outside of the Flexible Real Estate Management (RE-FX) component. Make the necessary settings in Customizing for Financial Accounting (FI) and Controlling (CO).

Figure 2: Overview of Organizational Structure

The organizational structures of internal and external accounting are dependent on each other as shown in the above graphic. Bear in mind the following: •

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You can assign more than one company code to a controlling area.


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Figure 3: Business Scenario: Overview

The business park consists of a large area of open land and two buildings. The first building is a three-floor administration building consisting of two wings. The second building is a five-floor parking garage with 200 parking spaces. On the property there are also areas of lawn and a parking lot with 50 parking spaces. All three floors in the west wing consist of office space. The east wing is set up for offices and administration: • • •

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The lobby, the cafeteria, and a retail kiosk are on the first floor. Office spaces are on the second floor. The third floor houses the offices of the executive board as well as an area for presentations.


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Lesson: Master data: Introduction

Figure 4: Architectural and Usage Views

You can create corresponding usage objects while processing architectural objects. In the usage view, you can connect usage objects to architectural objects. Prerequisite: The architectural object is contained in an architectural hierarchy. On the business-entity level and building/property level, you can assign only one object to an architectural object for each company code. However, you can assign multiple rental objects from one or more company codes. The system checks the measurements for plausibility to ensure that the measurement of the usage object does not exceed that of the architectural object.

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Lesson Summary


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You should now be able to: • Name the master data objects in RE-FX • Explain how the architectural view is used • Explain the master data in the usage view and the relationships between the objects • Explain the main uses of both of these views • Explain how measurements and rental object conditions are used

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Lesson: Master Data

Lesson: Master Data Lesson Overview



Lesson Objectives After completing this lesson, you will be able to: • • • • •

Name the master data objects in RE-FX 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

Business Example The IDES company leases in a locality. IDES wants to use SAP Real Estate Management in SAP ERP 6.0 to manage its real estate. You are a member of the implementation team. The system must manage the following business processes: • • • •

Master data entry Business partner management Contract management Adjustment of conditions

In addition, you will learn about Customizing for measurement types and conditions.

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Figure 5: Architectural Object Hierarchy

In this example, the top-level object is a locality. You can also use any other architectural object (such as a property or building) for this. You make the necessary settings for this in Customizing. In Customizing, you must specify how the system is to derive the ID of the respective architectural object. You can define which objects of the hierarchy the system is to incorporate into the ID and which characters it should use to separate them. Example: Architectural object = Room 57 in campus WDF, building 01, wing C, floor 3 ID = WDF/01_C3.57. • •

•

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The objects ID is unique within the architecture. This 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 your object types in Customizing and then the permitted hierarchies. You can define multiple architectural object hierarchies.


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Lesson: Master Data

Figure 6: Architectural Object Type

To be able to use the architectural view, you must make the following settings in Customizing: • • •

•

•

•

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Create the settings for the required architectural objects. Permit object hierarchies. For example, floors may be created below buildings, but not below a property. You have to specify at least one architectural object type as the top level of a hierarchy. You can use multiple architectural objects as the top level. This allows you to define multiple hierarchies. Three architectural object types must be linked in Customizing to the master data of the usage view (such as locality to business entity, building to building, and property to property). You can make settings in Customizing for the number assignment so that, for example, the room number is unique within a floor. The settings in Customizing are default values for the application and can be changed there. Measurement types can be permitted as characteristics for each architectural object type.


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Figure 7: Architectural View

The use of the architectural view is optional. However, if you want to use the functions of Enhancement Package 2 (room reservation, continuous seating arrangements, move planning), you will need the architectural view.

Figure 8: Master Data in the Usage View

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Lesson: Master Data

The highest element in the hierarchy of usage view is the business entity. The business entity is assigned uniquely to one company code. The business entity groups 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.

Hint: Please note that the notations property and land are used in this document as similar descriptions. There are three types of rental objects: • • •

Rental unit (not flexible, can only be leased out as a single unit) Pooled space (You can extract rental spaces from this for lease-out; the pooled space itself cannot be leased out.) Rental space (a space extracted from a pooled space for lease-out)

The number assignment of rental objects is unique within the business entity. Business entities, buildings or properties cannot be directly leased out, but they can be leased in.

Figure 9: Rental Object

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.

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It can contain any number of buildings and properties (land). The assignment of numbers to buildings and properties is unique within the business entity itself and can be external, internal or user-defined.


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When you create a rental object, you can choose from the three rental object types mentioned above.



You can extract rental spaces directly from a previously defined pooled space or while creating a contract.

Figure 10: Rental Object Types

In Flexible Real Estate Management, there are three types of rental objects: • • •

Rental unit Pooled space Rental space

These rental objects are predefined in Customizing, but you can refine them to meet your needs by assigning usage types and measurement types to them. A rental object of the pooled space category is a space from which you extract rental spaces for lease-out: • •

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A pooled space cannot be leased out as an object itself . You cannot create a pooled space that contains space from more than one building or property. For example, if want to assign rental spaces of measurement type office space from different buildings to a contract, you have to create a separate pooled space for each building.


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Lesson: Master Data

Figure 11: Extracting Rental Spaces

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, advertising space or commercial 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 measurement type (in this example, office space). To extract rental space of another usage type from this pooled space, you must define one or more derivable usage types in Customizing. For example, you can extract a rental space with the usage type medical practice from a pooled space defined as office space. You can either create the rental spaces to be leased out as a rental object manually in master data maintenance before you process the contract or you can extract the rental spaces and assign them directly while processing the contract. The size of the pooled space is reduced automatically and increased automatically when the corresponding contract has been ended.

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Figure 12: RE Navigator

The RE Navigator has a four-part screen layout consisting of: • • • •

Menu bar and function toolbar (above) Subject-area selection and selection restriction (above left) Subject-area-specific hierarchical object tree (below left) Detail view for the object that was selected in the object tree (right)

The RE Navigator groups together all transactions for editing the RE-FX master data objects (architectural view, usage view, service charge settlement), contracts, rent adjustments, third-party management, land use management and one-time postings in one transaction. By deactivating the left-hand area, the user can navigate to the respective individual transaction. Processes such as periodic postings, service charge settlement or sales-based rent settlement cannot be started from the RE Navigator. The RE Navigator can personalized in the setup. The detail display on the right-hand side is created from various screens (tab pages). On the tab pages, the attributes of the respective objects are grouped by subject area. You can maintain them there. You can adjust the screen sequence and the contents of the screens in Customizing (see the unit: Tools). You can use drag and drop, for example, to assign rental objects or rental space to the contract or the participant group (service charge settlement). With Enhancement Package 4, new, similar master data objects can be created, for example, a new building in another business entity. For this, the original object must already have been created.

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Figure 13: Usage Types of Rental Objects

The usage type is the most important property of a rental object. It cannot be changed for existing rental objects. The usage type determines the screen layout (screen sequence and field status). It determines the permitted and selectable condition types. Measurements are assigned to the usage type depending on the rental object type (for example, the “residential space” measurement is maintained for the “residential” usage type, and 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 (derived usage type) within a rental space extracted from the pooled space. You can define overhead structures (such as a management-costs surcharge or an apportionment loss risk) that only affect rental objects with the “residential” usage type.

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Figure 14: Measurements

You use measurements for tracking measurable aspects of objects. These measurements take the place of the areas and apportionment units used in Classic RE. The respective measurement type is assigned the corresponding unit in Customizing (area, unit, percentage, room and so on). If a measurement type is an area, it is indicated in Customizing to allow for special reports on areas and to check the unit of measure. In Customizing, you can specify that certain measurements are to be total measurements. For example, this allows you to automatically calculate the total area when you maintain different measurements for your objects. In objects that are used for more than one purpose, you can use different measurement types, such as “Residential Space” and “Usable Space” to distinguish between residential and commercial use. For service charge settlement by area, you group these two measurement types together as a total measurement using “Res./Use.Space”. 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 (minimum width). 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. You can define the measurement types that you need in Customizing. For processes such as service charge settlement and the option rate determination, it makes sense to group special measurement types together into total measurements.

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Lesson: Master Data



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Figure 15: Measurements: Use

Measurements are used in the following real estate objects: • • • •

Architectural objects (all hierarchy levels) Usage objects (business entity, property, building, rental object) Contracts (as a contract-specific measurement, such as the number of persons) Settlement unit (for service charge settlement)

Measurements of rental objects are used for the following: • •

The basis for calculating and distributing condition amounts For the service charge settlement and option rate determination processes, to determine the result of the apportionment or the option rate. 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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Figure 16: Customizing - Measurement Type

Measurements are specific to the customer and are defined in Customizing. In a second step, you assign the respective measurements to the individual object types of the architecture and the respective usage type of the rental objects. You can only permit individual measurements for the individual objects, exclude maintenance of the individual objects, superimpose them, or make the individual objects a mandatory entry.

Figure 17: Rental Object Conditions

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Figure 18: Customizing: Condition Type and Condition Group

You can maintain individual condition types in Customizing. You must then assign condition types to condition groups, which you in turn permit for the respective usage type. In this way, you can specify permitted condition types for each usage type.

Figure 19: Customizing: Condition Purpose

In processing rental objects or contracts, 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 postings. For example:

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Contract: Condition = basic rent - condition purpose = actual rent (posted)

Figure 20: Fixtures and Fittings Characteristics

Fixtures and fittings characteristics are structured in a hierarchy. Buildings and rental objects can have fixtures and fittings characteristics. Fixtures and fittings characteristics can be defined as information or as relevant for the representative list of rents You store information on an apportionment loss risk (surcharge schema) or even an accommodation entitlement certificate (real estate search) as fixtures and fittings characteristics.

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Rental object: Condition = basic rent - condition purpose = vacancy rent (statistical)

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Lesson: Master Data

Exercise 1: Creating Master Data Exercise Objectives


Business Example Your organization rents a business entity in which your organization’s headquarters will be located. The business entity consists of a property (land) and two buildings, which are in turn also divided into rental units. The first building is a two–floor administration building. The second building is a small residential building with two apartments. Parking spaces are located on the property (land)

Task 1: Create objects in the usage view. 1.

Create a Business Entity. Start the RE Navigator. Enter the number 1000/1## for the business entity. Give your business entity the name BE group ## and enter January 1 of the previous year as the Valid From date. On the Reference Factors tab, enter German tenancy law and the representative list of rents M–2007 (sample representative list of rents 2007)in the Rent Adjustment section. Enter business area 9100 (Real Estate), profit center 1480 (RE Real Estate, others) and the functional area 1000in the posting parameters. On the Option Rate Methods tab page, enter the option rate method Area Ratio (automatic) in the subtab Option Rate Method Detail with the valid from date January 1 of the previous year. Save your object Continued on next page

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After completing this exercise, you will be able to: • Use the RE Navigator and explain its functions • Create master data in the usage view • Describe the various rental object types • Describe how measurements are used.


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Create a building for your business entity. Give the building the number 1000/1##/1 (the final number 1 is assigned automatically by the system). Give your building the name Administration Building Group ##. Enter January 1, 1980 as the construction year.


3.

Create a second building for your business entity using the copy function and change the name to Residential Building Group ##. Enter the value3(good location as the location class.. Enter the following infrastructure characteristics: Infrastructure Characteristic

Distance

Measurement Text

Railway station

0.5

Kilometers

Hospital

1

Kilometer

Save your object 4.

Create a property (land) for your business entity. Give the property (land) the number 1000/1##/1 (the final number 1 is assigned automatically by the system). Give your property (land) the name Parking Space Group ##. Save your object

Task 2: Create rental objects in the usage view. 1.

Create a pooled space with usage type Office. Assign the pooled space to your Business Entity 1000/1## and to the Administration Building 1000/1## inside it. Enter Second Floor – Office as the Name. Enter January 1 of the previous year for the fields First posting from and Cash flow from. Choose Office Space (A101) in the measurement type on the Measurements tab and enter 2,500 m² as the Capacity. Continued on next page

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Save your object.

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Lesson: Master Data

Enter profit center 1450 (RE Office) in the organizational assignment in the posting parameters.

Condition Type

Condition Purpose

Formula

Unit Price

Office basic rent detail (11)

Vacancy Rent (G)

Residential/Usable space in m²

23.50

Operating costs advance pmnt (20)

Vacancy Rent (G)


4.80

Save your pooled space. 2.

Create a second pooled space using the copy function. Use the pooled space 1000/1##/1 that was previously created as a template. Copy all data from the January 1 of the previous year Change the Name to Second Floor – Office. Save your pooled space

3.

Create another pooled space with usage type Parking Lots (10). Assign the pooled space to your business entity 1000/1## and to the property 1000/1##/1 inside it. Enter Parking Spaces as the Name. Enter January 1 of the previous year for the fields “First Posting From” and “Cash Flow From”. Enter measurement type Number of Parking Spaces (M005) on the Measurements tab and enter a capacity of 100 units. Enter profit center 1470 (RE GARAGE COMMERC.) in the organizational assignment on the Posting Parameters tab. Assign the following condition type to your pooled space: Condition Type

Condition Purpose

Formula

Unit Price

Parking space rent (15)

Vacancy Rent (G)

Parking spaces (C)

38.00

Save your pooled space.

Continued on next page

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Then assign the following condition types to your pooled space:


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Create another rental unit with the usage type Privately–financed accommodat. as the usage type. Assign the rental unit to your business entity 1000/1## and to the residential building 1000/1##/2 inside it. Enter Janitor’s Apartment as the Name.

Enter measurement type Residential Space (A004) on the Measurements tab and enter a size of 120 m². Assign as many fixtures and fittings characteristics with reference to the representative list of rents as you wish. Enter profit center 1410 (RE APTS PRIV.& PUBL.) in the organizational assignment on the Posting Parameters tab. Assign the following condition types to your rental unit: Condition Type

Condition Purpose

Formula

Unit Price

Basic rent (10)

Vacancy Rent (G)

Fixed Amount (A)

780.00


Vacancy Rent (G)

Fixed Amount (A)

210.00

Save your rental unit. 5.

Use the Copy function to create a second rental unit . Use the janitor’s apartment that was previously created (exercise 2–4) as a template and copy all the data as of January 1 of the previous year. Change the Name to Apartment. Check the copied values in the Measurements, Fixtures/Fittings and Conditions tabs. Change the measurement to 75 m² Residential Space (A004). Change the condition amounts to the following:


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Enter January 1 of the previous year for the fields First posting from and Cash flow from.

Lesson: Master Data

Condition Type

Condition Purpose

Formula

Unit Price

Basic rent (10)

Vacancy Rent (G)

Fixed Amount (A)

575.00


Vacancy Rent (G)

Fixed Amount (A)

155.00

Save your rental unit.

Task 3: Extract rental spaces from the pooled spaces 1.

Create a new rental space using the create function in RE Explorer. Create a new rental space of type Office. Assign it to your pooled space 1000/1##/1 First Floor. Enter First Floor Office Right as the Name. Enter January 1 of the previous year for the fields “First Posting From” and “Cash Flow From”. Assign your rental space to the Pooled Space 1 First Floor Office. Enter measurement type Office Space (A101) in the Measurements tab and enter a size of 400 m². Enter profit center 1450 (RE Office) in the organizational assignment in the posting parameters. Check the condition types of your rental space. Save your rental space.

2.

Use the Extract function to create a new rental space within the pooled space. Go to your pooled space 10000/1##1 – First Floor – Office and then to the Area Shares tab. Switch to change mode and extract an area share of 250 m² from the pooled space. Save your result and open your newly created rental space. Change the Name to First Floor Office Left. Check your measurements, the posting parameters, and the condition types of your rental space. Save your rental space.

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Solution 1: Creating Master Data Task 1: Create objects in the usage view. 1.

Create a Business Entity. Start the RE Navigator.


Give your business entity the name BE group ## and enter January 1 of the previous year as the Valid From date. On the Reference Factors tab, enter German tenancy law and the representative list of rents M–2007 (sample representative list of rents 2007)in the Rent Adjustment section. Enter business area 9100 (Real Estate), profit center 1480 (RE Real Estate, others) and the functional area 1000in the posting parameters. On the Option Rate Methods tab page, enter the option rate method Area Ratio (automatic) in the subtab Option Rate Method Detail with the valid from date January 1 of the previous year.


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Enter the number 1000/1## for the business entity.

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Lesson: Master Data

Save your object a)

In the navigation area of the RE Navigator, switch to the My Objects entry and chhose Display. Click the entry Business Entities in the left area of the Object Browser. Right–click and select the function Create. In the dialog box Business Entity enter your company code 1000 in the Company Code field. Confirm your entries with ENTER.


Field Name Or Data Type

Values

Name of BE

BE Group ##

Valid from

01.01. Previous year

On the Reference Factors tab page, select the entry German tenancy lawfor the Tenancy law fieldTand the value M–2007 for the Representative list of Rents field. Switch to thePosting Parameters tab page and enter the value 9100 (Real Estate) in the Business Area field, the value 1480 (RE–FX Real Estate) in the Profit Center field, and the value 1000 in the Functional Areafield. On theOption Rate Methods tab page, enter the Area ratio (automatic) method. Save your business entity by pressingCtrl + S or clicking 2.

(Save).

Create a building for your business entity. Give the building the number 1000/1##/1 (the final number 1 is assigned automatically by the system). Give your building the name Administration Building Group ##. Enter January 1, 1980 as the construction year.


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Enter the following data:


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Save your object. a)

Click the entry Building in the left area of the Object Browser. Right–click and select the function Create. n the dialog box Create Building enter your company code 1000 in the Company Code field and your business entity 1## in the Business Entity field. Confirm your entries with (Enter).


Values

Name of BU

Administration building group ##

Switch to the Dates tab page and enter January 1, 1980 in the Construction Year field. Save your building by pressingCtrl + S or clicking Close the lower message area by choosing . 3.

(Save).

(Close Messages)

Create a second building for your business entity using the copy function and change the name to Residential Building Group ##. Enter the value3(good location as the location class.. Enter the following infrastructure characteristics: Infrastructure Characteristic

Distance

Measurement Text

Railway station

0.5

Kilometers

Hospital

1

Kilometer

Save your object a)

Create a building in the usage view using thecopy function. Update the overview in the navigation area by clicking

.

in the left area of To create a building by copying, select the icon the Object Browser in front of the Building entry to expand all entries under this item. Using the left mouse button, select the Building you created and open the context menu with the right mouse button. Click the menu option Copy .. Enter in the Transfer from field the date January 1 of the previous year and click Create. Continued on next page

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Lesson: Master Data

Change the entry in the Name of BU field to Residential Building Group ##. Display the Additional Data tab and enter the value 3 (good location) in the Location Class field.


Save your building with 4.

(Save).

Create a property (land) for your business entity. Give the property (land) the number 1000/1##/1 (the final number 1 is assigned automatically by the system). Give your property (land) the name Parking Space Group ##. Save your object a)

Create a roperty (land) in the usage view Click the entryLand in the left area of the Object Browser. Right–click and select the function Create. In the dialog box Create Properties (land) enter your company code 1000 in the Company Code field and your business entity 1## in the Business Entity field. Confirm your entries with (Enter). Enter the following data: Field Name Or Data Type

Values

Name of property (land)

Parking Space Group ##

Save your property (land) by pressingCtrl + S or clicking

(Save).

Task 2: Create rental objects in the usage view. 1.

Create a pooled space with usage type Office. Assign the pooled space to your Business Entity 1000/1## and to the Administration Building 1000/1## inside it. Enter Second Floor – Office as the Name.


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Display theInfrastructure tab and choose (Insert row). In the Infrastructure Char – Text column, select Railway Station and enter 0.5 in the Distance column. Choose (Insert row) again. In the Infrastructure Char. – Text column, select Hospital and enter 1.0 in the Distance column. Confirm your entry with (Enter).


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Enter January 1 of the previous year for the fields First posting from and Cash flow from. Choose Office Space (A101) in the measurement type on the Measurements tab and enter 2,500 m² as the Capacity. Enter profit center 1450 (RE Office) in the organizational assignment in the posting parameters.

Condition Type

Condition Purpose

Formula

Unit Price


Vacancy Rent (G)


23.50


Vacancy Rent (G)


4.80

Save your pooled space. a)

Create a pooled space. In the navigation area of the RE Navigator, switch to the My Objects entry and choose (Display). Select the Rental Objects entry, right–click and choose Create → Pooled Space → Office. Enter the following data: Field Name Or Data Type

Values

Company code

1000

Business entity

1##

Building

1

Name of rental object

First Floor - Office

Cash Flow From

January 1 of the previous year

First Posting From


Display the Measurements tab and choose (Add Measurements). Select entry A101 (Office Space) and confirm with (Copy). Enter 2,500 m² as the capacity.


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Then assign the following condition types to your pooled space:

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Lesson: Master Data

Display the Posting Parameters tab. In the upper screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1450 (RE Office). Display the Conditions tab and choose (Add Condition(s)). Select entries 11 (Office Basic Rent) and 20 (Operating costs advance pmnt), then confirm your selection with (Copy).


In the upper screen area, select the Basic Office Rent line. Enter 23.50 as the Unit Price and change the Formula to Residential/Usable space in m². Save your pooled space by pressing Ctrl + S or clicking (Save). Close the lower message area by choosing (Close Messages). 2.

Create a second pooled space using the copy function. Use the pooled space 1000/1##/1 that was previously created as a template. Copy all data from the January 1 of the previous year Change the Name to Second Floor – Office. Save your pooled space a)

Use the Copy function to create a new pooled space.. Update the overview in the navigation area by clicking. Expand the Rental Objects entry in the navigation area entry by clicking the following button on the left of this entry. Select the object 1000/1##/1, right–click and choose Copy. Enter the date January 1 of the previous year in the Transfer from field. Copy all the selections and then choose (Create). Change the Name of your pooled space to Second floor – office. Save your pooled space by pressing Ctrl + S or clicking (Save). Close the lower message area by choosing (Close Messages).

3.

Create another pooled space with usage type Parking Lots (10). Assign the pooled space to your business entity 1000/1## and to the property 1000/1##/1 inside it. Enter Parking Spaces as the Name.


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Enter 4.80 as the Unit Price for the condition type Operating costs advance pmnt and change the Formula to Residential/Usable space in m².


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Enter January 1 of the previous year for the fields “First Posting From” and “Cash Flow From”. Enter measurement type Number of Parking Spaces (M005) on the Measurements tab and enter a capacity of 100 units. Enter profit center 1470 (RE GARAGE COMMERC.) in the organizational assignment on the Posting Parameters tab.

Condition Type

Condition Purpose

Formula

Unit Price

Parking space rent (15)

Vacancy Rent (G)

Parking spaces (C)

38.00

Save your pooled space. a)

Create a pooled space with usage type Parking Lot/Garage (10). Select the Rental Objects entry in the navigation area, right–click and choose Create → Pooled Space → Parking Lots Enter the following data: Field Name Or Data Type

Values

Company code

1000

Business entity

1##

Land (property)

1


Parking spaces

Cash Flow From


First Posting From


Display the Measurements tab and choose (Add Measurements). Select entries M005 (number of parking spaces) and confirm with (Copy). Enter 100 PCS as the capacity. Display the Posting Parameters tab. In the upper screen area, select the line Org. Assignment and enter the value v1470 (RE Garages comm.) in the Profit Center field. Display the Conditions tab and choose

(Add Condition(s)).

Select entry 15 (Parking space/garage rent) and confirm with (Copy) Continued on next page

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Assign the following condition type to your pooled space:

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Lesson: Master Data

Enter 38.00 as the unit price and Parking spaces as the Formula. Save your pooled space by pressing Ctrl + S or clicking (Save). 4.

Create another rental unit with the usage type Privately–financed accommodat. as the usage type. Assign the rental unit to your business entity 1000/1## and to the residential building 1000/1##/2 inside it.


Enter January 1 of the previous year for the fields First posting from and Cash flow from. Enter measurement type Residential Space (A004) on the Measurements tab and enter a size of 120 m². Assign as many fixtures and fittings characteristics with reference to the representative list of rents as you wish. Enter profit center 1410 (RE APTS PRIV.& PUBL.) in the organizational assignment on the Posting Parameters tab. Assign the following condition types to your rental unit: Condition Type

Condition Purpose

Formula

Unit Price

Basic rent (10)

Vacancy Rent (G)

Fixed Amount (A)

780.00


Vacancy Rent (G)

Fixed Amount (A)

210.00

Save your rental unit. a)

Create a rental unit. Select the Rental Objects entry, right–click and choose Create → Rental Unit → Apartment. Enter the following data: Field Name Or Data Type

Values

Company code

1000

Business entity

1##

Building

2


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Enter Janitor’s Apartment as the Name.


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Values


Janitor’s Apartment

Cash Flow From


First Posting From


Enter 120 m² as the size. Display the Fixtures/Fittings tab and change the entry Without Reference to the Representative List of Rents to Sample Representative List of Rents 2007 in the upper screen area. Choose (Insert Characteristic) and select any characteristic you want. Copy your selection with (Continue). Display the Posting Parameters tab. In the top screen area, select the Organizational Assignment line and enter the value 1410 (RE Apts Priv. & Pub.) in the Profit Center field. Display the Conditions tab and choose (Add Condition(s)). Select the entries 10 (Basic rent) and 20 (Operating costs advance pmnt). Confirm with (Copy). Enter 210.00 for the Unit Price for the Operating costs advance pmnt condition type. In the upper screen area, select the line Basic Rent. Enter 780.00 as the Unit Price. Save your rental unit by pressing Ctrl + S or clicking (Save). Update the overview in the navigation area by clicking. 5.

Use the Copy function to create a second rental unit . Use the janitor’s apartment that was previously created (exercise 2–4) as a template and copy all the data as of January 1 of the previous year. Change the Name to Apartment. Check the copied values in the Measurements, Fixtures/Fittings and Conditions tabs. Change the measurement to 75 m² Residential Space (A004). Change the condition amounts to the following:


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Go to the Measurements tab page and choose (Add Measurements). Select the entry A004 (residential space) and confirm with (Copy).

Lesson: Master Data

Condition Type

Condition Purpose

Formula

Unit Price

Basic rent (10)

Vacancy Rent (G)

Fixed Amount (A)

575.00


Vacancy Rent (G)

Fixed Amount (A)

155.00

Save your rental unit. a)

Use the Copy function to create a new rental unit. Expand the Rental Objects entry by choosing on the left of this entry. Select the line with your janitor’s apartment rental unit, right–click and select Copy. Enter the date January 1 of the previous year in the Transfer from field. Copy all the selections and then choose (Create). Change the Name of your rental unit to Apartment. Display the Measurements tab. Change the measurement of your residential space A004 (residential space) to 75 m². Display the Fixtures/Fittings tab and. delete the characteristics you copied. Select the corresponding line and choose Delete Characteristic. To add new characteristics, click (Insert Characteristic) and select any characteristics you want. Copy your selection with (Continue). Go to the Conditions tab page and change the amount of Operating costs advance pmnt to € 155.00. In the upper screen area, select the Basic Rent line and then change the amount to € 575.00 in the lower screen area. Save your rental unit by pressing Ctrl + S or clicking (Save).

Task 3: Extract rental spaces from the pooled spaces 1.

Create a new rental space using the create function in RE Explorer. Create a new rental space of type Office. Assign it to your pooled space 1000/1##/1 First Floor. Enter First Floor Office Right as the Name. Continued on next page

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Enter January 1 of the previous year for the fields “First Posting From” and “Cash Flow From”. Assign your rental space to the Pooled Space 1 First Floor Office. Enter measurement type Office Space (A101) in the Measurements tab and enter a size of 400 m². Enter profit center 1450 (RE Office) in the organizational assignment in the posting parameters. For internal use by CSC only

Save your rental space. a)

Use the RE Navigator to create a rental space. In the navigation area of the RE Navigator, switch to the My Objects entry and choose (Display). Select the Rental Objects entry, right–click and choose Create → Pooled Space →Office. Enter the following data: Field Name Or Data Type

Values

Company code

1000

Business entity

1##

Building

1


First floor office right

Cash Flow From


First Posting From


Execute the assignment to the pooled space by clicking. In the dialog box, enter the number of your pooled space (1) in the Pooled Space field and confirm with (Enter). Display the Measurements tab and choose (Add Measurements). Select entry A101 (Office Space) and confirm with (Copy). Enter 400 m² as the size. Display the Posting Parameters tab. In the upper screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1450 (RE Office). Save your rental unit by pressing Ctrl + S or clicking (Save). 2.

Use the Extract function to create a new rental space within the pooled space. Continued on next page

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Check the condition types of your rental space.

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Lesson: Master Data

Go to your pooled space 10000/1##1 – First Floor – Office and then to the Area Shares tab. Switch to change mode and extract an area share of 250 m² from the pooled space. Save your result and open your newly created rental space. Change the Name to First Floor Office Left. For internal use by CSC only


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Check your measurements, the posting parameters, and the condition types of your rental space.


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Save your rental space. a)

Use the Extract function to create a rental space within the pooled space. In the navigation area of the RE Navigator, switch to the My Objects entry and choose (Display).


Choose the Edit button and display the Area Shares tab. Start the extraction process for a new rental unit by clicking. In the left screen area of the extraction function processing window, enter Usage type Office (5) in the RS UsgType field of your pooled space and 250 m² in the field Amt Wanted. Start a search for the pooled space from which you want to extract a rental space by clicking (Perform Search). Select the pooled space found. The pooled space is flagged with a blue cube. Then click (Extract RSpace from Measuremt). Now choose. Rentsp. Copy (SHIFT + F8). You see the rental spaces you have extracted from your pooled space displayed in table form in the right screen area. Save the rental space that you just created by choosing (Save). Update the overview in the Navigation area by pressing. Select your newly created rental space by double–clicking on it. Display the General Data tab and switch the RE Navigator into change mode by clicking. Enter the name Office First Floor left into the Name of RO field. Save your rental unit by pressing Ctrl + S or clicking (Save). To view the changes in the Object Navigator, update the overview in the navigation area by clicking.

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Expand the entry Rental Objects by clicking. Then select your rental space First Floor – Office (1000/1##/1). The details of your rental space appear on the right side of the screen.

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Lesson: Master Data

Lesson Summary


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You should now be able to: • Name the master data objects in RE-FX • 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


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Lesson: Business Partner Master Data Lesson Overview



Lesson Objectives After completing this lesson, you will be able to: • • •

Describe the category for a business partner Describe the role for a business partner Describe relationships between business partners

Business Example

Figure 21: Business Scenario: Overview

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Lesson: Business Partner Master Data

Figure 22: Business Scenario: Details

New contact person for the tenant: • •

Ms. Wilson, Business Manager of Food For You, Inc., rents additional office space for her cafeteria 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, the contact was with the company headquarters; there was no specific contact person. The company headquarters will continue to process payments.

Figure 23: Mapping of Business Partners in the System

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The mapping of business partners in the system must allow the following: • • •

A differentiation between companies and their specific contact persons Management of data related to both persons and organizations Maintenance of time-dependent relationships between business partners –

For example, Ms. Wilson is the contact person for Food For You, Inc.

Display of the history of the business partner master record For internal use by CSC only


Figure 24: Challenges Placed on Partner Management

You must enter certain information dependent on the role or role category: •

Relationships with people, companies, shared medical practices, tenants, tenant groups, employees, partners, customers, interested persons, competitors.

Avoid redundant data. •

You enter information just once, regardless of how many different roles a business partner has in different processes.

Ensure high quality, consistency and reliability of data. • • •

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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. Sending the same information to a partner more than once is expensive and also is irritating to the partner.


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Information on the relationships between persons or companies is to be mapped. Relationships, networks, influences, hierarchies

Figure 25: Business Partners

Properties of SAP business partners •

Data for persons, organizations and groups –

Maintain different types of data for business partners (BP), depending on whether this BP is a person, organization or group (such as a shared apartment or shared practice). –

•

The business partner categories are: natural person, organization, group. – These categories are predefined in the system. You cannot add additional 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. Business -partner relationships and hierarchies

•

– Maintain the various relationships between your business partners. Configurability and adaptability

•

–

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You can easily modify business partner master records to meet your specific needs.


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•

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Figure 26: Business Partner Roles

You can rename the standard roles delivered by SAP. You can assign business partner roles to RE-FX in Customizing (RECACUST) under: Business Partner → Relevant Settings for Business Partner in RE Context → Business Partner Roles → Assignment of Role Categories to Real Estate Applications → Make Settings for Roles per Object Type Business transactions are the basis for determining the business partner role. The business partner 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 multiple roles. You only need to enter central data (for example, name, address, and bank details) for the business partner once, regardless of the number of roles.

Figure 27: Business Partners in RE-FX: The Most Important Roles

You can customize the standard titles (descriptions) of the business partner roles provided by SAP.

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You can assign additional roles from the existing pool to RE-FX.


TR0600 - Master tenant with customer account TR0601 - Tenant (without customer account) TR0602 - Landlord with vendor account TR0603 - Partner with customer account TR0604 - Partner with vendor account TR0610 - Tenant in external comparitive apartment TR0622 - Subsidizer TR0624 - Subsidizer with customer account TR0635 - Bank for rent deposit TR0800 - Owner TR0801 - Real estate agent TR0802 - Notary public TR0803 - Developer TR0806 - Administrator TR0807 - Technology TR0808 - Janitor TR0809 - Architect TR0810 - Land registry TR0813 - Occupant TR0814 - Assignment planner TR0815 - Appraiser TR0820 - Survey office TR0997 - SCS clerk


• • • • • • • • • • • • • • • • • • • • • • •

Business partners in roles TR0813 and TR0814 are used for continuous occupancy. See Chapter Corporate Use for more information.

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Figure 28: Creating Business Partners (Procedures)

You can create a central business partner from within various transactions, or you can create one directly in business partner management. When a business partner has been created, you can use one of the standard assignment methods to assign the business partner to other objects (for example general real estate contract or master data) either within the same (or different) role. From RE-FX, you must first define which role categories/types are available for which transactions. You can define customer-specific transactions (pay attention to the customer namespace) so that you can create partners with certain roles directly. Menu path: SAP Customizing Implementation Guide → Cross-Application Components → SAP Business Partner → Business Partner → Basic Settings → Business Partner Roles → Define Application Transactions

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Figure 29: Automatic Creation of Customers/Vendors

With a partner who has a customer account or vendor account, you can automatically create a customer or vendor in Accounts Receivable or Accounts Payable. To create a customer or vendor in Accounts Receivable or Accounts Payable, you must make the appropriate settings for the automatic creation of customers or vendors in RE-FX Customizing (RECACUST).

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Exercise 2: Creating Business Partners Exercise Objectives

Business Example You define an organization and a person as business partners and define their relationship. You assign the organization to the master data in Flexible Real Estate Management. When creating business partners, the following rules generally apply: Fill in the field Search Criterion 1, the field postal code, all address fields, and all country or language fields. For business partners with customer and vendor accounts, ensure that the business partner you create is assigned to the company code in which you are doing the exercise. In this case, enter either A1 for vendor accounts or E7 for customer accounts into the Planning group field. Instead of using the RE Navigator, you can use transaction BP to create new business partners.

Task: 1.

Create a partner in business partner management with the role of Janitor. Define this partner with the business-partner category Organization. Enter a name, search term, country, language and address, as well as valid from January 1 of the previous year. Save the newly created partner.

2.

Create another partner in business-partner management with the role of Contact Person. Define this partner with the business-partner category Person. Enter a name, search term, country, language and address, as well as valid from January 1 of the previous year. Use the relationship to define this business partner as the contact person for the janitor company that you already created. Save this new business partner, too.

3.

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Assign the janitor company to your administration building in the usage view (1000/1##/1).


49



After completing this exercise, you will be able to: • Explain business partner roles • Explain business partner relationships


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Solution 2: Creating Business Partners Task: 1.

Create a partner in business partner management with the role of Janitor. Define this partner with the business-partner category Organization.

Save the newly created partner. a)

Create a janitor as a business partner In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → Business Partner Master Data → Edit Business Partner (BP) ChooseOrganization. In the Create in BP Role field, change the business partner role to Janitor (TR0808) and choose Create to create the business partner in the role you have selected. Enter data of your choice into Name, Search Terms, Standard Address, Country, Language and Communication fields, as well as January 1 of the previous year into the Valid From field. Save the newly created partner by pressing Ctrl + S or by choosing (Save).

2.

Create another partner in business-partner management with the role of Contact Person. Define this partner with the business-partner category Person. Enter a name, search term, country, language and address, as well as valid from January 1 of the previous year. Use the relationship to define this business partner as the contact person for the janitor company that you already created.


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Enter a name, search term, country, language and address, as well as valid from January 1 of the previous year.

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Save this new business partner, too. a)

Create the contact person for the new business partner In the SAP menu, choose:Accounting → Flexible Real Estate Management → Master Data → Business Partner Master Data → Edit Business Partner (BP) Choose Person.


Enter data of your choice in the Name, Search Terms, Standard Address and Communication fields. Enter the date January 1 of the previous year in the Address Valid From field. In the upper screen area, choose Relationships. Change the Relationship Cat. to Is Contact Person For (TBUR001). In the Relationship to BP field, enter the janitor company that you created earlier and press ENTER. Confirm the detail screen that is displayed by choosing (Continue). Save this partner by pressing Ctrl + S or by choosing (Save). 3.

Assign the janitor company to your administration building in the usage view (1000/1##/1). a)

Link the business partner with the object Start the RE Navigator SAP Menu → Accounting → Flexible Real Estate Management → Master Data →RE Navigator (RE80) In the navigation area of the RE Navigator, change the display to My Objects and choose (Display). Expand the Building entry by pressing the entry and double–clicking 1000/1##/1.

icon on the left of the

In the upper screen area, display the Partners tab and choose (switches between display ↔ change). Choose

(Assign New Partner) and select Janitor.

Enter the data for your janitor and confirm your entries with (Continue). Double–click your janitor and save your building by pressing Ctrl + S or choosing (Save). Close the lower message area by choosing

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(Close Messages).

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In the Create in BP Role field, change the business partner role to Contact Person (BUP001) and choose Create to create the business partner in the role you have selected.


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Lesson Summary You should now be able to: • Describe the category for a business partner • Describe the role for a business partner • Describe relationships between business partners



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Unit Summary

Unit Summary


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You should now be able to: • Name the master data objects in RE-FX • Explain how the architectural view is used • Explain the master data in the usage view and the relationships between the objects • Explain the main uses of both of these views • Explain how measurements and rental object conditions are used • Name the master data objects in RE-FX • 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 • Describe the category for a business partner • Describe the role for a business partner • Describe relationships between business partners

Unit Summary

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Unit 2 Unit Overview

Unit Objectives After completing this unit, you will be able to: • • • • • •

List and explain the individual steps of contract management Assign rental space to a contract and maintain relevant data Explain the relationships between condition types, condition groups, contract types, and usage types List and explain the individual steps of contract management Assign rental space to a contract and maintain relevant data Explain the relationships among condition types, condition groups, contract types, and usage types

Unit Contents Lesson: Contract Management ................................................ 56 Exercise 3: Creating Contracts, Entering Notices, Performing Renewals and Resubmissions............................................. 63 Lesson: Contract Attributes..................................................... 85

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Contract Management

Unit 2: Contract Management

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Lesson: Contract Management Lesson Overview


• • •

List and explain the individual steps of contract management Assign rental space to a contract and maintain relevant data Explain the relationships between condition types, condition groups, contract types, and usage types

Business Example You lease an entire locality from an external landlord. You sublease apartments, offices, stores, and parking spaces. You create Real Estate search requests, contract offers, and contracts. You perform contract-specific processes, such as giving notice. Based on deadline monitoring, you renew the contract term.

Figure 30: Real estate search

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Lesson: Contract Management

RE search requests contain the criteria that are important for the applicant in the search for an apartment or commercial property. Vacant rental objects are automatically transferred to offered objects as a basis for the search. You can define rules for this in Customizing. You can first assign a partner with the role TR0640 (applicant)to the RE search request. However, you can also create RE search requests without reference to a business partner. For internal use by CSC only

If a contract is created from the offer, the role changes to that of the main contractual partner (depending on the contract type). A customer role is assigned to the business partner (for example, TR0600 (master tenant with customer account). You define the settings for the transition of the roles in Customizing. For example, you can define, that the partner with role TR0640 (applicant), which occurs in search requests and contract offers, will change to a partner with role TR0600 (master tenant with customer account) in the Real Estate contract. In the Customizing path Flexible Real Estate Management (RE-FX) -> Business Partner -> Relevant Setting for Business Partner in RE Context -> Assignment of Role Categories to Real Estate Applications -> Make Settings for Roles per Object Type you can define the settings for the adoption of object addresses during the processing of business partners. For example, you can define the automatic adoption of the object address (address of the rental object) when you create a business partner in a given role. For detailed information, refer to SAP note 1416245 (Business partner: transfer of object address) and relates SAP notes. Note the following functional enhancements with Enhancement Package 4: • • •

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Before Enhancement Package 4, the requested notice date of the tenant was entered for information purposes only. With Enhancement Package 4, the requested notice date is taken into account in the real estate search. Scenario: The tenant wants to cancel an object of the contract before the period of notice expires. During the real estate search, a new tenant is found who wants to rent the object before the period of notice expires. When the new contract is created, the notice date can be adjusted individually based on the contract offer. This ensures that the new contract lies before the contractual period of notice of the old contract expires and after the requested notice date of the old tenant. This function helps the user to optimize the vacancy periods.


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Based on the RE search request, you can create a contract offer.

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Figure 31: Contract Life Cycle

There are two ways that you can assign numbers for contracts. You choose one of these options in Customizing for number ranges. 1.

External number assignment •

Manual entry by→ user The system only checks whether the number already exists so that no duplicates occur.

2.

Internal number assignment •

Automatic number assignment by the system The consecutive numbers (incremental assignment) are managed by the system.

•

Definition of any numbering rules using BAdI technology

SAP note 1426012 (Contract: Exit added for search help) provides a new exit, which can help you to implement an authorization check in the contractsearch help.

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Figure 32: Contractual Relationships

The contract type as an important attribute of the contract determines which processes you can display: • • •

Service charge settlement participation (only for the contract type defined as lease-out) Processes for lease-out or lease-in (contract type is defined as customer or vendor in Customizing settings) Own use or third-party use, or G/L account contract (external contract, internal contract, G/L account contract contract category)

As of Enhancement Package 2, the internal rental area can also be mapped with the functions for room reservation and continuous-seating arrangements. In this case, no contracts are created for the internal rental. You post the occupancy costs in CO using a separate posting transaction. See Chapter Corporate Use for more information. In Customizing, you can assign a contract type to be secured by another contract type which is defined as a security deposit contract. The contract type defines the screen sequence and the field status so that the contracts of different contract types can be displayed differently in the dialog. The contract type determines the permitted and selectable condition types.

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Figure 33: Overview: Contract

When creating a contract, you first specify the contract type. Then you specify the contract term. This contract term includes the start and end dates of the contract, along with data about giving notice and renewing the contract. Next you assign to the contract any objects that are going to be leased in or out. Rentals can either be external or internal. You make this distinction for the respective contract type in Customizing. For internal lease-out you have to specify either a cost center, a project, or an order. If the lease-out is an external one, you must define a main contractual partner in the partner data. A customer or vendor account is created for this partner. It is used for posting all relevant receivables and payables. For external rental, you can also define information on the payment method, dunning procedure, and tax treatment. You define rules in order to generate dates for reminders. When all your data is entered, you can activate the real-estate contract. After activation, posting and any other processes that are relevant for this contract can be carried out. If a contract is created for an object that already has another contract (that was or should be ended), you can use the ###Create follow-on contract function. You can use the previous contract as a comprehensive “copy template”.

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A distinction is made between the date of the first posting and the validity date of the cash flows (for more details, see the unit on “Accounting”).



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Exercise 3: Creating Contracts, Entering Notices, Performing Renewals and Resubmissions Exercise Objectives For internal use by CSC only

Business Example Based on an RE search request, you use the Contract Offer function to create contracts in the system. You also create and maintain the following contracts with your business partners: •

Lease-in for the whole locality

•

Lease-outs with external tenants

•

Lease-out with the organizational units of your company

Task 1: Start the RE Navigator. 1.

Real-estate search Create an RE search request with Apartment as the search-request type. An apartment is sought from February 1 of the previous year, which means that contract start date should be February 1 of the previous year. Enter the following data for your search: Field Label

Field Contents

RE search-request text

Contract start date


Residential space from

70

Residential space to

100 Continued on next page

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After completing this exercise, you will be able to: • Carry out and explain the contract-management process • List and describe the necessary steps in contract management • Link rental spaces to the contract and enter all required data.


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Field Label

Field Contents

Rent exclusive of heating expenses to

800

Service charges to

250


Create a new partner with the role category Applicant (TRO640). Create the new Partner as a person. Enter the name and address of the partner. Save your RE search request. 2.

Executing the concordance search Based on the RE search request you have just created, search for corresponding objects. Copy your rental unit apartment with the status applicant favors object.

3.

Creating a contract offer Based on your RE search request, create an offer for the rental unit apartment. Choose the contract type residential lease-out in company code 1000. Enter an offer description and assign German tenancy law to it. In the organizational assignment of the posting parameters, define 9100 (Real Estate) as the business area, 1480 (RE-FX Real Estate) as the profit center, and 1000 as the functional area. Change the due date of the conditions to the third working day of the month. This change requires you to edit the frequency term in the posting parameters. Save your contract offer.

4.

Converting the offer into a contract Convert the offer you made previously into a residential apartment contract. Call the master record for your partner and maintain a search term and planning group for the partner. Assign the contract to the apartment rental (not the janitor’s apartment) and copy the conditions. Save your contract. Ignore the warning message that appears.


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Infrastructure characteristic railway 0.5 (kilometers) station

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Task 2: Create a real-estate contract with a commercial lease–in type. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract.

Assign a name and enter data in the fields for search term 1, address, country, language, and communication. In the company code data, enter the planning group A1 (domestic payments). Enter a contract start date of January 1 of the previous year and a term of 120 months. Assign standard renewal rule 1200. Assign business entity 1000/1## to your contract. Define the following conditions: Condition Type Calculation Formula

Unit Price

Distribution Formula

Basic rent (V100)

Fixed Amount (A)

24.500,- €

Determined automatically

Adv. pmnt Service charges (V105)

Fixed Amount (A)

13.700,- €


Hint: You have not entered any measurements for your business entity. Measurements are necessary to determine the price. In order for the price for the specified conditions to be calculated, the formula “fixed amount” must be selected. Define the reminder rule Before End of Term with 2 months. The contract term check is the reason for the reminder (resubmission). Save your contract.


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Create a partner for your contract with the role landlord with vendor account. The business partner category for the landlord should be organization.


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Task 3: Create a real-estate contract with type commercial lease–out. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract.

Assign a name and enter data in the fields for search term 1, address, country, language, and communication. In the company code data, enter the planning group E7 (domestic payments). Enter a contract start date of January 1 of the previous year and a standard notice procedure of 1100. Assign the rental space that has already been extracted, First floor office right, to your lease–out, and then extract 7 parking spaces from the pooled space for parking spaces for your business entity 1##. Assign the name 7 parking spaces for the new rental space. Enter M001 (Persons) with 21 as the contract measurement for rental space. In Posting Parameters, change the due date of the conditions to the third working day of the month. Define the profit center 1480 (RE–FX Real Estate) for your contract. Copy all default conditions from the assigned rental objects. Define a periodically recurring reminder rule with reminder category 20 (Check Location). Select any start date and any interval. Save your contract. Ignore the warning message that appears.

Task 4: Create another commercial lease-out real estate contract for an object group. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, 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 category for the tenant should be organization. Assign a name, search term, address data, and communication data. Enter a contract start date of January 1 of the previous year and assign 3000 as the notice procedure. Create an object group with the name entire office space. Continued on next page

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Create a partner for your contract with the role of master tenant with customer account. The business partner category for the tenant should be organization

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Extract 550 m2 office space from the pooled space First Floor Office for the object group (enter the name Office02 – 1 FL for the new rental space), and 200 m2 office space from the pooled space Second Floor Office (enter the name Office01 – 2 FL for the new rental space). Extract a further 8 parking spaces from the pooled space for parking spaces (enter the name 8 parking spaces for this new rental space).



Enter M001 (Persons) with 17 as the Contract Measurement for the 550 m2 rental space. Enter M001 (Persons) with 12 as the Contract Measurement for the 200 m2 rental space. Enter 1480 (RE–FX Real Estate) as the profit center. Copy the default conditions for the parking space rental and the advance payment conditions. Change the Distribution formula for parking space rental condition to parking space (C). Assign the following conditions for your object group: Condition Type

Calculation Formula

Unit Price


Com. space (m2) 23,50

Distribution Formula Determined automatically

View the distribution formula that was determined automatically. Change the entry to Residential/usable space (B). Save your contract. On the Posting Parameters tab page under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center. Create a partner for your contract with the role of master tenant with customer account. The business partner category for the tenant should be organization. Copy the default conditions for basic rent and parking space rental. Assign the following conditions for your office space:


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Condition Type

Calculation Formula

Unit Price

Operating costs flat rate (30)



Task 5: Activating contracts 1.

Activate your contracts in the automatically generated worklist in the RE Navigator by selecting the contracts and setting their status to active.

Task 6: Enter notice in the RE Navigator (in the future) for your residential contract. 1.

In this case, the tenant’s notice is submitted on today’s date. The reason for notice is the non–authorized use of the rented spaces. Approve the notice with today’s date. Activate and save the notice. View the term data for this contract.

Task 7: Start the resubmission process to check the validity period of your lease–in and renew it. 1.

Start the resubmission process in the RE Navigator. Change the automatic filter to All Dates. Select your lease–in contract with the reminder category Check contract term. Transfer the contract to the navigation area. Then set the deadline to completed and save the renewed contract.

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Save your contract.

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Solution 3: Creating Contracts, Entering Notices, Performing Renewals and Resubmissions Task 1: Start the RE Navigator. For internal use by CSC only

Real-estate search Create an RE search request with Apartment as the search-request type. An apartment is sought from February 1 of the previous year, which means that contract start date should be February 1 of the previous year. Enter the following data for your search: Field Label

Field Contents

RE search-request text

Contract start date



70


100


800

Service charges to

250

Infrastructure characteristic railway 0.5 (kilometers) station Create a new partner with the role category Applicant (TRO640). Create the new Partner as a person. Enter the name and address of the partner.


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1.


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Save your RE search request. a)

Start the RE Navigator using the following SAP menu option: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) Real-estate search


Select RE Search Requests, then right-click and choose Create. For the RE Search Req. Type, choose Apartment and confirm your selection by choosing (Continue). Enter the following data: Field Label

Field Contents

RE search request text

Contract start date

February 1 of the previous year


70


100


800

Service charges to

250

Display the Object Location tab and choose

(Insert Row).

In the Infrastructure Char. - Text column, select Railway Station, enter 0.5 in the Distance column and choose ENTER. Display the Partner tab. Click on (Assign New Partner) and choose the default role category Applicants. In the Search Term 1 field, enter Applicants. Choose

(Continue) to search for a corresponding partner.

Create a new partner by choosing

Person.

Enter a first and last name and fill in the entries for address data, all country and language fields, and the Search Term 1 field. In the Address Valid From field, enter January 1 of the previous year. Choose

(Back) to return to your RE Search Request.

Save your RE search request by pressing either Ctrl+S or

(Save).


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In the navigation area of the RE Navigator, change the display to My Objects and choose (Display).

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2.

Executing the concordance search Based on the RE search request you have just created, search for corresponding objects. Copy your rental unit apartment with the status applicant favors object. a)

Executing the concordance search

Display the Find tab and choose

icon to the left

(Find Offered Objects).

Select your apartment on the left side of the screen and choose (Continue). to Favorites). Copy your selection with 3.

(Add

Creating a contract offer Based on your RE search request, create an offer for the rental unit apartment. Choose the contract type residential lease-out in company code 1000. Enter an offer description and assign German tenancy law to it. In the organizational assignment of the posting parameters, define 9100 (Real Estate) as the business area, 1480 (RE-FX Real Estate) as the profit center, and 1000 as the functional area. Change the due date of the conditions to the third working day of the month. This change requires you to edit the frequency term in the posting parameters.


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Expand the RE Search Request entry by clicking the of the entry and double-click your RE search request.


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Save your contract offer. a)

Creating a contract offer Expand the RE Search Request entry by pressing the of the entry and double-click your RE search request.

icon to the left

Display the Find tab and select the entry under favorite offered object. Choose (Create Offer) to create an offer for this offered object. For internal use by CSC only

Enter any description you choose in the Contract Offer Name field and select German Tenancy Law from the drop-down list in the Tenancy law field. Display the Posting Parameters tab and select Organizational Assignment in the upper screen area. Enter the value 9100 (Real Estate) in the Business Area field, the value 1480 (RE-FX Real Estate) in the Profit Center field, and the value 1000 in the Functional Area field. In the upper screen area, go to Frequency and enter third working day of the month in the Due Date (+/–) field. Save your contract offer by pressing either Ctrl+S or choosing 4.

(Save).

Converting the offer into a contract Convert the offer you made previously into a residential apartment contract. Call the master record for your partner and maintain a search term and planning group for the partner. Assign the contract to the apartment rental (not the janitor’s apartment) and copy the conditions. Save your contract. Ignore the warning message that appears. a)

Expand the Contract Offers entry by pressing the the entry and double–click your contract offer. In the upper screen area, choose a contract.

icon on the left of

(Create Contract) in order to create

Choose (Close Messages) to close the message area at the bottom of the screen and go to the Partners tab page. Master Data. Specify a To go to the partner master data, choose search term and enter Cash Management Group E7 as the Company code data. Choose (Back) to return to the contract.


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Enter Residential lease–out – (CO02) in the Contract type field and the value 1000 in the Company code field.

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If the following assignments were not transferred from the offer, maintain them manually: Switch to the Objects tab and use drag and drop to assign your apartment (not the janitor’s apartment). In the Conditions tab, accept the Conditions of the rental object (apartment) using . (Save).

Task 2: Create a real-estate contract with a commercial lease–in type. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract. Create a partner for your contract with the role landlord with vendor account. The business partner category for the landlord should be organization. Assign a name and enter data in the fields for search term 1, address, country, language, and communication. In the company code data, enter the planning group A1 (domestic payments). Enter a contract start date of January 1 of the previous year and a term of 120 months. Assign standard renewal rule 1200. Assign business entity 1000/1## to your contract. Define the following conditions: Condition Type Calculation Formula

Unit Price


Basic rent (V100)

Fixed Amount (A)

24.500,- €


Adv. pmnt Service charges (V105)

Fixed Amount (A)

13.700,- €


Hint: You have not entered any measurements for your business entity. Measurements are necessary to determine the price. In order for the price for the specified conditions to be calculated, the formula “fixed amount” must be selected. Continued on next page

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Save your contract by pressing either Ctrl+S or choosing


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Define the reminder rule Before End of Term with 2 months. The contract term check is the reason for the reminder (resubmission). Save your contract. a)

Creating a lease-in real estate contract In the RE Navigator, change the display to My Objects.


Enter 1000 in the Company Code field. Enter some text in the Contract field. In the Tenancy law field, choose German tenancy law from the drop-down list. Display the Partners tab. Choose (Assign New Partner) and select the role Landlord with vendor account. Enter a name and then start the search by clicking (Continue). Since no partners were found, create Organization. a new landlord by choosing Enter data in the Search term 1, address, country, and language fields. Set the validity start date to January 1 of the previous year. Then press Company code and enter 1000 as the Company code. On the Account Management tab, in the Planning group field, enter A1 (domestic payments) Return to the contract entry screen by choosing Display the Term tab. Select the Term tab and enter January 1 of the previous year in the Contract start date field and enter 120 in the Term in months field. Create a renewal rule by choosing (Create Term) and then selecting Renewal. Enter 1200 in the Renewal Rule field. Display the Objects tab, choose (Assign) and double-click Business Entity. In the selection screen, enter the number of your business entity (1##), confirm your entry by choosing (Start Search), select the (Copy). proposal, and copy your business entity by choosing Display the Conditions tab and choose (Insert Condition(s)). Select the entries V100 (basic rent) and V105 (Adv. Pmnt Service charges) and continue by choosing (Copy). Enter 13,700.00 as the Unit Price for the AP service charge contract type and Fixed amount as the Formula. Continued on next page

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Choose the Real Estate Contracts entry, right–click, and choose Create → Commercial lease–in.

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In the upper screen area, select the line Basic Rent. Enter 24,500 as the Unit Price and Fixed amount as the Formula. Display the Reminders tab, choose (Create Reminder Rule), and select Before Notification of Renewal Option. Enter 2 in the Number of Months field and choose

(Continue).

Save your contract by pressing either Ctrl+S or choosing For internal use by CSC only

(Close Messages).

Task 3: Create a real-estate contract with type commercial lease–out. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, 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 category for the tenant should be organization Assign a name and enter data in the fields for search term 1, address, country, language, and communication. In the company code data, enter the planning group E7 (domestic payments). Enter a contract start date of January 1 of the previous year and a standard notice procedure of 1100. Assign the rental space that has already been extracted, First floor office right, to your lease–out, and then extract 7 parking spaces from the pooled space for parking spaces for your business entity 1##. Assign the name 7 parking spaces for the new rental space. Enter M001 (Persons) with 21 as the contract measurement for rental space. In Posting Parameters, change the due date of the conditions to the third working day of the month. Define the profit center 1480 (RE–FX Real Estate) for your contract. Copy all default conditions from the assigned rental objects. Define a periodically recurring reminder rule with reminder category 20 (Check Location). Select any start date and any interval. Save your contract. Ignore the warning message that appears. a)

Creating a commercial lease-out type real estate contract. In the navigation area, select Real Estate Contracts , then right–click, and choose Create → Commercial lease–out. Continued on next page

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Close the lower message area by choosing

(Save).


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Enter 1000 in the Company Code field. Enter some text in the Contract name field. In the Tenancy law field, choose German tenancy law from the drop-down list.


Set the validity start date to January 1 of the previous year. Then press Company code and enter 1000 as the company code. In the Account Management tab, in the Planning group field, enter E7 (Customer rent received). Return to the contract-entry screen by choosing . Select the Term tab. Enter January 1 of the previous year as the Contract Start date and enter the value 1100 in the Notice Procedure field. Make sure that the notice type is set to “Standard Notice Procedure”. In the Objects tab, choose (Assign), and select the Rental object entry. Enter the number of your business entity (1##) in the selection screen, confirm your entry by choosing (Continue), select the rental space that was extracted before, and copy this by choosing (Copy). To extract the 7 parking spaces, choose enter the following data:

Extract Rental Spaces, and

Field

Value

CoCd/BE

1000 / 1##

UsageType

10

MeasType

M005

Valid from


Amt Wanted

7

Start the search by choosing

Perform Search.

Double–click the line with the icon space found.

. This line represents the pooled

In the list that is displayed, double–click the text and, in the lower screen area, enter 7 parking spaces.


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Choose (Create Business Partner) next to the Obsolete: Master Tenant with Customer Account field. Enter a name and choose (Continue). Since no partners were found, create a new tenant by choosing (Organization).

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Transfer the rental space by choosing in the bottom area.

(Transfer Rental Space(s))

Display the Differing Measurements tab and assign a new measurement type in the upper area. Choose (Add measurement) and select M001 (Room Capacity in Persons). Enter 21 as the value in the Amount column. Choose ENTER to check your entries. Assign your measurement to the rental space First floor office right. For internal use by CSC only

Go to the Org. Assignment field and enter 1480 as the Profit Center in the sub-tab Org. Assignment. Display the Conditions tab and choose (Default Condition(s)). Then select all the entries using (Select All) and confirm your selection by choosing (Continue) (Create Reminder Rule) and Display the Reminders tab. Choose select As of date … every … months. Change the Reminder Category to 20 (Check Location), then assign a Start Date (for example, December 24, year), and an Interval in Months (for example, 12). Confirm your entries with (Continue) Save your contract by pressing either Ctrl+S or Close the lower message area by choosing

(Save).

(Close Messages).

Task 4: Create another commercial lease-out real estate contract for an object group. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, 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 category for the tenant should be organization. Assign a name, search term, address data, and communication data. Enter a contract start date of January 1 of the previous year and assign 3000 as the notice procedure. Create an object group with the name entire office space.


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Display the Posting Parameters tab. In the upper screen area, select the line Frequency and enter 3 (third working day of the month) in the Due Date (+/–) field.


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Extract 550 m2 office space from the pooled space First Floor Office for the object group (enter the name Office02 – 1 FL for the new rental space), and 200 m2 office space from the pooled space Second Floor Office (enter the name Office01 – 2 FL for the new rental space). Extract a further 8 parking spaces from the pooled space for parking spaces (enter the name 8 parking spaces for this new rental space).


Enter M001 (Persons) with 12 as the Contract Measurement for the 200 m2 rental space. Enter 1480 (RE–FX Real Estate) as the profit center. Copy the default conditions for the parking space rental and the advance payment conditions. Change the Distribution formula for parking space rental condition to parking space (C). Assign the following conditions for your object group: Condition Type

Calculation Formula

Unit Price




View the distribution formula that was determined automatically. Change the entry to Residential/usable space (B). Save your contract. On the Posting Parameters tab page under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center. Create a partner for your contract with the role of master tenant with customer account. The business partner category for the tenant should be organization. Copy the default conditions for basic rent and parking space rental. Assign the following conditions for your office space:


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Enter M001 (Persons) with 17 as the Contract Measurement for the 550 m2 rental space.

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Condition Type

Calculation Formula

Unit Price

Operating costs flat rate (30)



Save your contract. For internal use by CSC only

Creating another commercial lease-out real estate contract for an object group In the navigation area, select Real Estate Contracts, then right-click, 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 drop-down list. Choose (Create Business Partner) next to the Obsolete: Master Tenant with Customer Account field. Enter a name and choose (Continue). Since no partners were found, create a new landlord by Organization. choosing Fill in the address data and return to the contract entry by choosing

.

Enter January 1 of the previous year as the Contract Start date and enter the value 3000 in the Notice Procedure field. (Assign) and select the Object Display the Objects tab, choose Group entry. Enter the name Entire office space in the lower screen area. In the upper screen area, select the entry . To extract the 550 m2and 200 m2 office space, choose Rental Spaces) and enter the following data: Field

Value

CoCd/BE

1000 / 1##

UsageType

5

MeasType

A101

(Extract


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Field

Value

Valid from


Amt Wanted

550 Perform Search.

that represents your pooled space Double-click the line with the icon on the first floor. In the list that is displayed, double-click the text and, in the lower screen area, enter Office02 – 1 FL. In the search area, change the Amt Wanted entry to 200 and choose (Perform Search) again. Double-click the line with the icon that represents your pooled space on the second floor. In the list that is displayed, double-click the text and, in the lower screen area, enter Office01 – 1 FL. Transfer the rental space for your object group by choosing (Transfer Rental Space(s)) in the bottom area. In the upper screen area, select the entry IV >NEW< and choose Extract Rental Spaces again. Enter the following data in order to extract the parking spaces: Field

Value

CoCd/BE

1000 / 1##

UsageType

10

MeasType

M005

Valid from


Amt Wanted

8

Double-click the line with the icon . In the list that is displayed, double-click the text and, in the lower screen area, enter 8 parking spaces. Transfer the rental space by choosing in the bottom area.

(Transfer Rental Space(s))


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Go to the Differing Measurements tab page and enter your two extracted rental spaces in the upper screen area in the Object ID column. Enter M001 in the MeasType column. In the Amount column, enter 17 for the rental space with 550 m2. For the second rental space with 200 m2 of office space, enter 12. Choose ENTER to check your entries.

Display the Conditions tab and choose (Default Condition(s)). Select the parking space rental and advance payment entries and choose (Continue). Change the Distribution formula for parking space rental conditions to parking spaces (C). To create new conditions for the object group, choose (Insert Condition(s)) and double-click Object group in the Object type line. Select condition 11 Office basic rent detail and copy it using (Copy). Enter 23.50 as the Unit Price and Residential/Usable Space m2 as the Formula. In the lower part of the screen, display tab (Distribution) and analyze the distribution to individual rental objects. Change the entry to Residential/Usable Space (B). Save your contract either by pressing Ctrl+S or choosing Close the lower message area by choosing

(Save).

(Close Messages).

Task 5: Activating contracts 1.

Activate your contracts in the automatically generated worklist in the RE Navigator by selecting the contracts and setting their status to active. a)

Activating contracts In the navigation area of the RE Navigator, change the display to Worklist and choose (Display). Select the entry Non–Active contracts. Right click the entry and choose Overview. Change the status of the contracts by choosing Execute Activity. contracts and then Exit the screen by choosing

to select all the

(Continue).


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Display the Posting Parameters tab in the upper screen area, select the Organizational Assignment line and enter 1480 in the Profit Center field.


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Task 6: Enter notice in the RE Navigator (in the future) for your residential contract. 1.

In this case, the tenant’s notice is submitted on today’s date. The reason for notice is the non–authorized use of the rented spaces. Approve the notice with today’s date. Activate and save the notice. View the term data for this contract.


Entering notice in the RE Navigator for your residential contract (for the future) In the RE Navigator, change the display to My Objects and choose (Display). Expand Real Estate Contracts by pressing the the entry.

icon on the left of

Double–click the line that contains your rental-apartment contract and display the Term tab. Choose

(Give Notice on Contract). Note: The button appears only if the contract is active.

To enter notice choose Changes Between Display ↔ Change and then (Create Notice). Select Give Notice on Contract. Enter the following data: Field

Value

Entry Date

Current date

Reason for Notice

11

Approved on

Current date

Choose (Activate Selected Notice) and save your notice by either by pressing Ctrl+S or choosing (Save). Choose (Close Messages) to close the message area at the bottom of the screen. Return to the Term tab.


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a)

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Task 7: Start the resubmission process to check the validity period of your lease–in and renew it. 1.

Start the resubmission process in the RE Navigator. Change the automatic filter to All Dates.

Transfer the contract to the navigation area. Then set the deadline to completed and save the renewed contract. a)

Start the resubmission process to check the validity period of your lease-in and renew it. First, start the resubmission process by choosing upper area of the RE Navigator. Choose

Reminders in the

(Limit Date Display) to change the filter to All Dates.

Select the object ID of your lease–in with Check contract term as the Reminder Category and display the Term tab of your lease–in. Changes Between Display ↔ Change To enter a renewal, choose and then display the Term tab. Choose

(Renew Contract) next to the date of the first end of contract.

In the Ap/R (Approved/Rejected) field, select Approved. Use the Notification by date as a guide for the “Decided on” date. Choose

(Activate Renewal) to activate the contract renewal.

Display the Reminders tab, select the first option, then choose show the renewal as having been completed. Save your renewal by either by pressing Ctrl+S or choosing Close the lower message area by choosing

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(Close Messages).

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Select your lease–in contract with the reminder category Check contract term.


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Lesson Summary You should now be able to: • List and explain the individual steps of contract management • Assign rental space to a contract and maintain relevant data • Explain the relationships between condition types, condition groups, contract types, and usage types For internal use by CSC only


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Lesson: Contract Attributes

Lesson: Contract Attributes Lesson Overview


After completing this lesson, you will be able to: • • •

List and explain the individual steps of contract management Assign rental space to a contract and maintain relevant data Explain the relationships among condition types, condition groups, contract types, and usage types

Business Example You lease an entire locality from an external landlord. You sublease the buildings and parking spaces. You secure your contracts with a security-deposit contract. You perform contract-specific processes, such as giving notice. Based on deadline monitoring, you renew the contract term.

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Lesson Objectives

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Figure 34: Contract Types

The attributes of the contract type of an external, customer contract are external contract and offerer. Choose business partner with customer account as the main contractual partner. You must assign external lease-outs to the Objects are leased-out contract reference. This causes these contracts to be interpreted as occupancy contracts, which excludes the objects from being leased out twice. These contract types can only be assigned to the rental object types Rental unit and Rental space. You can also assign several objects. External service contracts have the contract reference Other reference or Contract has no objects. There is no occupancy for the assigned objects.

•

• • •

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The attributes of the contract type of an external vendor contract are external contract and user. Choose business partner with vendor account as the main contractual partner. You must assign the Objects are leased-in contract reference to lease-ins. All permitted objects can be assigned to contracts belonging to these contract types. You can also assign several objects. External service contracts have the contract reference Other reference or Contract has no objects.


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Figure 35: Object Assignment

You can assign any number of rental objects to a contract. These rental objects can belong to different business entities, buildings, or company codes. Collective lease-outs, such as those used in Classic RE, are therefore no longer required (the collective lease-outs no longer exist in RE-FX). Objects that are subject to the same conditions or contract terms can be grouped together to form object groups. If there are identical terms (such as notice rules or adjustment rules) that are valid for various objects or conditions, you only need to create the terms once and then assign them to the object group. You assign the main contractual partner on the Partners tab. To process the business partner information, choose Business Partner Master Data. Choose Account to branch to the display of the open and cleared items of the customer. For more information about business-partner management, refer to the “Business Partner” unit and the documentation in the SAP Library.

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Figure 36: Object Groups

You can only create object groups directly in contract processing. First you create an object group in the contract. Then you define the individual rental objects (rental unit or rental space), which in turn must be assigned to the object group. You can also extract a new rental space directly with reference to the object group. Next you define the contract terms (for example, notice procedure) and contract conditions that are valid for the corresponding object group. You can then define a distribution of the costs or revenues for the individual objects of this group. You cannot distribute costs or revenues to the object group. Example: You have assigned a contract 10 rental spaces of several pooled spaces. The condition type basic rent is assigned to each of these rental spaces. If the amounts of this condition are identical for each measurement unit and also always remain identical through adjustments, you can reduce the number of conditions in the contract by creating an object group and only creating one condition. As of Enhancement Package 2, you can assign rental objects to several object groups at the same time.

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Figure 37: Extracting Rental Spaces When Creating Contract

Individual rental spaces can be extracted from a pooled space when maintaining master data and also when creating contracts. The available capacity of the pooled space is reduced by the extraction of a rental space. With a standard report you can also end rental spaces for which the contracts have ended. This increases the available capacity of the respective pooled space.

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Figure 38: Posting Parameters

You use the Posting Parameters tabto define time-dependent terms for posting, frequency, and organizational assignments. Several rental objects and conditions can be assigned to a contract. You can use posting terms to make agreements for the individual conditions regarding the payment method, bank details, due date, and so on.. The agreements do not have to be separately maintained for each condition. You can define terms, such as posting rules and frequency of postings, so that you do not have to create them repeatedly for each individual condition. Terms can be defined for the following: • • •

Postings (payment method, bank details, tax rate, and so on) Frequency (data for the due date of the assigned conditions) Organizational assignment (profit center, business area)

For example, for two posting rules with different payment methods you would create two posting terms for the collection payment method and the cash payment method. The term is then assigned to the relevant condition type. For every term category, a standard term is proposed in contract and rental object processing. You can change these standard terms, but the term cannot be deleted from the table. The conditions are automatically assigned and are noted in the Conditions sub-tab. Choose Create Term to create different terms for each standard term. These different terms are numbered and can be modified and deleted. Here, the conditions must be manually assigned.

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Figure 39: Condition Types

Conditions are required for periodic postings to real-estate contracts and are the basis for making postings in Financial Accounting. The Periodic Posting for Real Estate Contracts function posts the amounts derived from contract conditions. As of Enhancement Package 5 you can also post directly from the contract dialog by choosing the function Extras -> Post Contract. Note that the posting function is available only when you process a contract in display mode. If you want to exclude contracts from the direct posting, you can do this with a BAdI implementation (enhancement spot BADI_RE_RA_PP). You can store conditions for rental objects and real-estate contracts. Conditions that have been stored for rental objects can be called up and assigned to the contract as default conditions (using the Default Condition(s) button). The condition purpose determines how (periodic or one-time) and whether or not (statistical or to post) a condition is included in periodic posting.

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Choose New Date to create time-dependent changes for standard and user-defined terms. This means that if, for example, the payment method changes, you do not have to create a new posting term. Instead, you enter the time-dependent changes to the data in the existing term.


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You can determine an external condition purpose (market rent, actual rent, and so on) and assign an internal condition purpose to it. The following options for internal condition purposes exist (and cannot be modified): • •

In Customizing, you specify which condition purpose is proposed for the corresponding condition (within a condition group).

Figure 40: Conditions

You assign the following data per condition: • • • • •

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Object (or object group) that the condition applies to Condition purpose (actual rent, market rent, cost rent, and so on) Validity period Calculation formula of the condition amount Distribution formula


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•

Posted – the condition is taken into account in periodic posting. One-time posting – the condition is entered once in the cash flows and thus only taken into account once in periodic posting. Statistical and one-time statistical – the condition is used for evaluation purposes and is not taken into account in periodic posting.

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Data concerning the frequency of posting and organizational assignments is noted in the Posting Parameters tab. The system automatically assigns the condition to the standard terms (Postings, Frequency, Organizational Assignment). If you want to assign a condition to a different (non-standard) term, you have to assign it manually.


You can also define condition amounts for each object, according to the rental status, for each tenant changeover, and so on. This is sometimes necessary if management contracts contain event-based conditions. In Customizing, you can predefine calculation formulas or permit an individual entry in the contract. If you choose the calculation formula for measurements, you also have to enter the measurement type and measurement unit. You can also define distribution formulas for each condition. For correct cost and revenue account assignment, all costs and revenues which are first posted as a cost-accounting-relevant assignment to the contract must be posted (distributed) to the recipient objects.

Figure 41: Distribution

Distribution formulas define how costs and revenues, which are first posted as a cost-accounting-relevant assignment to the contract, should be distributed to the recipient objects.

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For each condition you define calculation formulas. For example, the condition amount can be calculated by multiplying the unit price by the values of the measurement of the assigned object (square-meter price or amount per parking space).


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The following internal distribution rules exist:


Divided equally Object Object measurement Contract measurement Aggregation Settlement unit Customer-defined using BAdI technology

The “divided equally” distribution rule is useful if, for instance, an object group is assigned to the condition and the condition amount should be equally distributed to the individual objects of the object group. The distribution rule according to object measurement is useful if, for instance, an object group is assigned to the condition and the condition amount should be distributed to the individual objects according to the measurement relationship (for example, commercial space). In Customizing, you can predefine the assignment of a distribution rule for each condition within a condition group. Manual maintenance is thus no longer required when creating a new condition. However, you can make changes at any time.

Figure 42: Contract Renewal Rules

Renewal rules are only defined for contracts with a fixed term. a) Option: Options must be accepted or issued (explained) in writing by the contractee or contractor in order to become effective. The option must be activated in the system.

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• • • • • • •

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b) Automatic renewal: For automatic renewals, there is no need to enter approval or activate the renewal. If the renewal should not be implemented, it has to be refused in writing by the contractee or contractor. •

•

Figure 43: Notice Process

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 rules are maintained for contractee and contractor in the contract, the notice reason specifies which procedure will be carried out.

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•

Renewal refusals that result in a contract termination are handled in the Give Notice process. You can create a longer text for each renewal procedure in Customizing. You can call up and modify 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. You can maintain options and automatic renewals at the same time, for instance, so that the following rule can be stored: “There is the option of renewing the contract twice by X months. If this option is not used, the contract is automatically renewed by 12 months.”.


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You can also enter reasons for the rejection, as additional information. In the event of rejection, the notice cannot be activated. Notice can only be given on active contracts.

Figure 44: Notice Rules for Contracts, Objects, and Object Groups

You enter data for giving notice and for processing notice periods in the contract. You can create notice procedures with different notice rules for the contractee and the contractor. You can assign a standard notice procedure (created in Customizing) or define an individual notice procedure for the corresponding contract. There are regulations for the notice period and the notice deadline. You can combine a period regulation and a deadline regulation for the same party in one contract. The deadline regulation defines extraordinary notice possibilities. Other options: • • •

•

You can simulate notices. 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. For individual notice procedures, you can create individual text valid for the particular contract. These texts can be printed with the contract.

The process for Notice on objects is the same as that for notice on a contract.

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When the notice is activated, the contract end date is displayed on the Term tab.

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When notice is received for a contract, the end date for the contract is calculated.



When notice is received for a particular contract 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.

Figure 45: Periods of Notice

You have the following options for creating notice procedures for contracts: • • •

No period of notice Standard notice procedure (Customizing) Individual notice procedure (defined in 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. For certain specific notice dates (date), which are also periodic, you can use a deadline regulation. For example, a period of notice of three months on May 31 and September 30 (two dates annually). The notice must be given by the third working day of the following month.

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Lesson Summary You should now be able to: • List and explain the individual steps of contract management • Assign rental space to a contract and maintain relevant data • Explain the relationships among condition types, condition groups, contract types, and usage types For internal use by CSC only


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Unit Summary

Unit Summary


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You should now be able to: • List and explain the individual steps of contract management • Assign rental space to a contract and maintain relevant data • Explain the relationships between condition types, condition groups, contract types, and usage types • List and explain the individual steps of contract management • Assign rental space to a contract and maintain relevant data • Explain the relationships among condition types, condition groups, contract types, and usage types

Unit Summary

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Unit Objectives After completing this unit, you will be able to: • • • •

Explain the process of periodic postings. Explain how the partner/object cash flow works. Describe the functions for account determination. Describe additional posting procedures and the most important Customizing settings in the area of accounting.

Unit Contents Lesson: Accounting.............................................................102 Lesson: Periodic Postings .....................................................108 Exercise 4: Periodic Postings, One-Time Postings, Incoming Payments, Vacancy Postings, and Payments ..........................123 Lesson: Other Accounting Transactions .....................................137

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Accounting

Unit 3: Accounting

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Lesson: Accounting Lesson Overview Cash flows and periodic postings for contract


• •

Explain the process of periodic postings. Explain how the partner/object cash flow works.

Business Example Your company pays periodic rent to the landlord with vendor account. In addition, you receive one-time vendor invoices – for example, an electricity bill. Your company collects periodic rent payments from your tenants. In addition, you charge your tenants one-time fees for services, such as repairs or cleaning services. Your company makes internal charges to the various departments for their share of the use of your business park, but there are no actual payment transactions. The real-estate management department of your company bears the costs of spaces that are currently vacant, if the periodic posting for the vacancy is performed.

Accounting

Figure 46: Integration of RE-FX and FI

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Lesson: Accounting

Flexible Real Estate Management (RE-FX) uses the SAP Financial Accounting (FI) component to process accounting processes. Each tenant is a customer, and each landlord is a vendor. There is a one-to-one relationship between a master 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.


Figure 47: RE-FX: Posting Procedures

Open items are generated through periodic postings (debit position and credit position). These can be cleared using the procedures for incoming/outgoing payment and account maintenance. One-time postings are defined in terms of posting activities (Customizing). Information about the document header (document type, document header text) and the individual document lines (account assignment object, distribution) is specified here, so that you only need to enter minimal information about the document when posting. Accounting functions for lease-in and rental (external and internal) in particular are covered in the current unit. As of Enhancement Package 2, you can use the functions for room reservation and continuous-seating arrangements for internal usage.

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Accounts receivable and accounts payable are managed on an open item (OI) basis. If there are multiple contracts for one customer or vendor, all of the contracts can be managed using the same customer or vendor account. The items are assigned to a contract, provided you configured this in Customizing.

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The periodic posting for room reservation and continuous-seating arrangements (for internal usage) does not generate FI documents; it generates only controlling documents. For external usage, you can clear the room costs externally.

Figure 48: Contract: Posting Term

Figure 49: Posting Term

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Lesson: Accounting

The system automatically assigns standard terms to each contract or rental object. The assignment of conditions to these standard terms is also automatic. For those conditions to which the standard term should not apply, you can define a different term. It is also possible to create a term that is different from the standard and then assign condition(s) to it.



When you make time-dependent changes (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.

Example •

Posting terms with different payment methods or different tax rates

Figure 50: Cash flow

The cash flow of the contract is generated for the following elements: • •

The distribution posting (object cash flow) The partner (partner 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.

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Periodic posting posts the planned records due in active contracts and converts them to actual records. When conditions are changed, the cash flow is automatically updated. When the next periodic posting, for which these items are due, is posted, these items are taken into account. You cannot ascertain from the cash flow whether the items have been cleared; you have to refer to the tenant's open items or the tenant's account. For internal use by CSC only

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 should be updated on a regular basis (at least every six months). The update operation is generally performed as a batch job.

Figure 51: First Posting and Cash Flow From

You specify the start of the cash flow with the Cash flow from date. Existing cash flow records are posted only from the date of the first posting.. Records that were not posted from the contract can be considered in the service-charge settlement. However, the requirement for this is the posting logic Advance payment as revenue.

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You can configure the list to meet your requirements. For example, you can display only the flow type or also the accounts.

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Lesson: Accounting

Lesson Summary You should now be able to: • Explain the process of periodic postings. • Explain how the partner/object cash flow works.



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Lesson: Periodic Postings Lesson Overview Periodic postings for rental object (vacancy)

Lesson Objectives After completing this lesson, you will be able to: •

Describe the functions for account determination.

Business Example Your company pays periodic rent to a landlord with vendor account. In addition, you receive one-time vendor invoices – for example, an electricity bill. Your company collects periodic rent payments from your tenants. In addition, you charge your tenants one-time fees for services, such as repairs or cleaning services. Your company makes internal charges to the various departments for their share of the use of your business park, but there are no actual payment transactions. The real-estate management department of your company bears the costs of spaces that are currently vacant, if the periodic posting for the vacancy is performed.

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Account determination

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Lesson: Periodic Postings

Figure 52: Periodic posting

You can start the periodic posting run regardless of the contract type. This enables you to generate a posting to customer account and a posting to vendor account within a posting run. Periodic posting can be carried out either in simulation mode or as an update run. As of Enhancement Package 4, you can also make a selection by condition type or external condition purpose.

Figure 53: Periodic Posting: Process

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Figure 54: Periodic Posting: Contract

Real-estate contracts can be made not only with external business partners, but also with organizational units belonging to your own company (company code/controlling area). The assignment of a contract to your own company can be represented by cost center, order or WBS element objects. No master tenant with customer account is available for internal real estate contracts. The same condition types (basic rent, advance payment for operating costs, and so on) are used. However, periodic postings are transferred to different accounts in the case of your own usage. The posting is: • •

“Costs own usage” with auxiliary account assignment to cost center (or order or WBS element) that is renting the rental unit To “Own usage revenues” with auxiliary account assignment to the real-estate contract

As of Enhancement Package 2, the internal rental area can also be mapped to the functions for room reservation and continuous seating arrangements. See Unit 9 for more information. In the process, costs for room reservation and continuous seating arrangements are also taken into account. You can use this function as of Enhancement Package 2. For further details, see Unit 9.

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Figure 55: Posting with Contract Partner

Figure 56: Periodic Posting 1/3: Lease-in

Posting of basic rent (for lease-in) Posting record:

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Expense to vendor •



•

The vendor master record is in the subledger. At the same time, the reconciliation account is assigned in the general ledger and defined in the vendor master record. The contract is assigned as a cost-accounting-relevant assignment in the expenses.

Figure 57: Periodic Posting 2/3: External Rental

Example: Posting the basic rent Posting record 1: Using Customer to Revenue •

•

112

The customer master record is in the subledger. At the same time, the reconciliation account is assigned in the general ledger and defined in the customer master record. The contract is assigned as a cost-accounting-relevant assignment in the revenue.


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Figure 58: Periodic Posting 3/3: Internal Rental

Example: posting the basic rent for internal rental Posting record: Expense to revenue The costs incurred are charged to the cost center (or the order or WBS element). These are offset by revenue for the real estate contract (analogous to external usage). •

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As of Enhancement Package 2 for SAP ERP 6.0, you can map the internal rental using the functions for room reservation (for short-term use of a room) and continuous-seating arrangements (for long-term use). The above-mentioned posting record describes the posting logic when using a real-estate contract that is designated as an internal contract. As of Enhancement Package 2 for SAP ERP 6.0, you can map the internal rental using the functions for room reservation (for short-term use of a room) and continuous-seating arrangements (for long-term use). In this case, no FI documents are generated; only controlling documents. You can find further information about this in the unit “Corporate Use”.


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Figure 59: Distribution Posting: Contract

You define distribution formulas for the rental conditions in the contract. The following internal distribution formulae are possible: • • • • • • • •

Divided equally Area Object Object measurement Contract measurement Aggregation Settlement unit Customer-defined using BAdI technology

In order for reporting on costs and revenue to be meaningful, all costs and revenue which were first posted to the contract as a cost-accounting-relevant assignment can be transfer posted (distributed) to the recipient objects. If an object is directly assigned to a condition, the posting is made directly to the assigned object. If an object group is assigned to a condition, direct posting is not possible, since the system cannot determine the object to be posted. You use a distribution formula to define how costs and revenue should be distributed to individual objects. Distribution formulae define which amount to assign to which recipient object. In Customizing you can configure which distribution formula should be suggested for a specific condition.

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Figure 60: Distribution Posting: Process

Figure 61: Distribution Posting: Example

If the contract contains only one recipient object, the full posting amount is transfer posted (distributed) to this object. The balance of the contract is zero after the distribution posting.

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Figure 62: Posting log

You can display the results of the periodic posting and other posting runs at any time using the posting log. You can either select the results by searching the posting run directly or by searching information about the posted FI documents.

Figure 63: Periodic Posting: Automatic account determination

The automatic postings in the periodic posting are made using the condition types. Each condition type refers to a flow type (Customizing).

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Each flow type is assigned a posting scheme containing the document type, posting key and, if necessary, information about the special G/L indicator to be used and account symbols for the debit or credit item of the posting. The account symbols 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). For internal use by CSC only

• •

Transaction type Freely definable account determination value (field in the rental object or contract)

Figure 64: Account Determination: Logic

Initial Situation: • •

• • •

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The periodic postings are made on the basis of the condition types. The condition types (basic rent, advance payment for operating costs, and so on) are defined independently of the 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 automatically generated based on the condition defined in the contract and the corresponding distribution rule. The accounts used for distribution postings must be different.


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The account determination depends on the following conditions:

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Solution: • • •

Figure 65: 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, in this case, the system uses the account determination that is assigned to the reference flow type. Example Internal contract, condition type 0010 Basic rent, original flow type: 1000 Since it is an internal contract, the reference flow type for the relationship key Own usage 040 is used. If a follow-up posting has to be made for this contract, then you would also use the reference flow type Follow-Up Postings. The following graphic shows the individual relationship keys.

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•

Each condition type refers to a flow type (Customizing). The flow type determines the account determination. If there is no external usage, the postings can be transferred to other accounts. To do this, you have to assign an additional flow type (reference flow type) to the original flow type using a predefined relationship key. The object cash flow is also generated based on the relationship key and reference flow types.


Figure 66: Automatic Account Determination: Settings

Procedure for setting up automatic account determination: 1. 2. 3. 4. 5. 6. 7. 8.

Define flow types in RE-FX Assign reference flow type for each flow type and relationship key Create condition type and assign (original) flow type to condition type Create the G/L account in FI, and create the account symbol in Customizing for RE-FX (Accounting) Assign G/L account to account symbol (for each chart of accounts) Assign account symbol to flow type 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) Rental object types (using the assigned usage type)

Example • •

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Condition Group Customer contract, commercial – Contract type Commercial lease-out Condition Group Rental Object Commercial – Usage type Store


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Figure 67: Periodic Posting: Document Summarization

Flow types can be summarized to post an open item (that does not apply to each condition type) to the customer in the contract. The summarization of posting items with different flow types to one posting item requires the definition of summarization flow types, which you have to assign in Customizing. You can also summarize automatically generated tax items, provided that the same tax code is used in the tax items to be summarized. You define the tax-item summarization at the level of the company code.

Figure 68: Periodic Posting: Differing Condition Currency

As of Enhancement Package 2, you can use conditions in a currency that deviates from the company code currency in contracts, rental objects, and contract offers. . Before you can make use of conditions in a foreign currency, you have to set the Differing Condition Currency indicator in the basic settings for the company code in Customizing. When processing conditions, the processor can enter a currency for each condition. The posting conversion rule is also defined in the posting term.

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You define the permitted currency conversion rules for each contract type and usage type of the rental object in Customizing. For further details on currency conversion, see SAP Note 123819.



The currencies are automatically converted based on the currency-conversion rules defined in the system. The conversion is made for cash-flow generation, periodic postings, sales-based rent and adjustment of conditions, and in the correspondence and information system areas.

Figure 69: Periodic Posting: Condition split

As of Enhancement Package 2, you can split conditions to distribute contract conditions to several contract partners. The condition split is possible from both the customer and vendor points of view, but not for conditions from rental objects, conditions from internal contracts, or contracts with PSCD integration. From the customer's point of view, a condition is paid by several business partners with customer accounts, for example, splitting a condition in one share each for tenant and subsidizer. From the vendor's point of view, the condition is paid to several business partners with vendor accounts. The “Condition Split” subfunction has to be activated separately in Customizing. You can find further information about this in the unit “Corporate Use”. You maintain the split for the conditions in the posting parameters of the contract (posting term). You can select the Several Partners option in the posting term and then define the share for each business partner and the specific posting data in a table. The condition split applies to all conditions to which the corresponding posting term is assigned.

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The condition split can occur on the basis of equivalence numbers. You can maintain individual payment methods for each business partner.

Figure 70: Reversal of Periodic Posting

Documents that were generated by posting transactions for the component RE-FX can also only be reversed by the corresponding reversal transactions for the component RE-FX. You can reverse both individual documents and the entire posting run for the periodic posting.

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The condition split is taken into account for periodic posting and in the context of service-charge settlement.

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Exercise 4: Periodic Postings, One-Time Postings, Incoming Payments, Vacancy Postings, and Payments Exercise Objectives For internal use by CSC only

Business Example Your company pays periodic recurring amounts for rent and services to your business partners with vendor accounts. Your company collects periodic rent payments from the tenants. You use a one-time posting to enter a claim for compensation damages against a tenant. Your company also allocates internal costs to different departments for the use of office space and other areas in the locality.

Task: 1.

Simulate periodic posting for the contracts in your business entity (1000/###) for January of the previous year. Check the error log.

2.

Release your business entity 1000/### for posting in the RE Navigator.

3.

Simulate periodic posting of your contracts again for January of the previous year. If the simulation does not show any errors, perform periodic posting for YOUR business entity contracts (all contracts) for January of the previous year.

4.

Display the generated posting log.

5.

Display the cash flows of the first commercial lease-out. Take a look at the status of the entries. This is shown by corresponding icons. Continued on next page

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After completing this exercise, you will be able to: • Display payment-related and object-related cash flows • Carry out periodic postings • Generate vacancy postings • Carry out one-time postings • Post incoming payments manually • Check account information of your tenants • Perform account maintenance for your tenant or customer.

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6.

Display the customer account for your first commercial lease and cleared items. Display the relevant accounting documents.

7.

View the tenant account of the first commercial tenant from the contract. Agree on an installment plan with respect to the basic rent and parking-space rental. Use the DR (Customer invoice) document type for the posting. Negotiate an installment plan with four installments at intervals of one month starting on June 1 of the previous year. Save the document and display the tenant account again. For this, change the view to open and cleared items.

8.

Enter a claim for compensation damages for your second commercial lease-out using the one-time posting.



Unit 3: Accounting

Use the customer posting activity Receivable RO (CNC010). Enter the following data: Field Name Or Data Type

Values

Contract

>Your second commercial lease-out<

Document date

>Today’s date<

Amount

>Any<

Enter the document for any corresponding rental object. Save the document and display the tenant account for your second commercial contract again. 9.

Perform periodic posting for your contracts for February of the previous year. Make sure that you select only the contracts for your business entity.

10. Enter a manual incoming payment for your apartment tenant. Use the RE–FX option that allows you to post an incoming payment (transaction REEXF_28). Enter the following data: Field Name Or Data Type

Values

Document Date/Posting Date

03. February 3rd of last year

Document type

DZ (customer payment)

Period

1


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Values

Account Number

113100

Amount

990,00 €

Profit Center

1480


Choose Process open items (ignore the warning message that appears). Save the document. Call the tenant account for your residential lease-out and view the postings. Select the open and cleared items for the previous year. 11. Execute periodic posting Rental Objects (Vacancies): for your business entity for January 1 of the previous 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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In the Contract Numberfield, enter the number of your residential contract (Contract Management, Exercise 01) and select Special General Ledger Items J.

Unit 3: Accounting

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Solution 4: Periodic Postings, One-Time Postings, Incoming Payments, Vacancy Postings, and Payments Task: For internal use by CSC only

Simulate periodic posting for the contracts in your business entity (1000/###) for January of the previous year. Check the error log. a)

In the SAP menu, choose→ Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP) Contracts Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site for Contract

###

Month for Posting Run

1

Year for Posting Run

Previous year

Confirm your entries with ENTER In the detail view Posting in the field Posting Run Mode, make sure that the entry is Simulation, and in the field Type of Posting Run, make sure that the entry 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 choosing three times.

(Back)


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2.

Release your business entity 1000/### for posting in the RE Navigator. a)

Open the RE Navigator. In the SAP menu, choose: →Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the Navigation Area of the RE Navigator, change the entry to My Objects and choose (Display) . Expand Business Entities


icon on the left of the entry. Double-click your

Release your business entity for account assignment by choosing (Release) in the upper screen area. Save the release by choosing 3.

(Save).

Simulate periodic posting of your contracts again for January of the previous year.


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by choosing the business entity.

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If the simulation does not show any errors, perform periodic posting for YOUR business entity contracts (all contracts) for January of the previous year. a)

In the SAP menu, choose: → Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP) Contracts


Values

Company code

1000

Site for Contract

###


1


Previous year

Confirm your entries with Enter. In the detail view Posting in the field Posting Run Mode, make sure that the entry is Simulation, and in the field Type of Posting Run, make sure that the entry is Periodic Posting + Transfer. Change these entries if necessary. Choose

(Execute).


(Error Log).

Return to the selection screen by choosing

(Back) twice.

In the Posting screen area, select Update Run in the Posting Run Mode field. In the Type of Posting Run field, select Periodic Posting + Transfer. Choose

(Execute).


(Error Log).


(Back)


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4.

Display the generated posting log. a)

View your posting log under the following menu path: In the SAP menu, choose → Accounting → Flexible Real Estate Management → Accounting → Reporting (Posting Log (RERAPL)


Values

Posting period

1

Posting date


Process

REPP

Created By

RE200-##

Entry date

Current date

Start the selection by choosing Exit the posting log by choosing 5.

(Execute). (Back) twice.

Display the cash flows of the first commercial lease-out. Take a look at the status of the entries. This is shown by corresponding icons. a)

Look at the cash flows in the first commercial contract. Call the RE Navigator. In the SAP menu, choose: → Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80). In the Navigation Area of the RE Navigator, change the entry to My Objects and choose . Expand Real Estate Contracts by choosing the icon on the left of the entry. Double-click the number of your first commercial lease–out. Display the Conditions tab and display the cash flow by choosing (Display Cash Flow). Choose (Entry Already Posted) and double-click the Accounting Document text. Exit the document display by choosing and then .

6.

Display the customer account for your first commercial lease and cleared items. Display the relevant accounting documents. a)

Display the Partners tab and choose Account. Select All Items and execute the report with (Execute). Exit the open items list by choosing twice.


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7.

View the tenant account of the first commercial tenant from the contract. Agree on an installment plan with respect to the basic rent and parking-space rental. Use the DR (Customer invoice) document type for the posting. Negotiate an installment plan with four installments at intervals of one month starting on June 1 of the previous year. Save the document and display the tenant account again. For this, change the view to open and cleared items. Display the Overviews tab and choose Account Sheet from the drop-down list. Select the line with the name of the condition type Office Basic Rent and choose Installment Payment. Enter DR as the document type and choose Installments. Enter the following data: Field Name Or Data Type

Values

Req. Installment Start Date

June 1 of the previous year

Number of Installments

4

Interval in Months

1

Confirm your entries with

(Continue). (Save).

Save the document by choosing

In the bottom half of the screen, change the view to Open items on…– Cleared items from…. 8.

Enter a claim for compensation damages for your second commercial lease-out using the one-time posting. Use the customer posting activity Receivable RO (CNC010). Enter the following data: Field Name Or Data Type

Values

Contract

>Your second commercial lease-out<

Document date

>Today’s date<

Amount

>Any<

Enter the document for any corresponding rental object.


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a)

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Save the document and display the tenant account for your second commercial contract again. a)

Enter a one-time posting for the second commercial lease-out In the SAP menu, choose: → Accounting → Flexible Real Estate Management → Master Data → RE Navigator In the Navigation Area of the RE Navigator, change the entry to


Double-click the Debit-Side entry. Enter the following data: Field Name Or Data Type

Values

Contract

>Number of your second commercial lease-out<

Document date

Current date

Amount

>Any<

Confirm your entries with Enter. Save the document either by pressing Ctrl+S or choosing Exit the document display by choosing (Back).

(Post).

In the Navigation Area of the RE Navigator, change the entry to My Objects and choose (Display). Expand the Real Estate Contracts icon on the left of the entry and double-click entry by choosing the your second commercial lease-out. Display the Overview tab and choose Account Sheet from the drop-down list.


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Company Code and choose (Display). Choose the icon to the left of the One-Time Postings entry to expand it. Expand the Debit-Side entry in the same way.

Unit 3: Accounting

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Perform periodic posting for your contracts for February of the previous year. Make sure that you select only the contracts for your business entity. a)

Executing the periodic posting In the SAP menu, choose: →Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP) Contracts


Values

Company code

1000

Site for Contract

1##


2


Previous year

Confirm your entries with ENTER. In the Posting screen area, select Update Run in the Posting Run Mode field. In the Type of Posting Run field, select Periodic Posting + Transfer. Choose

(Execute). (Error Log).



(Back)

10. Enter a manual incoming payment for your apartment tenant. Use the RE–FX option that allows you to post an incoming payment (transaction REEXF_28). Enter the following data: Field Name Or Data Type

Values

Document Date/Posting Date

03. February 3rd of last year

Document type

DZ (customer payment)

Period

1


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Values

Account Number

113100

Amount

990,00 €

Profit Center

1480


Choose Process open items (ignore the warning message that appears). Save the document.


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In the Contract Numberfield, enter the number of your residential contract (Contract Management, Exercise 01) and select Special General Ledger Items J.

Unit 3: Accounting

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Call the tenant account for your residential lease-out and view the postings. Select the open and cleared items for the previous year. a)

Manual Incoming Payment: In the SAP menu, choose: → Accounting → Flexible Real Estate Management → Accounting → Incoming Payments → Incoming Payments (REEXF_28).


Values

Document date


Posting date


Document type

DZ

Company code

1000

Period

2

Account

113100

Amount

990,00

Profit Center

1480

Enter the contract number of your residential agreement and the letter J in the Special G/L ind. field. Choose Process Open Items and confirm the warning message with Enter. In the Difference Postings field, enter the amount that the system displays in the Not Assigned field. Post the data by choosing (Post). Call the tenant account sheet for your residential lease-out again, as described in the solution to exercise 7. However, this time in the Period area, choose the From the start of last year entry and the Open items at…– Cleared items from…. view. 11. Execute periodic posting Rental Objects (Vacancies): for your business entity for January 1 of the previous year. First simulate the vacancy posting. Check the error log and then execute the periodic posting.


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Have a look at the posting documents and the account assignment objects. a)

Simulate periodic posting: vacancy. In the SAP menu, choose: → Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP) Occupancy of rental objects


Values

Company code

1000

Business entity

1##


1


Previous year

Confirm your entries with ENTER. In the Posting screen area, check Simulation in the Posting Run Mode field. Change the entry if necessary. Choose

(Execute).

Check the error log by choosing Exit the error log by choosing

(Error Log). (Back) twice.

Change the entry in the Posting Run Mode field to Update Run and execute the function again by choosing (Execute) . Check the error log by choosing

(Error Log).

Leave the error log and the periodic posting vacancy by choosing (Back)three times.

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Lesson Summary You should now be able to: • Describe the functions for account determination.



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Lesson: Other Accounting Transactions

Lesson: Other Accounting Transactions Lesson Overview One-time postings


Describe additional posting procedures and the most important Customizing settings in the area of accounting.

Business Example Your company pays periodic rent to a landlord with vendor account. In addition, you receive one-time vendor invoices, for example, an electricity bill. Your company collects periodic rent payments from your tenants. In addition, you charge your tenants one-time fees for services, such as repairs or cleaning services. Your company makes internal charges to the various departments for their share of the use of your business park, but there are no actual payment transactions. The real-estate management department of your company bears the costs of spaces that are currently vacant, if the periodic posting for the vacancy is performed.

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Payment, dunning

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Figure 71: Incoming payments

Incoming payments can be processed in one of the following ways: •

Automatic - Payment program (debit memo procedure is used for automatic debit authorization) - Electronic account statement entry (bank transfer by the tenant)

•

Manually

The SAP system supports all current international standards for account-statement formats, such as MultiCash. The SAP system also supports the German bank procedure “BK01”, which is a special form of real-estate-specific account statement. The system generates the data carrier needed to transfer debit-memo information to the house banks. If a payment method is defined for the condition (posting term), it is also entered in the document. If the payment method is not entered, the payment program handles the payment using the specifications in the customer master data.

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Other Accounting Transactions


Figure 72: Accruals/Deferrals (Accrual Engine)

The Accrual Engine for Financial Accounting is used for the accrual/deferral posting. Transitive rent revenue is rent revenue that is generated in advance and is period-independent (see the example above). For example, the contract begins in November of one year, and a yearly rent was agreed upon with a due date of November 1. Accrued rent revenue is rent revenue that is paid at the end of a period. For example, the contract begins in November of one year, and a yearly rent was agreed upon with a due date of October 31.

Figure 73: One-time Postings

You can define various posting activities in Customizing which can be used in the One-Time Postings transaction.

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As a result, you can enter the data required for the posting in a simple user interface without having to consider the potentially complex posting transactions in detail. You can store specifications both for the document header (document header text, document type, and so on) and for the individual document lines (account assignment object, distribution yes/no) in the defined posting activity.


To generate one-time postings from the RE Navigato, choose the “Company Code” view in the object overview of the RE Navigator.

Figure 74: Account Maintenance

Starting from the contract, the tenant account sheet can be opened for customer contracts (Overviews tab in the contract dialog). In the contract account sheet, you can choose between an item overview and the display of the balance history for the contract. You can post open items as irrecoverable debt. You can make and post installment agreements. You can clear unqualified incoming payments and open items using the tenant account.

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You can define and group as many posting activities as required. The posting activities are defined for each company-code type. As a result, in a standard company code, you can define different posting activities from those in a mandate company code.


Figure 75: Dunning: Dunning Program for FI Component

After the periodic posting run, the documents contain the following information relevant for the dunning program: payment method, dunning area, dunning block if required, and contract number. The treatment of documents is the same as in Financial Accounting: The following items are dunned: • • • •

Items that are due (or overdue). Items that do not have a dunning block. Items that do not have an incoming payment method in the items or in the customer master record. Items that have an incoming payment method, but also have a payment block.

The system uses the dunning form which you defined in Customizing (standard form) for the dunning area and assigned dunning procedure. In the FI standard dunning notices are only sent to customers; in RE-FX, dunning notices can also be sent to business partners with predefined roles. Although you generally make your selections by customer accounts, it is also possible to select customers by real-estate object (real-estate contract, business entity, and so on). You can also use the Free selection tab and the field name BSID-VERTN to select contracts. You can limit selection to contracts in the payment program using the Free Selections function. An additional log can be created in consideration of the contract numbers (in both the dunning program as well as the payment program).

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Unit 3: Accounting

Figure 76: Dunning: Specifications for the Component RE-FX

RE-FX special function: Dunning grouping by contract numbers in the customer master record This grouping must consist of the following fields: • •

Contract number VERTN length 13 Contract type VERTT length 1 (in this order)

In addition to the items that are dunned according to the logic in Financial Accounting, the system also duns all items for which a dunnable payment method is entered in the item or in the customer master record. You can sort, filter, or display the dunning list according to business entity and rental object. Partners and customers who are in the dunning program can receive dunning letters. The role categories have to be assigned to the usage type of the partner (such as lease-out) in Customizing for the RE-FX component, depending on the dunning level. You also have to designate the partner as a dunning recipient.

Figure 77: Reports and Overviews

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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 item lists


• •

Figure 78: Accounting: Customizing

You can configure document type determination on the basis of processes (SCS, periodic posting for contracts, and so on) and activities (transfer posting, claim) or for each flow type.

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Lesson Summary You should now be able to: • Describe additional posting procedures and the most important Customizing settings in the area of accounting.



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Unit Summary

Unit Summary You should now be able to: • Explain the process of periodic postings. • Explain how the partner/object cash flow works. • Describe the functions for account determination. • Describe additional posting procedures and the most important Customizing settings in the area of accounting. For internal use by CSC only


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Unit Summary

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Unit Objectives After completing this unit, you will be able to: • • • •

Describe the adjustment procedure. Describe possible adjustment methods. Describe country-specific adjustment methods. Explain the most important Customizing settings (for example, for index-based rent adjustment).

Unit Contents Lesson: Adjustment of Conditions ............................................148 Lesson: Adjustment Rules.....................................................154 Exercise 5: Adjustment of Conditions....................................171

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Adjustment of Conditions

Unit 4: Adjustment of Conditions

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Lesson: Adjustment of Conditions Lesson Overview Procedure Adjustment methods


Lesson Objectives After completing this lesson, you will be able to: • •

Describe the adjustment procedure. Describe possible adjustment methods.

Business Example You want to adjust the condition amounts for your contracts. Depending on the contract, you select the free adjustment or the index-based adjustment. You have to make adjustments for your rental objects in Austria and Switzerland.

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Note: Since the topic of rent adjustment has many country-specific characteristics, the information presented may not always be relevant in all countries where this course is conducted

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Lesson: Adjustment of Conditions



Adjustment of Conditions

Figure 79: Adjustment Methods

The following adjustment methods are available in Release ERP 6.0: • • • • • • • •

Graduated rent Free adjustment Adjustment with index Adjustment based on a representative list of rents Adjustment based on comparative apartments Adjustment on the basis of an adjustment measure Adjustment of advance payments during service-charge settlement Adjustment using BAdI technology

In Enhancement Package 2 you can also activate the “” subfunction. This adjustment method is especially useful when adjusting conditions for publicly subsidized apartments in Germany.

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Figure 80: Adjustment Term

Adjustment terms are defined in the contract and assigned to the contract conditions. You can assign several conditions to one adjustment term, so that the individual conditions can be adjusted using the same method. When performing the adjustment, you can decide which conditions should be explicitly included. You can combine adjustment methods in order to adjust a condition with various adjustment methods. You can define the adjustment using an adjustment measure so that the rule does not have to be explicitly assigned to the condition. In the contract, you can, at any time, check 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, is already activated with the option of performing another adjustment, and so on).

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Figure 81: Process for Adjusting Conditions

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: • • • •

Determine and process adjustments Generate correspondence for approval; enter approval or rejection Activate adjustments Generate correspondence for adjustment

Where possible, a complete log and a results report are created for the steps performed. If a step is interrupted during the update run, the interruption is logged with reference to the respective 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, if they were defined in Customizing. Capping rules must be defined in Customizing and assigned to the individual adjustment methods. Rent adjustments that are subject to approval (depending on how the adjustment term is defined in the contract) can only be activated after the approval has been entered.

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Figure 82: Interaction Between Customizing and Application

In Customizing, you define adjustment clauses that you can assign in the application. Adjustment terms can be controlled on an individual basis and can be changed in a contract. For example, it is 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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Successful, defective, and planned adjustments can be viewed in the contract dialog.

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Lesson Summary You should now be able to: • Describe the adjustment procedure. • Describe possible adjustment methods.



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Lesson: Adjustment Rules Lesson Overview Country-specific methods in Austria and Switzerland For internal use by CSC only


Describe country-specific adjustment methods. Explain the most important Customizing settings (for example, for index-based rent adjustment).

Business Example You want to adjust the condition amounts for your contracts. Depending on the contract, you select the free adjustment or the index-based adjustment. You have to make adjustments for your rental objects in Austria and Switzerland.

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RE200

Lesson: Adjustment Rules

Figure 83: Free Adjustment

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. You can transfer values when using the free adjustment method. This means that you can generate new conditions using the free adjustment method. A free adjustment can also be a transfer. Starting from an existing condition, you can generate a new condition or change an existing condition.

Example The contract contains a rent condition of 1,000. A percentage transfer could occur such that 30% of the 1,000 would generate a new operating costs advanced payment condition. As a result, a 30% rent reduction and a new operating costs advanced payment including the corresponding 30% are in the contract starting from the effective from date.

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Figure 84: Adjustment with 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 (index and relevant base year) and based on the index points maintained in Customizing. For the adjustment term, you can define a minimum change both as a percentage and in points. A contract condition is not adjusted unless the corresponding rules in the contract (for the condition) allow it.

Figure 85: Customizing Independent of the Procedure

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Each adjustment rule is based on an adjustment method. Adjustment rules and methods are predefined in the standard system and can also be combined. The following adjustment methods exist:


BADI Free with BadI technology CH01 Adjustment for Switzerland COMP Comparative apartment FREE Free INDX Index RLRA Representative list of rents SALE Sales-based settlement SCSE Service-charge settlement TASK Adjustment measure

The adjustment reason defines the minimum and maximum increase amounts for an adjustment rule, as well as the crediting provisions. In the adjustment block you define blocking reasons for the conditions that are to be excluded from the adjustment for a specific period of time. Runtime-dependent parameters control the maximum increase that may be possible for a specific rule within a defined period of time. Runtime-dependent parameters can be predefined by legal regulations (capping provisions). Reasons for change and Surcharges for adjustment rules define how (and which) conditions are to be included for adjustment according to a specific rule. In some cases, it may be necessary to include additional conditions for the calculation, for example, when an appreciation surcharge defined as a separate condition must be included in the basic rent.

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• • • • • • • • •

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Figure 86: Procedure-Dependent Customizing

There are individual Customizing options for each rent-adjustment method. In order to carry out procedure-dependent Customizing, you must define a corresponding adjustment rule in procedure-independent Customizing. Index-linked rent adjustment: You have to define indexes with the corresponding index bases and index levels for index-linked rent adjustment. The indexes are published by housing and real-estate organizations and by the German Federal Statistical Offices. Adjustment based on representative list of rents: You can define different representative lists of rents for various local authorities or regions. You assign them to the contract as a term in the Adjustment tab. Comparative Apartment: To use the adjustment method based on comparative apartments, you must define a group of comparative apartments. In the adjustment rule for comparative apartments, you define (among other things) • •

Which comparative group can be used for the comparison How the average rent should be determined

You must already have defined a corresponding adjustment rule in the procedure-independent part of Customizing. Adjustment measures: This type of rent adjustment can be triggered by modernization measures or expert opinion.

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First you define the option fields using field-status variants that are to be available for the selection of adjustment parameters in the application.

Figure 87: Index: Customizing

Index classes form the basis for further definition of adjustment indexes. Index classes 5 and 6 in standard Customizing are intended for the real-estate industry. Index class 5 is intended for the settlement of operating costs according to the operating-costs index for Switzerland. Index class 6 is intended for general index adjustment. Index series are mathematical series for the description or calculation of price-increase rates. The real-estate industry uses price-increase rates (for example, cost of living, consumer price index) as the basis for index-linked rent adjustment. Index series can be set up with or without a base year. Both variants can be mapped. If you work with index series based on base years, you must define the necessary base years first, before you can configure the index series.

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Then you define the required parameters to apply to the corresponding adjustment rule.

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Figure 88: Frequency and Delay

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.

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 First adjust. From date). 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: Last adjustment: November 1, 2005 Adjustment frequency: 12 month Flexibility: fixed Desired adjustment date: November 1, 2006 For an adjustment delay of 3 months, the system would check whether the required minimum change has been reachedfor the index level of 08/01/2006 and, if necessary, raise the rent on November 1, 2006.

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For an adjustment delay of -3 (minus three) months, the adjustment would be made on the basis of the index level of February 1, 2007 retroactively to November 1, 2006, provided the required minimum change has been reached.

Flexibility: earliest Desired adjustment date: November 1, 2006


Figure 89: Rebasing the Index (Customizing)

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 value guaranteed by “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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For an adjustment delay of 3 months, the system would check whether the required minimum change has been reached for the index level of November 1, 2006 and, if necessary, raise the rent on February 1, 2007. For an adjustment delay of -3 (minus three) months, the adjustment would be made on the basis of the index level of November 1, 2006 retroactively to August 1, 2006, provided the required minimum change has been reached.

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Figure 90: Adjustment Measure

You can use the adjustment measure to process the Modernization, Expert Opinion and Custom Measure procedures. You first have to enter a measure as the master record. You then assign to this measure the relevant rental objects that apply to the increase. You can define legal rules in Customizing. For example, in Germany you can only pass on a maximum of 11% of the modernization measure to the tenant. You can automatically set a waiver condition for the object/contract, which shows the difference between the capped amount and the calculated value.

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Figure 91: Adjustment Based on Cost-Efficiency Analysis

The adjustment based on a cost-efficiency analysis (CEA) is designed only for publicly subsidized apartments and is used only in Germany. During the adjustment, investment costs, current expenses, and financing plans are taken into account. In addition, amenitieslevel factors (which specify the relative desirability of rental objects due to location) are also considered. The cost-efficiency analysis follows the cost-coverage principle, namely, that the cost rent and operating costs should cover the costs for the landlord, however, they should not be profit-maximizing. The cost-efficiency analysis is a special type of adjustment measure. The cost-efficiency analysis is divided into the following measure types: partial cost analysis, additional cost analysis, and main cost analysis. Partial cost analysis: Defined total costs and the financing plan for all objects involved. Additional cost analysis: Contains subsequent basic data for the analysis, for example, in the case of a modernization or a remodelling. The additional cost analysis is optional and is assigned to a partial cost analysis. Main cost analysis: Groups together several partial and additional cost analyses and does not contain any data relevant for the adjustment. Main cost analysis is optional. In the RE Navigator (RE80), you create a cost-efficiency analysis in the menu tree under “Adjustments”.

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You can make an adjustment after the CEA for rental objects and contracts if the adjustment term “cost efficiency analysis” is already assigned to the conditions in the contract or the rental object.



You can define the adjustment method “cost efficiency analysis” in Customizing. You can set up the adjustment rule in the cross-method part. The method-specific part is in a separate IMG node under the “Adjustment Measure” node .

Figure 92: Adjustment Based on a Representative List of Rents

The representative list of rents is defined in Customizing according to structure; parameters relevant for the adjustment (building age category, location class, fixture and fittings category, size class) are specified. If a representative list of rents contains surcharge and reduction classes, you can assign relevant characteristics to these classes. When you perform an adjustment using a representative list of rents, the adjustment takes into account only the fixtures-and-fittings characteristics that are assigned to the rental object and the relevant representative list of rents. The system uses the structure parameters to generate a value table that you fill with the current values from the representative list of rents. Since the representative list of rents of the individual cities can have not only very different values but also very different structures, you can use BAdIs and comprehensive control tables to enhance the common methods.

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Figure 93: Adjustment Based on Comparative Apartments

You can assign each rental object to comparative groups that contain a legally-defined minimum number of comparative apartments (defined in Customizing). Your own comparative apartments and external comparative apartments can be used for the comparative group. Comparative apartments that belong to you and are vacant at the time of adjustment, are not considered. In Customizing, you specify whether rental objects that are used internally should be considered. You must also define whether the new rent amount should be used as an average amount for all assigned objects or if the n-highest entry should be used.

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Figure 94: Austria: Adjustment by Fifteenths

Adjustment by fifteenths is the incremental increase of the main rent to the appropriate main rent within 15 years from the 1st of January following the sale. This increase is subject to the value-guarantee index. Adjustment by fifteenths can be used to guarantee the value of office space rent according to the regulations of the tenancy law when an immediate increase is not permitted and instead must be distributed across a time span of 15 years. The adjustment by fifteenths is supported as an enhancement of the existing adjustment methods. The calculation procedure is implemented using the BAdI technology for rent adjustment.

Example Old main rent 500.00 Appropriate main rent 1,250.00 Value-guarantee basis: CPI 2000 = 102.6 (5% threshold)

This produces a difference of 750.00. A fifteenth of this difference is therefore 50.00.

First year of increase: 500 + 50 (1/15) = 550.00 Second year of increase: 500 + 100 (2/15) = 600.00

Index adjustment: CPI = 107.8

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This results in a value-guaranteed appropriate main rent in the amount of 1,250.00 / 102.6 x 107.8 = 1,313.35

The difference after the value guarantee is (at this point in time) 1,313.35 – 500 = 813.35

This results in an adjustment for the third year to: 500 + 162.66 (3/15) = 662.66

Figure 95: Switzerland: Rent Adjustment According to Swiss Law

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A fifteenth is 813.35 / 15 = 54.22


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You use the rent adjustment according to Swiss law to adjust the net rent conditions due to the following changes: •

Relative factors


•

General operating and maintenance costs The system uses only the flat rates applied in practice for each year for the reasons for cost increase. These flat rates correspond to the locally different percentage rates, each of which applies to one year. The percentage rates are recorded centrally in the system and assigned to the relevant adjustment rule.

•

General inflation (purchasing power protection for risk-bearing capital) The system first determines the National Consumer Price Index at the time of the last rent increase and then the authoritative index that supports the new increase. The resulting difference in points is converted into a percentage, and the result of this computation is multiplied by 40%. The value of 40% is defined as a computational factor in Customizing and can thus be adjusted in accordance with legal changes.

Figure 96: Adjustment in Austria or Switzerland: Customizing

To implement the BAdIs, start Customizing using transaction “RECACUST”. Navigate to following path in the menu tree:

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A change in the rent due to a mortgage-rate change is calculated based on the legal rate of change for the difference between the mortgage rate based on the current rent and the mortgage rate that should be enforced. The mortgage rate corresponds to the mortgage rates of the cantonal bank of the canton in which the business entity is located.

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Adjustment of Conditions → Modify Standard Calculation Rules for Adjustment → Implement Enhancements for Condition Adjustment (BAdI) An overview screen will then appear, with a list of the available BAdIs. Select the BAdI that you want to activate. Activate the desired BAdI by setting the flag in the Active(IMG) column. For internal use by CSC only

For more information about adjustment methods for Austria and Switzerland, see the following notes: Note 890267 – Adjustment by fifteenths (Austria) Note 912290 – Adjustment according to Swiss law

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Choose Display Implementation to display the details of the BAdI.


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Exercise 5: Adjustment of Conditions Exercise Objectives


Business Example Lease-outs can be adjusted using the free adjustment, index adjustment, representative list of rents, comparative apartment, or adjustment measures. The exercise marked with an asterisk (*) is optional.

Task 1: Select a lease-out as your adjustment object. Adjustment with an index 1.

Check the adjustment rule of your first commercial contract. Assign the adjustment rule Index adjustment with suggestion to the first commercial lease out (Exercise 3, Contract Management). You also need to assign Office Basic Rent condition. Switch the minimum change in points to 1 point and set the adjustment frequency to earliest.

2.

Simulate and execute the index adjustment for your contract. Select your business entity 1000/1##. First, perform only the activities determine adjustments and processing of adjustments. Adjustments should be made 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 for your internal contract Convert the simulation to an update run and save it.

3.

Check your contract for changes in the adjustment status and check for changes that have already been made to the condition amount.

4.

Activate the adjustment. Continued on next page

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After completing this exercise, you will be able to: • Use the different rent adjustment methods. • You need to carry out the following steps: Check the adjustment terms in the contract/object, simulate and convert to an update run, then make any changes necessary, enter approval, and activate.


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Check the condition amount change again and the change to the adjustment status for your contract in the RE Navigator.

Task 2: Adjustment using a representative list of rents 1.

Check the data that is necessary for the adjustment of the representative list of rents. This includes the following:


The construction year and the location class in the master record for the building The size class as determined by the assigned area of the rental unit 2.

Check the adjustment rule of your residential lease-out. Assign the adjustment rule Residential rental for the Basic rent condition.

3.

Simulate and execute the representative list of rents adjustment for your residential contract. Select only the contracts for your business entity 1000/1##. First, perform only the activities determine adjustments and processing of adjustments. Adjustments should be made as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval. Convert the simulation to an update run and save it.

4.

Enter the approval by editing the adjustment that was previously executed. Activate and save the adjustment.

5.

Check the condition-amount change and the change to the adjustment status for your contract in the RE Navigator.

Task 3: *Adjustment using an adjustment measure 1.

Creating an adjustment measure Start the RE Navigator and enter a modernization as an adjustment measure. Assign the name GR##. The modernization should be carried out from July 1 to December 31 of the previous year. The resulting adjustment should take effect on January 1 of the current year. Enter any costs for the cost items façade and window. Continued on next page

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The representative list of rents assigned in the master record for the business entity

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The modernization is carried out on your residential building. You should therefore assign both apartments as relevant objects. 2.

Simulating and carrying out an adjustment through modernization Select only the contracts for your business entity 1000/1## and carry out an adjustment with your modernization measure GR##.

Adjustments should be made as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval as well as vacant rental objects. Convert the simulation to an update run and save it. Enter a date for informing the tenant in your apartment about the planned measure. Activate the adjustment. 3.

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Check the condition amount changes and the change to the adjustment status for your vacant apartment in the RE Navigator.


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First, perform only the activities First, perform only the activities and processing of adjustments.


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Solution 5: Adjustment of Conditions Task 1: Select a lease-out as your adjustment object. Adjustment with an index 1.

Check the adjustment rule of your first commercial contract.


Switch the minimum change in points to 1 point and set the adjustment frequency to earliest. a)

Checking the adjustment rule Start the RE-Navigator In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → 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 choosing the

icon to the left of the entry.

Double-click the number of your first commercial lease out (Exercise 3, Contract Management) and then choose (Changes Between Display ↔Change). Display the Adjustment tab. Choose (Create Term) and select the term Index adjustment with suggestion. Display the method-specific sub-tab (Index adjustment with suggestion). Choose (Expand) to expand the sub-tab. Choose (Unlink from Customizing), to break the link to Customizing and enable you to make changes. Change the Min. Change Pts entry to 1.000 and the Flexible Freq field to Earliest. In the Adjustment tab, display the sub-tab Conditions . Double-click the line entry in the Conditions column. In the following pop-up window, select the entry Office Basic Rent and choose to continue. Save the contract either by pressing Ctrl+S or by choosing 2.

(Save).

Simulate and execute the index adjustment for your contract. Select your business entity 1000/1##. Continued on next page

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Assign the adjustment rule Index adjustment with suggestion to the first commercial lease out (Exercise 3, Contract Management). You also need to assign Office Basic Rent condition.

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First, perform only the activities determine adjustments and processing of adjustments. Adjustments should be made 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 for your internal contract Convert the simulation to an update run and save it. For internal use by CSC only

Simulating and executing an index adjustment In the SAP menu, choose: Accounting → Flexible Real Estate Management → Adjustment of Conditions → Adjustment → Specify Adjustments (REAJPR) Enter the following data: Field Name or Data Typet

Values

Company Code

1000

Site for Contract

1##

Ensure that Simulate Adjustment Run appears in the Mode field. 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 entries are selected. Deselect all other entries. Go to the Activity Parameters tab page, select the Next Possible Valid-From and Occupancy Contracts fields. Next to the Occupancy Contracts text, change the entry in the Subject to Approval field to Both. Choose

(Execute).

Select the line for your internal contract and choose

(Show detail).

Confirm the data by choosing (Continue) and accept the simulation by choosing (Change from Simulation to Update Mode). Save the update run by choosing

(Save).

Exit the log and the adjustment dialog screen by choosing twice.

(Back)


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a)


3.

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Check your contract for changes in the adjustment status and check for changes that have already been made to the condition amount. a)

Checking the contract for changes Start the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80)


Object and choose . Choose the icon on the left of the Real Estate Contracts entry to expand the list of real-estate contracts Double-click the number of your internal lease-out and then display the Adjustment tab. In the lower screen area, navigate to the Conditions tab, and choose the Inactive Adjustment Exists entry. Exit the results screen by choosing

(Continue).

Display the Conditions tab for the contact. The condition amount has not yet changed. 4.

Activate the adjustment.


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In the navigation area of the RE Navigator, change the display to My

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Check the condition amount change again and the change to the adjustment status for your contract in the RE Navigator. a)

Activating the adjustment In the SAP menu, choose: Accounting → Flexible Real Estate Management → Adjustment of Conditions → Adjustment → Edit Adjustments (REAJCH)

Enter your user name in the Entered By field. Select Enter. Select Copy in the display to bring your adjustment entry into the selection screen. Execute the Edit Adjustments program. Select the display line and choose

to activate the adjustment.

Save the activation by choosing (Save). Exist the log and adjustment dialog screen by choosing (Back) twice. To check for changes, restart the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation area of the RE Navigator, change the display to My Objects and choose . Choose the Estate Contracts entry to expand it.

icon on the left of the Real

Double-click the number of your internal lease-out and then display the Adjustment tab. Display the Conditions sub-tab. In the lower screen area, choose the Active Adjustment Exists entry. Exit the results screen by choosing

(Continue).

Display the Conditions tab page for the contract. Change the management of time slots (window in the upper screen area) to Display all periods.

Task 2: Adjustment using a representative list of rents 1.

Check the data that is necessary for the adjustment of the representative list of rents. This includes the following: The representative list of rents assigned in the master record for the business entity The construction year and the location class in the master record for the building Continued on next page

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Place the cursor in the Identification field and call the input help.


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The size class as determined by the assigned area of the rental unit a)

Checking the adjustment parameters Start the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80)


icon on the left of the entry. Double-click your business entity and display the Reference factors tab. The representative list of rents M-2007 was assigned here. Expand the Buildings entry in the RE Navigator by choosing on the left of the entry. Double-click your residential building (1000/1##/2). In the Dates tab, check the entries for the construction year (January 1, 1980). . Display the Additional Data tab and check the Location Class (3—good residential location). Expand the Rental Objects entry in the RE Navigator by choosing on the left of the entry. Double-click your janitor’s apartment and display the Additional Data tab, where you will find a summary of all the data that is relevant to the representative list of rents. 2.

Check the adjustment rule of your residential lease-out. Assign the adjustment rule Residential rental for the Basic rent condition. a)

Expand the Real Estate Contracts entry in the RE Navigator by choosing

on the left of the entry.

Double-click the number of your residential contract. Display the Adjustment tab. Choose term Residential rents.

(Create Term) and select the

In the sub-tab Conditions, check whether the Basic Rent condition type has been assigned. If it has not yet been assigned, double-click the line entry in the Condition column. In the following pop-up window, select the entry Basic rent and choose to continue. 3.

Simulate and execute the representative list of rents adjustment for your residential contract. Select only the contracts for your business entity 1000/1##. First, perform only the activities determine adjustments and processing of adjustments. Continued on next page

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In the navigation area of the RE Navigator, change the display to My Objects and choose . Expand Business Entities by choosing the

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Adjustments should be made as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval. Convert the simulation to an update run and save it. a)

Simulating and executing an adjustment of the representative list of rents


Enter the following data: Field Name or Data Type

Values

Company Code

1000

Site for Contract

1##

Ensure that Simulate Adjustment Run appears in the Mode field. In the lower screen area, select the Representative List of Rents field. Display the Activities tab and make sure that only the Determine Adjustments and Processing of Adjustments entries are selected Display the Activity Parameters tab, select the Next Possible Valid-From field and the Occupancy Contracts field. Next to the Occupancy Contracts field, change the entry in the Subject to Approval field to Both. Choose

(Execute).

Select the displayed line and choose

(Show Detail).

Exit the results screen by choosing

(Continue).

Accept the simulation by choosing run).

(Go from simulation to update

Save the adjustment by choosing (Save). Exit the log and the adjustment dialog by choosing (Back) twice.


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In the SAP menu, choose: Accounting → Flexible Real Estate Management → Adjustment of Conditions → Adjustment → Specify Adjustments (REAJPR)


4.

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Enter the approval by editing the adjustment that was previously executed. Activate and save the adjustment. a)

Entering the approval and activating the adjustment of the representative list of rents: In the SAP menu, choose: Accounting → Flexible Real Estate Management → Adjustment of Conditions → Adjustment → Edit Adjustments (REAJCH)


Enter your user name in the Entered By field. Select Enter. Select Copy in the display to bring your adjustment entry into the selection screen. Execute

the Edit adjustments program.

Select the line according to a contract or rental object you want to analyze and choose (Show Details). Choose (Approve). Confirm today’s date by choosing (Continue). (Activate Adjustment) and save the adjustment by choosing Choose (Save) Exit the log and the adjustment dialog by choosing 5.

(Back) twice.

Check the condition-amount change and the change to the adjustment status for your contract in the RE Navigator. a)

To check for changes, restart the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation area of the RE Navigator, change the display to My Objects and choose . Choose the Estate Contracts entry to expand it.

icon on the left of the Real

Double-click the number of your residential contract and then display the Adjustment tab. Display the Conditions tab in the lower part of the screen and choose Active Adjustment Exists. Exit the results screen by choosing

(Continue).

Display the Conditions tab for the contract. Change the management of time slots (window in the upper screen area) to Display all periods.


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Place the cursor in the Identification field and call the input help.

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Task 3: *Adjustment using an adjustment measure 1.

Creating an adjustment measure



Start the RE Navigator and enter a modernization as an adjustment measure. Assign the name GR##. The modernization should be carried out from July 1 to December 31 of the previous year. The resulting adjustment should take effect on January 1 of the current year. Enter any costs for the cost items façade and window.


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The modernization is carried out on your residential building. You should therefore assign both apartments as relevant objects. a)

Creating an adjustment measure In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80)


Enter the following data: Field Name or Data Type

Values

Adjustment measure

GR##

Name

>Any<

Start on

July 1 of the previous year

End on

December 31 of the previous year

Activated on

January 1 of the current year

Display the (Clots) tab and choose Yes to continue.

(Activate Costs Items). Choose

In the Costs hierarchy, select the entries Façade and Window and confirm your selection by choosing (Continue). In the screen area, enter an amount of your choice in the Costs as basis for Increase field. Go to the Window entry in the upper screen area and enter an amount of your choice as the basis for the increase , too. Staying in the Costs tab, choose (Add New Entry). Choose the Rental object entry. Enter the Company Code 1000, select your Business Entity 1##, the Usage Type 1 and choose (Start Search) to execute the selection. Select both objects and transfer them by choosing (Transfer) Save your modernization measure by choosing 2.

(Save).

Simulating and carrying out an adjustment through modernization Select only the contracts for your business entity 1000/1## and carry out an adjustment with your modernization measure GR##.


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In the navigation area of the RE Navigator, change the display to My Objects and choose . Select Adjustment Measures then click the right-hand mouse button and choose Create → Modernization.

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First, perform only the activities First, perform only the activities and processing of adjustments. Adjustments should be made as soon as possible and include occupancy contracts that are both subject to approval and not subject to approval as well as vacant rental objects. Convert the simulation to an update run and save it. For internal use by CSC only


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Enter a date for informing the tenant in your apartment about the planned measure.


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Activate the adjustment. a)

Simulating and executing an adjustment In the SAP menu, choose: Accounting → Flexible Real Estate Management → Adjustment of Conditions → Adjustment → Specify Adjustments (REAJPR)

Field Name or Data Type

Values

Company Code

1000

Site for Contract

1##

Ensure that the Mode field is filled with Simulate Adjustment Ru In the lower screen area, select the Modernization field Display the Processing Parameters tab and enter the value GR## in the Adjustment Measure field. Display the Activities tab and make sure that only the Determine Adjustments and Processing of Adjustments entries are selected. Display the Activity Parameters tab, select the Next Possible Valid-From, Occupancy Contracts, and Vacant Rental Objects fields. Next to the Occupancy Contracts field, change the entry in the Subject to Approval field to Both. Choose

(Execute)

Accept the simulation by choosing run).

(Go from simulation to update

Select the line for your residential contract and choose Detail). .

(Show

Create the adjustment date by entering January 1 of the previous year the Calculated Fr-Date field. Exit the detail screen by choosing (Continue) Select all entries and choose (Activate Adjustment). Save the adjustment by choosing (Save) Exit the log and the adjustment dialog screen by choosing twice.

(Back)


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3.

Check the condition amount changes and the change to the adjustment status for your vacant apartment in the RE Navigator. a)

To check for changes, restart the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation area of the RE Navigator, change the display to My Objects and choose and choose . Expand the Rental Objects entry by


on the left of the entry.

Double-click the number of your vacant apartment. Display the Adjustment tab and select the residential rental line in the upper area of the screen. Display the Conditions tab in the lower part of the screen and choose the Active Adjustment Exists entry. Exit the results screen by choosing

(Continue).

Display the Conditions tab of the contract. Change the management of time slots to Show all time periods.

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choosing


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Lesson Summary You should now be able to: • Describe country-specific adjustment methods. • Explain the most important Customizing settings (for example, for index-based rent adjustment).



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Unit Summary

Unit Summary You should now be able to: • Describe the adjustment procedure. • Describe possible adjustment methods. • Describe country-specific adjustment methods. • Explain the most important Customizing settings (for example, for index-based rent adjustment). For internal use by CSC only


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Unit Summary

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Unit 5 For internal use by CSC only


Service Charge Settlement Unit Overview


Explain the service-charge settlement process with the following steps: Creating the infrastructure Posting of apportionable costs Implementing the service-charge settlement Describe the factors influencing the settlement of service charges Describe the posting procedures and the main Customizing settings

Unit Contents Lesson: Service Charge Settlement: Master Data .........................190 Lesson: Service Charge Settlement: Process ..............................204 Lesson: Service Charge Settlement: Further Functions...................217 Exercise 6: Service Charge Settlement Infrastructure, Service Charge Settlement ...................................................................221

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Unit 5: Service Charge Settlement

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Lesson: Service Charge Settlement: Master Data Lesson Overview Infrastructure of the service-charge settlement Posting of apportionable costs Simulation and execution of service-charge settlement For internal use by CSC only

Data medium exchange and settlement of external heating expenses Note: This lesson is not part of the standard course and might not need to be covered.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the service-charge settlement process with the following steps: Creating the infrastructure Posting of apportionable costs Implementing the service-charge settlement

Business Example You want to execute a service-charge settlement for your company’s tenants. You first create the infrastructure for the service-charge settlement. You post apportionable costs and enter meter readings. You then execute the service-charge settlement, including an adjustment of advance payments.

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Settlement of consumption-dependent charges

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Lesson: Service Charge Settlement: Master Data

Figure 97: Infrastructure: Participation Group

The participation group is used to form groups of rental objects that are to be processed together in the service-charge settlement. The participation group identifies a set of rental objects which participate in the settlement of one or more cost elements. Example: Water charges are only relevant for commercial units. You therefore define a participation group containing only these rental objects. Business entities, buildings, land, rental objects and other participation groups can all be assigned to a participation group. If objects containing rental objects are assigned to a participation group, these rental objects are also automatically assigned to the participation group. For example, if a building is assigned to the participation group, all of the rental objects belonging to that building are automatically assigned to the participation group, too. You can assign individual pooled spaces without the corresponding rental spaces to participation groups. Individual rental objects can be excluded from a participation group. Participation groups can be maintained either with the RE Navigator (RE80) or in a separate maintenance transaction (RESCPG). Participation groups can also be created or changed in the maintenance dialog for the settlement unit (RESCSU).

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Service Charge Settlement: Master Data

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Figure 98: Settlement Participation

The participation group specifies whether the rental object participates in the service-charge settlement. All rental objects assigned to a participation group participate in the apportionment of costs, provided that this participation group is assigned to a settlement unit. The settlement participation is automatically generated for each real-estate contract. Exceptions agreed with the tenant (such as flat payment, no participation, final settlement) can be defined in the contract. If there is no occupancy contract for a rental object, the costs are posted either to the rental object or to the vacancy cost center (if this is entered in the posting parameters). If there is an occupancy contract for the rental object, the costs are automatically passed on to the tenant.

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Figure 99: Apportionable Costs

The tenant pays for service charges in addition to rent if this is specified in the contract. The service charges include: property tax, water, sewage, elevator, street cleaning and waste collection, house cleaning and pest control, landscaping and gardening, lighting, furnace maintenance, insurances, shared satellite dish or cable service, laundry room, and so on. Either all tenants or only the tenants of specific rental objects may participate in the apportionment of individual cost items. Example: Only those renting a parking space participate in the apportionment of costs for the cleaning of parking spaces. Only tenants living in floors above the first floor participate in the apportionment of costs for the elevator. As of Enhancement Package 2, an additional function for accrual/deferral of service charges will be provided. It will calculate the service charges posted during the calendar year for each business entity and service-charge group. This calculation will be based on a simulation of the service-charge settlement.

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Figure 100: Infrastructure: Settlement Unit

The settlement unit determines the apportionment of costs as follows: • • • •

Service charge key: which costs are to be apportioned Participation group: the rental objects to which the costs are apportioned Settlement period: the time period during which the costs are apportioned Measurement amount: how the costs are apportioned

Settlement units are generally created for each business entity but can also be defined across different business entities. A participation group specifies a set of rental objects to which the costs of a settlement unit are apportioned. A participation group can be used in any number of settlement units. At any given point in time during the settlement period, exactly one participation group must be assigned to the settlement unit. The settlement unit always specifies how service-charge costs are apportioned (independently of lease-out, in other words, regardless of whether other agreements were made in a real-estate contract of the lease-out type).

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Figure 101: Cost Collectors for Settlement Units

The definition of the settlement period for a settlement unit is derived from the settlement variant and the valid-from date of the participation group (first assignment of a participation group). Examples of settlement variants: • •

A001: yearly, for example, for operating costs A002: yearly from July 1 to June 30, for example, for heating costs

Cost collectors collect the costs of a concrete period for a settlement unit and therefore represent the relevant controlling object. The settlement unit itself is not an account assignment object. When posting an invoice that relates to service charges, you must enter the settlement unit and a settlement reference date. The system then identifies the cost collector that belongs to this settlement reference date and updates the values posted to that cost collector. Cost collectors must be generated before the apportionable costs can be entered. Cost collectors can either be generated individually for each settlement unit (RE80, RESCSU) or collectively (RESCCC).

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Figure 102: Master Settlement Unit

The vendors group together service charges for several settlement units and bill for them in a single 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. Special settlement units called “master settlement units” must be defined for this pre-distribution of costs . You can collect (post) costs on a master settlement unit and define the calculation base for pre-distributing these costs to the correct participating settlement units. Examples of calculation bases: • • • •

Measurement Equivalence numbers Percentage distribution Meter readings

The service-charge settlement uses the corresponding calculation basis to post the costs to the participating settlement units and allocate them proportionately. This creates transparency of costs down to the level of the individual settlement units. To distribute costs from the master SU to the participating SUs, you must specify a “Master SU credit account” and a “Master SU receiving account” in Customizing for the cost element that was originally posted.

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Figure 103: Cost Object - Settlement Unit

Cost object SUs can be defined within settlement units. These have the same validity period, apportionment criteria, and so on as the settlement unit to which they are assigned (settlement unit with the indicator has cost object SUs). Detailed costs can be posted to the cost object SUs. Costs posted to cost object SUs are settled at the same time as the higher-level settlement unit.

Figure 104: Directly Assigned Costs

Costs directly assigned to the contract or to the rental object can be reported in service charge settlement and passed on to the tenant. For this purpose, you require a service charge key with the property “RO can be directly assigned” or “Contract/RO - can be directly assigned”. This service-charge key must be assigned an account symbol for RE-FX account determination, from which the credit posting is derived. A settlement unit with this special service-charge key is required for technical reasons. RE-FX-specific account properties must be assigned to the account that is to be used for the expense posting.

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Rental object – can be directly assigned: The rental object and reference date are specified in the posting. The costs are assigned to the partner for whom an occupancy contract existed on the settlement date. In the case of vacant rental objects, the costs are borne by the landlord.


Figure 105: External Heating Expenses Settlement

Note: This is a country-specific topic. Settlement units can be identified as a settlement unit for data medium exchange and used for external settlement (heating expenses settlement, operating costs settlement). In this way, settlement units for data medium exchange replace the “heating system” in RE-Classic. In the Settlement Company tab, you can define detailed data for the data medium exchange (consumer number, evaluation group, type of data to be exchanged) with the external settlement company.

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Contract/rental object – can be directly assigned: The contract, rental object and reference date are specified in the posting. The costs are always assigned to the partner in the specified contract. This form of directly assigned costs can be used in order to post costs that arise before the contract commences or after the contract ends.

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The following data media can be created: • •

Figure 106: Apportionment by Consumption: Meters for Settlement Units

Meters are used to record consumption-dependent values, such as water or electricity. Meter readings and meter-reading differences are entered for the meters. Measuring point and measuring document functions from the PM component (Plant Maintenance) are used for this purpose in Flexible Real Estate Management. Meters can be created for the following objects: • •

Settlement units (including master settlement units and cost-object settlement units) Rental objects (rental units, pooled space, rental space)

By assigning a meter to the master settlement unit, settlement units, and the rental object, you can map a three-tier meter hierarchy, or a four-tier meter hierarchy, if you use pooled spaces and rental spaces. The consumption remainder can be distributed to rental objects or contracts using a different measurement amount (for example, apportionment by square meters).

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•

A-tape: is created by the external settlement company and is used to compare the evaluation groups (consumer numbers). M/L-tape: is created by the landlord and provides data about tenants and tenant changeovers in the settlement periods, as well as data about advance payments and flat payments posted during the settlement period. D-tape: is created by the external settlement company and provides the settlement results for the relevant settlement period.


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Figure 107: Apportionment by Consumption: Meters for Rental Objects

In order to perform a service-charge settlement according to consumption, meters must be assigned to the participating rental objects. You can directly assign rental units to meters. For combined pooled space and rental space, any number of meters can be assigned to the pooled space, and the meters are, in turn, linked with individual rental spaces. For combined pooled space and rental space, you can define a main meter (for example, a building meter) to the pooled space and enter the consumption values of the individual rental spaces for the corresponding rental-space meters. The difference that may result due to different meter readings can be distributed to the pooled space or to the tenants. Measurement documents must be entered for the meters. The documents are then used as the reference for the apportionment. The prerequisite for this is that the measurement type must be defined as consumption-relevant. You can also have a combination of consumption-dependent apportionment and apportionment by area (for example: 40% by consumption and 60% by area).

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In order to take the consumption-dependent costs into account in the service charge settlement, at least two meter readings (first reading and final reading) must be entered for each settlement period. If a tenant changeover occurs, interim meter readings can be taken or costs can be calculated proportionately based on the number of heating value days.


Figure 108: Service Charge Settlement: Relevant Parameters

You specify the following in the settlement unit: • • •

The service-charge key The apportionment rule (the measurement type to be used as a basis for apportionment, the purpose of the apportionment) The participation group and the start of the validity period for this participation group. Only one participation group can be defined for each settlement period. If a new settlement period begins, in which a different participation group is assigned, the new participation group replaces the previous participation group. Example: January 01, 2007 – participation group 1 June 01, 2007 – participation group 2 Starting on June 01, 2007, service charges are settled for participation group 2.

Measurements are maintained in the rental object and serve as a basis for distributing costs as part of the service -charge settlement.

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You can specify the following in the real estate contract for the rental object (occupancy contract): • • •

Are the proportional costs allocated to the contract to be passed on to the tenant? Have advance payments or flat payments been agreed with the tenant? Are any special agreements in place (for example, pass on only 50% of costs or costs up to a certain limit)?


Figure 109: Check List for Service Charge Settlement

What steps are necessary to ensure that the service-charge settlement can be executed successfully?

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Percentages for surcharges can be defined in the settlement process. A surcharge schema must be defined in Customizing, first, for example, according to the service charge key, usage type, contract type, and fixtures-and-fittings characteristics.

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Lesson Summary You should now be able to: • Explain the service-charge settlement process with the following steps: • Creating the infrastructure • Posting of apportionable costs • Implementing the service-charge settlement For internal use by CSC only


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Lesson: Service Charge Settlement: Process Lesson Overview Posting procedures in the service-charge settlement For internal use by CSC only


Describe the factors influencing the settlement of service charges

Business Example You want to execute a service-charge settlement for your company’s tenants. First, you create the infrastructure for the service-charge settlement. Next, you post apportionable costs and enter meter readings. Then you execute the service-charge settlement, including an adjustment of advance payments.

Service Charge Settlement: Process

Figure 110: Service Charge Settlement: Process

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Lesson: Service Charge Settlement: Process

As illustrated in the figure above, the service-charge settlement process involves the following steps: •


•

•

• •

It is also possible to define a simulated service-charge settlement and post the documents to Financial Accounting in a separate settlement step. If errors occur during the process of settling service charges, you can resolve the error and resume the settlement process at the step during which the error occurred. A step-by-step reversal of the service-charge settlement is also possible.

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•

Determine the settlement hierarchy: The selected settlement units and the rental objects assigned to the participation group are determined. If a pooled space is assigned, all rental spaces assigned to this pooled space are also assigned. The system also determines which real-estate contracts of the lease-out type (occupancy contract) are to be found in which settlement period, and which rental objects are vacant. Determine the reference factor: The system determines the measurements relevant for apportionment (the reference factor multiplied by the number of days occupied or the meter reading). Costs on settlement unit: The costs that have been posted to settlement units (cost collectors of the settlement period) and the costs posted directly to rental objects and lease-outs are calculated here. Cost distribution: The system determines the share of costs allocated to each individual rental object or lease-out. The input tax correction is also part of this step. Calculation of surcharge: The surcharge schema is used to calculate surcharges and to bill the relevant tenants accordingly. Post costs to Financial Accounting: The relevant documents are posted to Financial Accounting.

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Figure 111: Example: Calculating the Share of Costs

Figure 112: Service Charge Settlement: Posting Procedures 1/3

Hint: In the following text the numbers (1), (2) etc. refer to the numbers of posting steps in the graphics. Posting of service charges incurred (1) When the service-charge settlement is being made, the first costs to be determined are those posted to the settlement unit.

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The text in italics (in the graphic above) represents the account assignment of the particular account assignment object. The CO account assignment is always done the same way as the FI posting (if there is a debit entry, then there is also a debit account assignment).



This could not be shown on the following slides due to space restrictions.


Posting of service charges incurred (1) Crediting the settlement unit (2) • • •

a) Can be passed on to lease-outs b) Cannot be passed on, but is the result of lease-outs (such as a flat payment) c) Lease-outs cannot be assigned (vacancy)

The cost collector for the settlement unit is credited using a credit account. The offsetting entries are a result of the distribution determined in the settlement and are posted in the following manner: •

•

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Costs that are to be passed on to the tenant are assigned to the distribution recipient of the lease-out and posted to a “Real Estate Contracts (REC) clearing account”. Costs that cannot be passed on to tenants due to agreements in the contract (for example, flat payment, percentage transfer to landlord) are also assigned to the distribution recipient of the lease-out but posted to an “REC (contracts) clearing account without allocation”. The costs incurred that do not relate to lease-outs (vacancy) are assigned to rental units and posted to a “rental unit clearing account”.


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Posting of service charges incurred (1) Credit entry SU (2) • • •

a) Can be passed on to lease-outs b) Cannot be passed on but is the result of lease-outs (flat payment) c) Lease-outs cannot be assigned (vacancy)

Debiting of tenant accounts (3) 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 to the respective distribution recipient of the lease-out. The amount that is posted as a receivable or credit to the customer depends on the definition of the condition: A) If the advance payment is posted as a down payment, the entire settlement result is posted as a receivable. B) If the advance payment is posted as a down payment but only the balance is to be determined and posted, the peak (= difference between the settlement result and the advance payment amounts) is posted as a receivable or credit. C) If the advance payment is defined as revenue, only the peak is posted as a receivable or credit.

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Figure 115: Advance Payments Posted as Revenue

If the advance payment condition type is defined as revenue, only the peak is posted as the settlement result. In the example above, the AP (3 x 150 = 450) is therefore subtracted from the overall result ( 514). Thus, a receivable in the amount of 64 would be posted in this case. If the advance payment is posted as revenue, it is only possible to execute a settlement in accordance with the planned principle. A settlement by actual advance payments is not possible in this case (see also SAP Note 937724).

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Figure 116: Advance Payments Posted as Down Payment

Only special general ledger transactions (special G/L transactions) that are designated as payable are offset by incoming payments (in our example, this applies to special G/L transaction “J”). The offsetting entries (special G/L transaction “K”) remain open (as received advance payments) and are only cleared during the settlement itself (service charge settlement, sales-based rent settlement) with the settlement results. The K items are therefore not to be paid. Note: Special G/L transaction J must be listed as a payable transaction, whereas K must not be listed. Special G/L transactions must be classified as A transactions (down payment).

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Figure 117: Clearing Advance Payments (1/3)

The figure above shows the account balance after regular periodic posting and the incoming payments for advance payments for service charges. The basic rent is not considered separately in this example. The tenant (the Smith family) has paid the advance payments in full. The portion of apportionable costs allotted to the Smith family according to the lease-out is 514.


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The graphic shows the account balance after the advance payment received has been transfer posted. The tenant has paid the advance payments in full and there are no open items from 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 our example, this is as follows: For internal use by CSC only

Service charge share: 514; credit from transfer posting: 450; balance for tenant: 64


The slide shows the account balance after periodic posting and the incoming payments for advance payments. The tenant has not paid the advance payments in full. The tenant share of the service charges is 514.

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Figure 120: Service Charge Settlement: Actual Principle

The graphic shows the account balance after the advance payment has been transfer posted. The tenant has not paid the advance payments in full and there are 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). To execute a service charge settlement using the actual principle you must choose a corresponding settlement schema for the service-charge settlement. 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 our example, this is as follows: •

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Service charge share: 514; credit from transfer posting: 300; balance for tenant: 214


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Figure 121: Service Charge Settlement: Planned Principle

The graphic shows the account balance after the advance payment has been transfer posted. The tenant has not paid the advance payments in full and there are open items in the advance payments. The transfer posting of the service-charge advance payment is made according to the planned principle. For this purpose, you must choose a corresponding settlement schema for the service-charge settlement that does not take open advance payments into consideration. 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 tape has been created). Setting the indicator may also be useful for the operating-costs settlement and for the sales settlement if legal dunning procedures have already been initiated for advance payments that are in arrears, and these 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 our example, this is as follows: •

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Service charge share: 514; credit from the transfer posting: 450; open items in the advance payment: 150; balance for tenant: 214


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Figure 122: Service Charge Settlement: Information System

You can call reports for service-charge settlements either using the information system for the service charge settlement or as an evaluation for one or more settlement IDs. To receive evaluations for a concrete settlement (transaction RESCIS), enter a settlement ID and choose the following evaluations from the list: • • • • •

Settlement hierarchy Costs read from financial accounting Costs and advance payments per rental agreement or rental object Credit memo/ receivable Results, for example, per rental agreement

As of Enhancement Package 4, you can also make evaluations for several settlement runs (for example, internal and external settlement). To do this, use transactions RESCISMULTI (Evaluation on Multiple Settlements – Limit by Settlement Unit) and RESCISMULTIRO (Evaluation on Multiple Settlements – Limit by Rental Object). The status monitor for settlement periods of settlement units (transaction RESCSESTATUSPER) displays an overview of the settlement periods of the selected settlement units and the status of the settlement steps that have already been carried out. The status monitor enhances the evaluation for the current settlement period of settlement units (transaction RESCSESTATUS) and is available as of Enhancement Package 4.

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Lesson Summary You should now be able to: • Describe the factors influencing the settlement of service charges



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Lesson: Service Charge Settlement: Further Functions

Lesson: Service Charge Settlement: Further Functions Lesson Overview Customizing settings For internal use by CSC only


Describe the posting procedures and the main Customizing settings

Business Example You want to execute a service-charge settlement for your company’s tenants. First you create the infrastructure for the service-charge settlement. Next you post apportionable costs and enter meter readings. Then you execute the service-charge settlement, including an adjustment of advance payments.

Service Charge Settlement Further Functions

Figure 123: Service Charge Settlement: Partial Functions that can be Activated Separately

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Note: This lesson is not part of the standard course and might not need to be covered.


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The Enhancement Packages for SAP ERP 6.0 provide new functions for the settlement of service charges. You can activate these functions individually in Customizing.

•

You can use the following functions as of Enhancement Package 2: Service charge settlement enhancements (SC01) You can define a different posting term for the advance-payment condition. This posting term is responsible for posting the settlement results. In addition, you can use this partial function to activate the new interface for the transactions for the service-charge settlement. Accrual of the service charges (SCAL) As part of year-end closing, service charges that have not yet been calculated and advance payments are accrued according to the accounting rules.

As of Enhancement Package 4, you can also use the following functions: •

•

Rounding of receivable/credit amount (SC02) If receivables from the service charge settlement and credits from the advance payment are balanced and posted, a separate rounding rule can be defined for the result in the calculation formula for the advance-payment condition. You can use cross-settlement evaluations for the service charge settlement (transactions RESCISMULTI and RESCISMULTIRO) and the status monitor for the settlement periods of settlement units (transaction RESCSESTATUSPER) without an additional activation.

Figure 124: Service Charge Settlement: limitation

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The following values are determined for each business entity and service-charge group during the accrual: • • • • • • •

Externally apportionable costs Costs that do apply to vacant rental objects Costs that do apply to (internal) rental agreements Non-apportionable costs (determined based on the settlement participation) Advance payments that have already been made for these costs (balance sheet) Advance payments that have already been made for these costs (P&L when posting advance payments as revenue) Advance payments that are posted for vacant rental objects

Figure 125: Service Charge Settlement: Customizing

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Service charges can be used as of Enhancement Package 4. However, before you use service charges, you must activate this partial function in Customizing. The service-charge settlement for apportionable costs posted within a fiscal year is carried out after the settlement period has closed; In a yearly settlement period, the service-charge settlement for the tenant is deferred to the following fiscal year. However, as part of the year-end closing, you need to carry out an accrual according to the valid accounting rules for the apportionable costs and the advance payments made. The accrual occurs at business-entity and service-charge-group level. You can define the service-charge groups in Customizing. You group together the service-charge keys (for groups).

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Figure 126: Service Charge Settlement: Functions

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Exercise 6: Service Charge Settlement Infrastructure, Service Charge Settlement Exercise Objectives


Business Example Your company receives invoices for water, cleaning, and garbage removal. The costs specified in the invoices must be passed on to your tenants. Your external and internal tenants make advance payments or flat payments. Advance payments are offset against the service-charge settlement. The costs are distributed proportionally among the tenants based on various 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 must take into consideration the fact that not all tenants occupy the office space for the entire settlement period. Parameters for the distribution of costs may also 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.

Task 1: Start the RE Navigator. Creating participation groups 1.

Create a participation group for your administration building: The first participation group with the name ###_1 for your site ## contains all rental objects for the administration building. Assign your building 1000/###/1 (administration building) to the group. Enter a name for your participation group.

2.

The second participation group for your site is called ###_2 and should contain all apartments. Assign your residential building 1000/1##/2 to this group and give the participation group a name. Continued on next page

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After completing this exercise, you will be able to: • Set up the necessary infrastructure for service-charge settlement • Post vendor invoices using one-time posting • Describe the service-charge settlement process • Simulate and execute service-charge settlement • Describe the relevant postings.

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3.

The third participation group for your site is called ###_3 and should contain all objects of the two buildings. Assign the two participation groups you created above and which represent your buildings (namely 1000/###/###_1 and 1000/###/###_2) to this participation group. Enter a name for the third participation group.

4.

The fourth participation group for your site is called ###_4 and contains the parking spaces of your site. Assign your property 1000/###/1 to this group. Enter a name for this participation group.

Task 2: Creating settlement units 1.

Create a settlement unit to distribute garbage costs to your apartment tenants using service-charge key 1600 (Garbage removal/disposal). Specify the identification 1, January 1 of the previous year as the a valid–from date and enter a name for the settlement unit. Assign participation group ###_2. The apportionment should be 100% by residential/usable space (A200). Generate the cost collector for the previous year.

2.

Create a settlement unit to pass on to your parking-lot tenants the costs of cleaning the parking lot. Use service charge key 1500 (Street cleaning), specify the identification 2,January 1 of the previous year as the valid–from date, and enter a name for the settlement unit. Assign participation group ###_4. The apportionment should be 100% by number of parking spaces (M005). Generate the cost collector for the previous year.

3.

Create a settlement unit to distribute cleaning costs to your office tenants. Use service charge key 2300 (House cleaning), specify the identification 3 and January 1 of the previous year as the valid-from date, and enter a name for the settlement unit. Assign participation group ###_1. The apportionment should be 100% by residential/usable space (A200). Generate the cost collector for the previous year.

4.

Create a master settlement unit to distribute the costs for cleaning (which you receive as an invoice). Use service charge key 2301 (Cleaning). Specify the identification 4 and January 1 of the previous year as the valid–from date. Assign the settlement units for Parking lot cleaning (1000/###/1500/2) and House cleaning (1000/###/2300/3). Distribute the costs using equivalence numbers in a ratio of 1:3. Generate the cost collector for the previous year.

5.

(Optional) Create a settlement unit to distribute water charges to your office tenants. Use service charge key 1200 (Water supply). Specify the identification 5 and January 1 of the previous year as the valid–from date, and enter a name for the settlement unit. Assign participation group ###_1. The apportionment should be 100% by consumption (U001). Generate the cost collector for the previous year. Continued on next page

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Task 3: 1.

View the settlement participation of your first commercial lease-out.

Task 4: *Maintaining meters and entering measurement documents (optional exercise) For internal use by CSC only

1.

In the master record for the first-floor area, maintain the following meters for pooled space 10001###/1. Characteristic

Distribution of Consumption

Name

WATER CONSUMPTION

Main meter for consumption remainder

Main meter first floor

WATER CONSUMPTION

Distribution by rental space


WATER CONSUMPTION


First floor office left

WATER CONSUMPTION


Office02 first floor

Measurement Type A200

-----

Rental Spaces

First floor office right from January 1 of the previous year

-----

First floor office left from January 1 of the previous year

-----

Office02 first floor from January 1 of the previous year

Save the changes to the pooled space. 2.

In the master record for the second-floor area, maintain the following meters for pooled space 1000/1##/2. Continued on next page

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Start the RE Navigator.

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Characteristic


Name

WATER CONSUMPTION



WATER CONSUMPTION


WATER CONSUMPTION



-----

-----

Rental Spaces

Office01 second floor from January 1 of the previous year Office02 second floor from January 1 of the previous year

Save the changes to the pooled space. 3.

Create an entry list for your meters/measuring points so that you can make a cumulative entry. Assign the name GR-##. Assign all previously created measuring points.

4.

Enter meter readings (measurement documents) for your measuring points. Use the GR-## entry list and enter the measurement document for January 1 of the previous year. Enter the final readings for December 31 of the previous year using a meter reading difference. Ensure that the meter readings for the main meters in each case are greater than the total of the rental-space meters.

Task 5: Post vendor invoices using a one-time posting. Use posting activity SCS010 for this purpose. 1.

Enter the following data in order to determine the garbage costs:


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2.

3.


Value

Document Date

>Today’s date<

Vendor

3457

Amount

>Any<

Site

###

Service Charge Key

1600

Settlement Unit

1

Reference Date

Date within the previous year

Enter the following data in order to determine cleaning costs: Field Name Or Data Type

Value

Document Date

>Today’s date<

Vendor

3458

Amount

>Any<

Site

###

Service Charge Key

2301

Settlement Unit

4

Reference Date


(Optional) Enter the following data to determine water charges: Field

Value

Document Date

>Today’s date<

Vendor

3455

Amount

>Any<


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Field

Value

Site

###

Service Charge Key

1200

Settlement Unit

5

Reference Date


Task 6: 1.

Perform periodic posting for your contracts up to December of the previous year.

Task 7: Simulate the service-charge settlement. 1.

Create a new settlement called SCS – GR ##. First, run a simulation of the internal service-charge settlement without a subsequent final settlement. Perform the settlement according to the planned principle, and allow the system to run through all the steps up to simulation of posting the costs. Simulate the settlement for YOUR site for the previous year. Enter today’s date as the document and posting date. The document header text should be SCS – GR ##. Save your entries as a variant called Group ##. Check the logs and view the reports for the individual steps.

Task 8: Perform a complete settlement. Use the variant group ## that was previously created. 1.

Take a look at the results. Use the various reports available for this purpose.

Task 9: Take a look at the results in the tenant account sheet and in the tenant account. 1.

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Navigate from the contract master record to the customer account.


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Solution 6: Service Charge Settlement Infrastructure, Service Charge Settlement Task 1: Start the RE Navigator. Creating participation groups For internal use by CSC only

Create a participation group for your administration building: The first participation group with the name ###_1 for your site ## contains all rental objects for the administration building. Assign your building 1000/###/1 (administration building) to the group. Enter a name for your participation group. a)

Start the RE Navigator: SAP Menu → Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) Creating participation groups In the Navigation Area of the RE Navigator, switch to the Participation Group entry and choose (Create). Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site of Partic. Group

###

Participation group

###_1

Part. Group Name

Any text

Display the Assigned Objects tab and choose

(Add Multiple Objects)

Double-click the Building entry, enter your building 1 in the selection (Continue). screen, and confirm with Select your displayed building and choose

(Copy) to accept it.

Save your participation group by pressing Ctrl + S or choosing


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1.


2.

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The second participation group for your site is called ###_2 and should contain all apartments. Assign your residential building 1000/1##/2 to this group and give the participation group a name. a)

Choose

(Create) again.


Values

Company code

1000


###

Participation group

###_2

Part. Group Name

Any text



Double–click the Building entry, enter your building 2 in the selection screen, and confirm with (Continue). Select your displayed building and choose

(Copy) to accept it.


.


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3.

The third participation group for your site is called ###_3 and should contain all objects of the two buildings. Assign the two participation groups you created above and which represent your buildings (namely 1000/###/###_1 and 1000/###/###_2) to this participation group. Enter a name for the third participation group. a)

Choose

(Create) again.


Values

Company code

1000


###

Participation group

###_3

Part. Group Name

Any text


(Add Multiple Objects).

Double–click the Participation entry, enter 1000 as the Company code and ### as the business entity and choose (Start Search) to start the search. Select your ###_1 and ###_2 participation groups and choose (Copy) to accept them. Save your participation group by pressing Ctrl + S or choosing

.


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The fourth participation group for your site is called ###_4 and contains the parking spaces of your site. Assign your property 1000/###/1 to this group. Enter a name for this participation group. a)

Choose

(Create) again.


Values

Company code

1000


###

Participation group

###_4

Part. Group Name

Any text



Double–click the Property entry enter 1 in the selection screen, and confirm with (Continue). Select your display property and copy it by choosing

(Copy).


.

Task 2: Creating settlement units 1.

Create a settlement unit to distribute garbage costs to your apartment tenants using service-charge key 1600 (Garbage removal/disposal). Specify the identification 1, January 1 of the previous year as the a valid–from date


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and enter a name for the settlement unit. Assign participation group ###_2. The apportionment should be 100% by residential/usable space (A200). Generate the cost collector for the previous year. a)

Create settlement units Select Settlement Units in the Object Navigator.


Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site of SU

###

Service Charge Key

1600

Settlement unit

1

SU Name

Garbage removal residential building ##

Valid from


Display the Participation Groups tab. Enter ###_2 in the PartGrp field and press ENTER. Display the Cost Collector tab, select the row that has a Stlmt Start with (Generate the settlement date on January 01 of last year, and choose Cost Collector). Save your settlement unit by pressing Ctrl+S or choosing 2.

(Save).

Create a settlement unit to pass on to your parking-lot tenants the costs of cleaning the parking lot. Use service charge key 1500 (Street cleaning), specify the identification 2,January 1 of the previous year as the valid–from


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Right–click Create, select Settlement Unit and choose (Create), select Settlement Unit and choose (Continue) to confirm your selection.


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date, and enter a name for the settlement unit. Assign participation group ###_4. The apportionment should be 100% by number of parking spaces (M005). Generate the cost collector for the previous year. a)

Choose (Create) again, select Settlement Unit and choose (Continue) to confirm your selection.


Values

Company code

1000

Site of SU

###

Service Charge Key

1500

Settlement unit

2

SU Name

Cleaning of parking space

Valid from


Display the Participation Groups tab. Enter ###_4 in the PartGrp field, and press ENTER. Display the Cost Collector tab, select the row that has a Stlmt Start with the settlement date on January 01 of last year, and choose (Generate Cost Collector). Save your settlement unit by pressing Ctrl+S or 3.

(Save).

Create a settlement unit to distribute cleaning costs to your office tenants. Use service charge key 2300 (House cleaning), specify the identification 3 and January 1 of the previous year as the valid-from date, and enter


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a name for the settlement unit. Assign participation group ###_1. The apportionment should be 100% by residential/usable space (A200). Generate the cost collector for the previous year. a)

Choose (Create) again, select Settlement Unit and choose (Continue) to confirm your selection.


Values

Company code

1000

Site of SU

###

Service Charge Key

2300

Settlement unit

3

SU Name

House cleaning admin building ###

Valid from


Display the Participation Groups tab page, enter ###_1 in the PartGrp field, and press ENTER. Display the Cost Collector tab page, select the row that has a Stlmt Start with the settlement date on January 01 of last yea,r and choose (Generate Cost Collector). Save your settlement unit by pressing Ctrl+S or 4.

(Save).

Create a master settlement unit to distribute the costs for cleaning (which you receive as an invoice). Use service charge key 2301 (Cleaning). Specify the identification 4 and January 1 of the previous year as the valid–from date. Assign the settlement units for Parking lot cleaning (1000/###/1500/2) and House cleaning (1000/###/2300/3). Distribute the costs using equivalence numbers in a ratio of 1:3. Generate the cost collector for the previous year. a)

Choose (Create) again, select Settlement Unit and choose (Continue) to confirm your selection. Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site of SU

### Continued on next page

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Values

Service Charge Key

2301

Settlement unit

4

SU Name

Predistribution of cleaning costs ##

Valid from


Display the Apportionment Rule tab. In the lower screen area, choose

Insert and enter the following data:


Values

Company code

1000

Site of SU

###

SCK

1500

SU

2

Equiv. No.

1

Choose

again and enter the following data:


Values

Company code

1000

Site of SU

###

SCK

2300

SU

3

Equiv. No.

3

In the lower screen area, choose

(Add Up Equivalence Numbers).

Display the Cost Collector tab, select the row that has a Stlmt Start with (Generate the settlement date on January 01 of last year, and choose Cost Collector). Save your settlement unit by pressing Ctrl+S or 5.

(Save).

(Optional) Create a settlement unit to distribute water charges to your office tenants. Use service charge key 1200 (Water supply). Specify the identification 5 and January 1 of the previous year as the valid–from date, Continued on next page

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and enter a name for the settlement unit. Assign participation group ###_1. The apportionment should be 100% by consumption (U001). Generate the cost collector for the previous year. a)

(Optional) In the navigation area of the RE Navigator, locate the Settlement Unit entry, choose (Create) select the Settlement Unit entry, and confirm with (Continue)


Values

Company code

1000

Site of SU

###

Service Charge Key

1200

Settlement unit

5

SU Name

Any text

Valid from.


Display the Participation Groups tab. Enter ###_1 in the PartGrp field and press ENTER. Display the Cost Collector tab page, select the row that has a Stlmt Start with the settlement date on January 01 of last year, and choose (Generate Cost Collector). Save your settlement unit by pressing Ctrl+S or choosing

(Save).

Task 3: 1.

View the settlement participation of your first commercial lease-out. a)

In the navigation area of the RE Navigator, change the display to My Objects and choose (Display). Choose the icon to the left of the Real Estate Contracts entry to expand it, and double-click your first commercial contract. Display the Settlement Participation tab and view the new entries there.


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Task 4: *Maintaining meters and entering measurement documents (optional exercise) Start the RE Navigator. In the master record for the first-floor area, maintain the following meters for pooled space 10001###/1. Characteristic


Name

Measurement Type

WATER CONSUMPTION



WATER CONSUMPTION



WATER CONSUMPTION


First floor office left

WATER CONSUMPTION


Office02 first floor

A200

-----

Rental Spaces

First floor office right from January 1 of the previous year

-----

First floor office left from January 1 of the previous year

-----

Office02 first floor from January 1 of the previous year

Save the changes to the pooled space. a)

Choose the icon icon to the left of the Rental Objects entry to expand it and double-click your pooled space that represents the first floor (see exercise: Master Data 3–1). Display the Meters tab and choose Change). Choose

(Changes Between Display ↔

(Insert) and enter the following data: Continued on next page

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Characteristic

Distribution of Description Consumption

WATER CONSUMPTION





Characteristic


Description

WATER CONSUMPTION

Distribution by rental First floor office right space

Display the Rental Spaces tab in the lower part of the screen, choose (Insert) and then the input help in the Rental Object column. Double-click your first rental space and enter January 1 of the previous year as the Valid From date. Return to the Details tab. Choose (Insert) again, select the new row in the upper screen area, and enter the following data: Characteristic


Description

WATER CONSUMPTION

Distribution by rental First floor office left space

Display the Rental Spaces tab in the lower part of the screen, choose (Insert) and then the input help in the Rental Object column. Double-click your first rental space with the name First floor office left and enter January 1 of the previous year as the Valid From date. Choose (Insert) again, select the new row in the upper screen area, and enter the following data: Characteristic


Description

WATER CONSUMPTION

Distribution by rental Office 02 first floor space


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Choose (Insert) again, select the new row in the upper screen area, and enter the following data:


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Display the Rental Spaces tab in the lower part of the screen, choose (Insert) and then the input help in the Rental Object column. Double-click your third rental space with the name Office02 first floor and enter January 1 of the previous year as the Valid From date. Choose (Save) to save your pooled space. Close the lower message area by choosing (Close Message). In the master record for the second-floor area, maintain the following meters for pooled space 1000/1##/2. Characteristic


Name

Measurement Type

WATER CONSUMPTION



WATER CONSUMPTION


WATER CONSUMPTION


A200

-----

Rental Spaces

Office01 second floor from January 1 of the previous year

-----

Office02 second floor from January 1 of the previous year

Save the changes to the pooled space. a)

Double-click the pooled space that represents the second floor of the building. Display the Meters tab and choose (Changes Between Display ↔Change) Choose

(Insert) and enter the following data:

Characteristic

Distribution of Description Consumption

Measurement Type

WATER CONSUMPTION


A200

Main meter second floor


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Characteristic


Description

WATER CONSUMPTION

Distribution by rental Office01 second floor space

Display the Rental Spaces tab age in the lower part of the screen, choose (Insert) and then the input help in the Rental Object column. Double-click the rental space with the name Office01 second floor and enter January 1 of the previous year as the Valid From date. Return to the Details tab. Choose (Insert) again, select the new row in the upper screen area, and enter the following data: Characteristic


Description

WATER CONSUMPTION

Distribution by rental Office02 second floor space

Display the Rental Spaces tab in the lower part of the screen, choose (Insert) and then the input help in the Rental Object column. Double-click the rental space with the nameOffice01 second floor and enter January 1 of the previous year as the Valid From date. Choose (Save) to save your pooled space. Close the lower message area by choosing (Close Message). 3.

Create an entry list for your meters/measuring points so that you can make a cumulative entry.


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Choose (Insert) again, select the new row in the upper screen area, and enter the following data:


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Assign the name GR-##. Assign all previously created measuring points. a)

Create an entry list. SAP Menu → Accounting → Flexible Real Estate Management → Service Charge Settlement → Master data → Meters → Entry list → Create (IK31) Enter GR-## as the name and press ENTER.


Enter the following data: Measuring Point Object

Rental Object

Obi. Type

Rental object

Object ID

1000/1##/1

(If you cannot enter this data, choose a different value range. Choose (New Search) and select for Rental Unit. You can now continue to make the entries specified above.) Choose (Continue) to confirm your entries and select all the measuring points sequentially, as described above. Repeat the steps described above for pooled space 1000/1##/2. Choose 4.

(Save) to save the entry list.

Enter meter readings (measurement documents) for your measuring points. Use the GR-## entry list and enter the measurement document for January 1 of the previous year. Enter the final readings for December 31 of the previous year using a meter reading difference.


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Place the cursor in the Meas. Point/Counter column and call the input help.

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Ensure that the meter readings for the main meters in each case are greater than the total of the rental-space meters. a)

Enter measurement documents. SAP Menu → Accounting → Flexible Real Estate Management → Service Charge Settlement → Master data → Meters → Entry list → Enter Meter Readings (IK34)


In the Meter Reading Difference column (CounterRdgDifference), enter a start value of 0 for all measuring points and choose (Save) to save your entry. Change the measuring time to December 31 of the previous year and press ENTER again. In the Meter Reading Difference column, enter any values for the measuring points. Make sure that the meter reading of the main meters (with the names Main meter first floor and main meter second floor) exceeds the total of the assigned rental spaces. (Save) to save your entries.

Choose

Task 5: Post vendor invoices using a one-time posting. Use posting activity SCS010 for this purpose. 1.

Enter the following data in order to determine the garbage costs: Field Name Or Data Type

Value

Document Date

>Today’s date<

Vendor

3457

Amount

>Any<

Site

###


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Place the cursor in the Entry list field and call the input help. Enter GR–## as the Entry List Name and choose (Continue). Double-click your entry list. Change the measuring time to January 1 of the previous year and press ENTER.



Value

Service Charge Key

1600

Settlement Unit

1

Reference Date


Post vendor invoices using one–time posting. SAP Menu → Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation Area of the RE Navigator, change the entry to Company Code and choose (Display). Choose the icon to the left of the One–Time Postings entry to expand it. Expand the On Credit Side entry the same way. Double-click the Service Charges (SCS010) entry. Enter the following data in the upper screen area: Field Name Or Data Type

Values

Vendor

3457

Document date

Any date in the previous year

Amount

>Any<

Confirm these entries by pressing ENTER. Enter the following data in the lower screen area: Field Name Or Data Type

Values

Site

###

Serv. charge key

1600

Settlement Unit

1

Reference Date


Confirm these entries by pressing ENTER. Choose (Post) to post the document. Choose document display. 2.

(Back) to exit the

Enter the following data in order to determine cleaning costs:


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Value

Document Date

>Today’s date<

Vendor

3458

Amount

>Any<

Site

###

Service Charge Key

2301

Settlement Unit

4

Reference Date


a)

Enter the following data in the upper screen area: Field Name Or Data Type

Value

Vendor

3458

Document date


Amount

>Any<


Value

Site

###

Serv. change key

2301

Settlement Unit

4

Reference Date


Confirm these entries by pressing ENTER. Choose (Post) to post the document. Choose document display. 3.

(Back) to exit the

(Optional) Enter the following data to determine water charges:


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Field

Value

Document Date

>Today’s date<

Vendor

3455

Amount

>Any<

Site

###

Service Charge Key

1200

Settlement Unit

5

Reference Date


a)

(Optional) Enter the following data in the upper screen area: Field Name Or Data Type

Value

Vendor

3455

Document date


Amount

>Any<


Value

Site

###

Serv. change key

1200

Settlement Unit

5

Reference Date


Confirm these entries with ENTER. Choose (Post) to post the document. Choose document display.

(Back) to exit the


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Task 6: 1.

Perform periodic posting for your contracts up to December of the previous 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

Site for Contract

###


12


Previous year

Confirm these entries by pressing ENTER. In the Posting detail view, 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).

Choose

(Error Log) to check the error log.

Task 7: Simulate the service-charge settlement. 1.

Create a new settlement called SCS – GR ##. First, run a simulation of the internal service-charge settlement without a subsequent final settlement. Perform the settlement according to the planned principle, and allow the system to run through all the steps up to simulation of posting the costs. Simulate the settlement for YOUR site for the previous year. Enter today’s date as the document and posting date. The document header text should be SCS – GR ##. Save your entries as a variant called Group ##.


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a)


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Check the logs and view the reports for the individual steps. a)

In the SAP menu, choose: Accounting → Flexible Real Estate Management → Service Charge Settlement → Settlement → Execute/Continue Settlement (RESCSE)


Values

Title

Create New Settlement

Security

SCS – Group ##

Settlement Method

Simulation Only (Without Subsequent Actual Settlement)

Settlement type

Internal Service Charge Settlement

Settlement schema (on Other Parameters tab)

Planned Principle (all open APs)

Settlement Step

Simulation of Posting Costs

Company code

1000

Site of SU

###

Settle To


In the lower screen area, display the Accounting tab and enter today’s date as the Document Date and Posting Date. In the Doc.Header Txt field, enter SCS – Group##. Choose (Save as Variants) to save your entries as a variant. Assign the variant name and meaning GROUP–## and choose to save. Choose

(Execute) to start the simulation.

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.


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Task 8: Perform a complete settlement. Use the variant group ## that was previously created. 1.

Take a look at the results. Use the various reports available for this purpose. a)

Perform a complete settlement.


Choose (Get Variants ...) and double-click the variant you created earlier with the name Group – ##. Change the entry in the Settlement Method field on the Settlement Steps tab by clicking once in the Execute field on the Posting of Costs in Financial Accounting line. Choose

(Execute) to perform the settlement.

Task 9: Take a look at the results in the tenant account sheet and in the tenant account. 1.

Navigate from the contract master record to the customer account. a)

Start the RE Navigator. In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation area of the RE Navigator, change the display to My Objects and choose (Display). Expand Real Estate Contracts by choosing the

icon to the left of the entry.

Double-click your first commercial rental agreement and display the Overviews tab. Choose Account Sheet and then all Open Items on 12/31/9999. Note the settlement result with the description January 1 of the previous year – December 31 of the previous year: Re from sett./Credit from sett. in the accounts sheet line.

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n the SAP menu, choose: IAccounting → Flexible Real Estate Management → Service Charge Settlement → Settlement → Execute/Continue Settlement (RESCSE)


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Lesson Summary You should now be able to: • Describe the posting procedures and the main Customizing settings



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Unit Summary

Unit Summary


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You should now be able to: • Explain the service-charge settlement process with the following steps: • Creating the infrastructure • Posting of apportionable costs • Implementing the service-charge settlement • Describe the factors influencing the settlement of service charges • Describe the posting procedures and the main Customizing settings

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Unit Summary

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Unit Objectives After completing 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 and list the different options for settlement Explain the similarity between sales-based rents and the posting logic applied for advance payments

Unit Contents Lesson: Sales-Based Settlement .............................................252 Exercise 7: Sales-Based Contract, Sales Reports and Sales Settlement ...................................................................261

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Sales-Based Contracts and Settlement

Unit 6: Sales-Based Contracts and Settlement

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Lesson: Sales-Based Settlement Lesson Overview Sales-based contract Sales reports


Explain the options available for a sales-based contract List the steps required to carry out a sales-based settlement and list the different options for settlement Explain the similarity between sales-based rents and the posting logic applied for advance payments

Business Example You have made sales-based contracts accompanied by the appropriate conditions with your tenants. The tenants report their sales at agreed intervals. During the sales-based settlement, payments that may have been made in advance are not cleared against the settlement result (credit or receivable).

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Sales-based settlement

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Lesson: Sales-Based Settlement

Figure 127: Sales-Based Contract

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 correct them at a later time, for example, using 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 as well.

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Sales-Based Settlement

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Figure 128: Sales-Based Contract with Several Reporting Rules

You can define different sales-reporting rules (in Customizing) for each product in the contract. You can make separate settlements by assigning different sales rules and conditions to each 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. As of Enhancement Package 4, you can use the sales-based rent function to settle recurring charges, for example: telephone charges, water charges, and so on. To do so, the relevant products (for example, water base fee, water consumption, telephone base fee, national and international calls) are defined. Reporting rules and sales rules are entered. The sales-based settlement bills the tenant for the charges.

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Figure 129: Sales-Based Contract with Sales Gradings

You can define gradings for each sales type that has a reporting rule. Depending on how the sales type 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 of March 28. When you are entering sales gradings, bear in mind the different effects with regard to results determination.

Figure 130: Sales Rules

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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. This enables you to settle quarterly and execute a final settlement annually, for example, using the certified sales revenues.

Figure 131: Sales-Based Settlement Steps

First you have to enter the tenant's sales reports for sales-based rent settlement. You can enter the sales report either in the contract dialog or via the menu pathFlexible Real Estate Management -> Sales-Based Settlement -> Sales Reports -> Enter/Change Sales Reports. 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 entered for the final settlement. As of Enhancement Package 2, the sales rent receivables can be posted via the cash flow of the sales contract. You have to activate the subfunction Other Addit. Functions in EhP2 (XX01). You also have to activate the checkbox Post Using Cash Flow in Customizing under the menu path: Flexible Real Estate Management (RE-FX) -> Basic Settings -> Make Basic Settings in Company Code. In the sales-based contract you can activate the checkbox Post Using Cash Flow in the sales rule of the contract. If you do so, the result of the sales settlement indicates a cash-flow position (receivable), which can be posted with the next periodic posting run.

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The corresponding reporting rules and conditions are assigned to the sales rule.

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In addition, you can use the sales-based settlement to calculate not only minimum or maximum sales-based rent but also base fees during the sales-based settlement. To use this feature, the related condition must have the attribute Base Fee. You can use this functionality for the settlement of telephone charges, water or energy costs, and so on.


Figure 132: Example: Periodic Settlement

The example above 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 at 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 at 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 for 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 at 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 for the amount of 2,000 for this period.

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Enhancement Package 4 enhances the evaluations for sales-based rental agreements and the sales-based settlement. The evaluations are created with the SAP List Viewer technology. In the evaluations, the different time slots of the sales-based settlement are taken into account.


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Figure 133: Example: Cumulative Settlement

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 at 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 EUR 45,000 are reported in the second quarter, which makes a total revenue of EUR 70,000. This means that the settlement result has been calculated at EUR 7,000. The minimum rent for the half-year period is 6,000, consequently there is a receivable of 1,000. Since 2,000 has already been paid, this would leave a credit of 1,000. This credit already exists from the previous period, so the result is 0. Sales revenues of EUR 60,000 are reported in the third quarter. This makes a total revenue of EUR 130,000, which means that the settlement result has been calculated at EUR 13,000. The minimum rent for this period is 9,000, consequently there is a receivable of 4,000. Since 3,000 has already been paid and no credit or receivables exist for the balance from the previous period, the tenant receives a bill for the amount of 1,000 for this period. Sales revenues of EUR 20,000 are reported in the fourth quarter. The total revenue is EUR 150,000, which means that the settlement result is calculated at EUR 15,000. The minimum rent for this period is 12,000, consequently there is a

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Sales revenues of 20,000 are reported in the fourth quarter. This means that the settlement result has been calculated at 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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receivable of 3,000. Since 4,000 has already been paid, this would leave a 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.

Figure 134: Advance Payments Posted as Revenue

The sales-based settlement postings are made in the same way as the posting logic of the service-charge settlement. If the advance payment is posted as revenue, only the peak is posted in the form of a receivable or credit as the settlement result.

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You can decide whether or not credit should be paid out on a contract-by-contract basis.

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Figure 135: Advance Payments Posted as Down Payment

The transfer posting for the advance payments for sales-based rent is made in the same way as the service-charge settlement. The graphic above shows the account balance after the advance payment has been transfer posted. The tenant has paid the advance payments in full, and there are no open items from 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 (receivable) that the tenant has to pay or the amount (credit) that the landlord has to pay the tenant.

In this example, receivables from the sales reports amount to EUR 3527; credit from transfer posting of the advance payment for sales-based rent is EUR 3000; and the balance for the tenant is EUR 527.

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Exercise 7: Sales-Based Contract, Sales Reports and Sales Settlement Exercise Objectives


Business Example You have drawn up sales-based contracts with your tenants. The tenants report their sales at agreed 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.

Task 1: First, you must create a simple 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 First Posting From and Cash Flow From date. 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.

Task 2: Create a real-estate contract with a commercial lease-out type. 1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract. Indicate that this contract is relevant to sales. Create a partner for your contract with the role of master tenant with customer account. Continued on next page

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After completing this exercise, you will be able to: • Create sales-based contracts • Enter sales reports • Carry out a sales-based rent settlement


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The business-partner category for the tenant should be organization. Assign a name, search term, address data, and communication data. Enter January 01 of previous 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 – GF. For internal use by CSC only

Use the fast-entry function to define the following sales agreement: Field

Value

Sales Rule Name

10% for complete assortment

Reporting Frequency – Frequency Start


Reporting Frequency – Frequency

3 months

Settlement Frequency - Frequency

12 months

Sales Grading - % rate

10

Check your entries and confirm them. Assign the following conditions to your sales rule: Condition Type

Calculation Formula

Sales-based rent (60)

Sales-based rent

Minimum sales rent (61)

Fixed amount

Fixed Advanceamount payment sales rent revenue (69)

Unit Price


1


500


Activate your contract and save it. Continued on next page

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In the Posting Parameters tab under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center.

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Task 3: Executing the periodic posting 1.

Perform the periodic posting for the sales-based contract for December of last year.

Task 4: 1.

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

January 1 of the previous year March 31 of the previous year 44,000 April 1 of last year


47,000

July 1 of last year

September 30 of the previous year

47,000

October 1 of last year


46,000

Display the sales reports entered for the contract.

Task 5: 1.

Simulate the 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. You must first simulate the settlement for last year in accordance with the PLANNED principle. 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 ## . Continued on next page

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Enter sales reports for your contract.


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For all the settlement steps, perform the settlement again in the update run. Display the posting log. View the tenant account in the contract.

Task 6: Creating a commercial lease-out type real-estate contract. For internal use by CSC only

In the following exercises, you will create a more complicated sales-based contract and perform the settlement process including final settlement.

Create another commercial lease-out of type real estate contract . Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract. Indicate that this contract is relevant to sales. Create a partner for your contract with the role of master tenant with customer account. The business partner category for the tenant should be organization. Assign a name, search term, address data, and communication data. Enter January 01 of previous 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 – GF. In the Posting Parameters tab under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center. Enter the following rules for the sales report: Food sales revenue should be reported every 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. Enter the following sales rules: With regard to food sales revenue, 10% of the reported sales revenue is to be required as rent. The following sales grading should be defined for tobacco sales:


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Sales from

Sales to

% rate

0

50

11

50

100

10,5

100

9,5


Assign the following conditions to your sales rule: Condition Type

Calculation Formula

Unit Price



Sales-based rent


Fixed amount

500


Advance payment Fixed amount sales rent revenue (69)

500



Activate your contract and save it.


Perform the periodic posting for the sales-based contract for December of last year.

Task 8: Enter sales reports for your contract. 1.

Enter the sales reports for your contract for last year. Use the object-selection functions to enter the following values.


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The settlement should be carried out every six months. The final settlement should be carried out annually.

Report from

Report to


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Net

RepRule No.

Sales Type Name

December 31.03 of the previous year

21

10

Foodstuffs

April 1 of last year


18

10

Foodstuffs

July 1 of last year


17

10

Foodstuffs


24 December 31 of the previous year

10

Foodstuffs



120

Tobacco

July 1 of last year

22.5 December 31 of the previous year

20

Tobacco

15




Task 9: 1.

Simulate the sales-based settlement and then execute it. Use the objectselection functions for this. Change the settlement title to Settlement 02 – Group ##. Perform all the settlement steps up to Simulation of Posting Costs. You must first simulate the settlement for all of last year in accordance with the PLANNED principle. 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 ##. Continued on next page

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For all the settlement steps, perform the settlement again in the update run. Display the posting log.

Task 10: Create certified sales revenue for your contract. 1.

Enter the certified sales for your contract for the previous year.



Use the object selection functions for this. Enter the following values: Report from

Report to

Net



82,000 Foodstuffs



51,000

Name of Sales Type

Tobacco

Task 11: 1.

Simulate the 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. You must first simulate the settlement for last year in accordance with the PLANNED principle. Select Final settlement as the settlement type. 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.

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Solution 7: Sales-Based Contract, Sales Reports and Sales Settlement Task 1: First, you must create a simple sales-based contract and perform the settlement process. For internal use by CSC only

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 First Posting From and Cash Flow From date. 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. a)

Start the RE Navigator using the following SAP menu item: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) In the navigation area of the RE Navigator, switch to the My Objects entry and choose (Display). Select the Rental Objects entry, right-click and choose Create Pooled Space→ Space → Store Enter the following data: Field Name Or Data Type

Values

Company code

1000

Business entity

1##

Building

1

Name of RO

Retail Space

Cash Flow From


First Posting From


Display the Measurements tab and enter 300 m2 as the capacity of the Retail Space (A100).


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Display the Posting Parameters tab. In the top screen area, select the Organizational Assignment line and in the Profit Center field, enter the value 1430 (RE Store). Save your pooled space by pressing Ctrl + S or choosing (Save). Close the lower message area with the button (Close Message).

Task 2: For internal use by CSC only

1.

Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract. Indicate that this contract is relevant to sales. Create a partner for your contract with the role of master tenant with customer account. The business-partner category for the tenant should be organization. Assign a name, search term, address data, and communication data. Enter January 01 of previous 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 – GF. In the Posting Parameters tab under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center. Use the fast-entry function to define the following sales agreement: Field

Value

Sales Rule Name





3 months


12 months


10

Check your entries and confirm them. Assign the following conditions to your sales rule: Continued on next page

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Create a real-estate contract with a commercial lease-out type.

Condition Type

Calculation Formula


Sales-based rent


Fixed amount

Fixed Advanceamount payment sales rent revenue (69)

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Unit Price


1


500


Activate your contract and save it. a)

Creating a real-estate contract of type commercial lease-out. Right-click Real Estate Contractsand choose Create→ Commercial lease-out. Enter 1000 in the Company Code field. Enter some text in the Contract name field. In the Tenancy law field, choose German tenancy law from the drop-down list. Select Relevant to sales. Choose (Create Business Partner) alongside the Master Tenant with Customer Account field. Enter a name and confirm the entry with (Continue). Since no partners were found, create a new tenant by choosing (Organization). Assign the address data and return to the contract entry by choosing

.

Enter January 1 [of the previous year] as the contract start date. Enter the value 1430 in the Profit Center field. Display the Objects tab, choose the following data:

Extract Rental Spaces and enter

Field

Value

CoCd/BE

1000 / 1##

Usef. Life Type

4

MeasType

A100

Valid from

January 1 of the previous year Continued on next page

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Field

Value

Amt Wanted

100


(Perform Search).

Double-click the line with the icon space found.

. This line represents the pooled


(Transfer Rental Space) in the

Transfer the rental space by choosing bottom left corner.

Display the Sales-Based Rent Agreement tab and choose Entry).

(Fast

Expand the Reporting Frequency, Settlement Frequency and Sales Grading sections by choosing to the left of the text. Enter the following data: Field

Value

Sales Rule Name





3 months

Settlement Frequency - Frequency Start



12 months


10

Check your data with the (Continue).

(Check) button and transfer it by choosing

In the upper screen area, select the Sales Rule line and, then in the lower screen area display the Conditions tab. To create sales conditions, choose

(Create New Conditions).

Double-click condition type 60 Sales–based rent and confirm with (Continue). (Create New Conditions) again and double-click condition Choose type 61 Minimum sales rent. Enter 1000 in the Unit Price field and confirm by choosing (Continue). Continued on next page

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In the list that is displayed, double-click the text and, in the lower screen area, enter Retail Space100m2 – ground floor .


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Choose (Create New Conditions) again and double-click the condition type 69 Adv. pmnt sales rent revenue. Enter 500 in the Unit Price field and confirm by choosing (Continue) Activate the contract by choosing pressing either Ctrl+S or choosing

(Activate). Save your contract by (Save).

Close the lower message area by choosing

(Close Message).


Executing the periodic posting 1.

Perform the periodic posting for the sales-based contract for December of last year. a)

Executing the periodic posting In the SAP menu, choose: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings →Periodic Posting: Contracts (RERAPP) Contracts Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site for Contract

1##


12


Previous year

Confirm these entries by pressing ENTER. In the Posting screen area, select Update Run in the Posting Run Mode field. In the Type of Posting Run field, select Periodic Posting + Transfer. Choose

(Execute).


(Error Log).

Exit the error log and periodic posting by choosing times.

(Back) three


Enter the sales reports for your contract for last year. Continued on next page

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Task 3:

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Use the object selection functions for this. Enter the following values: Report from

Report to

Net



47,000

July 1 of last year


47,000



46,000


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January 1 of the previous year March 31 of the previous year 44,000


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Display the sales reports entered for the contract. a)

Enter sales reports for your contract. In the SAP menu choose: Accounting → Flexible Real Estate Management→ Sales–Based Settlement → Sales Reports → Enter/Change Sales Reports (RESRRP)

Field Name Or Data Type Values Company code

1000

Site for Contract

1##

Sales To


Choose

(Execute).

In the Net column enter the following values for each of these periods: Report from

Report to

Net


March 31 of the previous year

44000



47000

July 1 of last year


47000

October 1 of last year December 31 of the previous year

46000

Save the reports by pressing Ctrl+S or choosing

(Save).

Start the RE Navigator using the SAP menu item: Accounting → Flexible Real Estate Management → Master Data → 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 sales-based lease-out. Display the Sales–Based Rent Agreement tab and, in the lower screen area, switch to the Sales Reports tab.

Task 5: 1.

Simulate the sales-based settlement and then execute it. Continued on next page

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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. You must first simulate the settlement for last year in accordance with the PLANNED principle. View the results report of the sales-based settlement. For internal use by CSC only

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. View the tenant account in the contract. a)

Simulate the sales–based settlement and then execute it. In the SAP menu, choose the following item: 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

Site for Contract

1##

Security

Settlement 01 - Group ##

Settlement Method

Simulate

Settlement Step


Settle To


Simulate the settlement by choosing

(Execute).

In the lower screen area, select the line Results of Sales–Based Settlement and display the report by choosing (Display Report). Scroll to the right so that you can see the receivable amount. The result is composed as follows: Continued on next page

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Exit the report.


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10% of reported sales – minimum rent already posted – advance payment amount = result. → 10% of EUR 184,000 – EUR 12,000 – EUR 6,000 = EUR 400 receivable. Exit the report by choosing

(Back) twice.


Values

Document Header Text


Posting date

Current date

Document date

Current date

Payment Period: Basis

Current 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 Posting Log line and display the (Display Report). report by choosing Scroll to the right so that you can see the CO account assignment. To view the customer account, start the RE Navigator: In the SAP menu, choose the following item:Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) Change the display in the Navigation Area to My Objects and expand Real Estate Contracts by choosing the icon to the left of the entry. Double–click the number of your commercial sales–based lease–out. Display the Overviews tab and change the entry to Tenant account. You can see recognize the sales-based settlement result from the Settlement 01 – Group ## document header text.

Task 6: Creating a commercial lease-out type real-estate contract. 1.

In the following exercises, you will create a more complicated sales-based contract and perform the settlement process including final settlement. Continued on next page

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In the lower screen area, display the Parameters tab and enter the following data:

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Create another commercial lease-out of type real estate contract . Enter 1000 in the Company Code field, select German tenancy law in the Tenancy law field, and enter a Name for your contract. Indicate that this contract is relevant to sales. Create a partner for your contract with the role of master tenant with customer account. For internal use by CSC only

Assign a name, search term, address data, and communication data. Enter January 01 of previous 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 – GF. In the Posting Parameters tab under Organizational Assignment, enter 1480 (RE–FX Real Estate) as the profit center. Enter the following rules for the sales report: Food sales revenue should be reported every 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. Enter the following sales rules: With regard to food sales revenue, 10% of the reported sales revenue is to be required as rent. The following sales grading should be defined for tobacco sales: Sales from

Sales to

% rate

0

50

11

50

100

10,5

100

9,5

The settlement should be carried out every six months. The final settlement should be carried out annually. Assign the following conditions to your sales rule:


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The business partner category for the tenant should be organization.

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Condition Type

Calculation Formula

Unit Price



Sales-based rent


Fixed amount

500


Advance payment Fixed amount sales rent revenue (69)

500






Activate your contract and save it. a)

Creating a commercial lease-out of type real estate contract. Select and right-click Real Estate Contracts, and choose Create → Commercial lease–out. Enter 1000 in the Company Code field. Enter some text in the Contract name field. In the Tenancy law field, choose German tenancy law from the drop-down list. Select Relevant to sales . Choose (Create Business Partner) alongside the Master Tenant with Customer Account field. Enter a name and confirm the entry with (Continue). Since no partners were found, create a new landlord by choosing (Organization). Assign the address data and return to the contract entry by choosing

.

As the contract start, enter January 1 [of the previous year] Enter the value 1480 in the Profit Center field. Display the Objects tab, choose the following data:

Extract Rental Spaces and enter

Field

Value

CoCd/BE

1000 / 1##

Usef. Life Type

4

MeasType

A100

Valid from

January 1 of the previous year Continued on next page

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Field

Value

Amt Wanted

150


(Perform Search). . This line represents the pooled

Double-click the line with the icon space found. For internal use by CSC only

Transfer the rental space by choosing bottom left corner.

(Transfer Rental Space) in the

Go to the Sales–Based Rent Agreement tab page, choose Reporting Rule.

and select

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 field, and 12 in the Certified Sales field. 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 field, and enter 12 in the Certified Sales field. Choose

again and select Sales Rule.

In the lower screen area, choose and press ENTER

, select 10 in the RepruleNo. field

In the % rate column, enter 10. In the lower screen area; choose field and choose ENTER. In the last column, choose the

again, select 20 in the RepRuleNo. button for reporting rule 20.

Change the sales grading type to Agreed sales grading and enter 50,000 in the Sales up to field and 11.00 in the % rate field. and enter 50,000 in the Sales from field, 100,000 in the Choose Sales up 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. Accept your agreed sales grading with

(Continue). Continued on next page

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In the list that is displayed, doubleclick the text and, in the lower screen area, enter Retail Space 150m2– ground floor.


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In the lower screen area, display the Frequency tab and enter 6 in the Frequency column for the Settlement period line and 12 in the Frequency column for the Final Settlement line. In the lower screen area, display the Conditions tab. To create sales conditions, choose

(Create New Conditions).

(Create New Conditions) again and double-click condition Choose type 61 Minimum sales rent. Enter 500 in the Unit Price field and confirm by choosing (Continue). Choose (Create New Conditions) again and double-click the condition type 69 Adv. pmnt. sales rent revenue. Enter 500 in the Unit Price field and confirm by choosing (Continue). Activate the contract by choosing pressing either Ctrl+S or choosing

(Activate). Save your contract by (Save).

Close the lower message area with the button

(Close Message).


Perform the periodic posting for the sales-based contract for December of last year. a)

Executing the periodic posting In the SAP menu, choose the following item: Accounting → Flexible Real Estate Management → Accounting → Periodic Postings → Periodic Posting: Contracts (RERAPP) Contracts Enter the following data: Field Name Or Data Type

Values

Company code

1000

Site for Contract

1##


12


Previous year

Confirm these entries with ENTER. Continued on next page

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Double-click condition type 60 Sales–based rent and confirm with (Continue).

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In the Posting screen area, select Update Run in the Posting Run Mode field. In the type of Posting Run field, select Periodic Posting + Transfer. (Execute).

Choose


(Error Log) (Back) three


Enter the sales reports for your contract for last year. Use the object-selection functions to enter the following values. Report from

Report to


Net

RepRule No.

Sales Type Name


21

10

Foodstuffs



18

10

Foodstuffs

July 1 of last year


17

10

Foodstuffs


24 December 31 of the previous year

10

Foodstuffs



120

Tobacco

July 1 of last year

December 31 22.5 of the previous year

20

Tobacco

a)

15

Enter sales reports for your contract. Continued on next page

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Exit the error log and periodic posting by choosing times.


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In the SAP menu choose: Accounting → Flexible Real Estate Management→ Sales–Based Settlement → Sales Reports → Enter/Change Sales Reports (RESRRP)


Values

Company code

1000

Site for Contract

1##

Sales To


Choose

(Execute).


Report to

Net

Name of Sales Type



21000

Foodstuffs

April 1 of last year December 30.06 of the previous year

18000

Foodstuffs

July 1 of last year


17000

Foodstuffs



24000

Foodstuffs



15000

Tobacco

July 1 of last year


22500

Tobacco

Save the reports by pressing Ctrl+S or choosing

(Save).

Task 9: 1.

Simulate the sales-based settlement and then execute it. Use the objectselection functions for this. Change the settlement title to Settlement 02 – Group ##. Perform all the settlement steps up to Simulation of Posting Costs. Continued on next page

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You must first simulate the settlement for all of last year in accordance with the PLANNED principle. View the results report of the sales-based settlement. Exit the report.

For all the settlement steps, perform the settlement again in the update run. Display the posting log. a)

Simulate the 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

Site for Contract

1##

Security


Settlement Method

Simulate

Settlement type

Standard

Settlement Step


Settle To



(Execute).

In the lower screen area, select the line Results of Sales–Based Settlement and display the report by choosing (Display Report). Scroll to the right so that you can see the receivable/credit amount. The result for the first half of the year is comprised as follows: The result from both sales reports is a receivable from the settlement of EUR 5,500. Because a minimum rent of EUR 3,000 and an AP of EUR 3,000 have been paid, the tenant is entitled to credit of EUR 450. The result for the second half of the year is comprised as follows:


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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 ##.


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The result from both sales reports is a receivable from the settlement of EUR 6,575. Because a minimum rent of EUR 3,000 and an AP of EUR 3,000 have been paid, the tenant is entitled to receive EUR 575. Exit the report by choosing

(Back) twice.


Values



Posting date

Current date

Document date

Current date

Payment Period: Basis

Current 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 Posting Log line and display the report by choosing (Display Report). Scroll to the right so that you can see the CO account assignment.

Task 10: Create certified sales revenue for your contract. 1.

Enter the certified sales for your contract for the previous year. Use the object selection functions for this. Enter the following values: Report from

Report to

Net



82,000 Foodstuffs



51,000

a)

Name of Sales Type

Tobacco

Create certified sales revenue for your contract. Continued on next page

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In the lower screen area, display the Parameters tab and enter the following data:

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In the SAP menu choose: Accounting → Flexible Real Estate Management→ Sales–Based Rent Settlement → Sales–Based Reports → Enter/Change Sales Reports (RESRRP)


Values

Company code

1000

Site for Contract

1##

Sales to Be Reported

Certified Sales

Sales To


Choose

(Execute).


Report to

Net

Name of Sales Type

January 1 of the December 31 previous year of the previous year

82,000

Foodstuffs

January 1 of the December 31 previous year of the previous year

51,000

Tobacco

Save the reports by pressing Ctrl+S of choosing

or (Save).

Task 11: 1.

Simulate the 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. You must first simulate the settlement for last year in accordance with the PLANNED principle. Select Final settlement as the settlement type. View the results report of the sales-based settlement. Continued on next page

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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. 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

BE for Contract

1##

Security

Final Settlement – Group ##

Settlement Method

Simulate

Settlement Type

Final settlement

Settlement Step


Settle To



(Execute).

In the lower screen area, select the line Results of Sales–Based (Display Report). Settlement and display the report by choosing Scroll to the right so that you can see the receivable amount. The result is derived as follows: The result already posted from the two six-month periods in the year was a credit of EUR 450 and a receivable of EUR 575. So the balance is a receivable of EUR 125 for the year. The result using the certified sales is actually a receivable in the amount of EUR 1,805. Since EUR 125 already exists as a receivable and this amount must be taken into account, there is a new receivable of EUR 1,680. Exit the report by choosing

(Back) twice.

In the lower screen area, display the Parameters tab and enter the following data: Continued on next page

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2010



a)

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Values


Final Settlement – Group ##

Posting date

Current date

Document date

Current date

Payment Period Basis

Current date


Execute the settlement by choosing

(Execute).

In the lower screen area, select the Posting Log line and display the report by choosing (Display Report). Scroll to the right so that you can see the CO account assignment.

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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.


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Lesson Summary You should now be able to: • Explain the options available for a sales-based contract • List the steps required to carry out a sales-based settlement and list the different options for settlement • Explain the similarity between sales-based rents and the posting logic applied for advance payments For internal use by CSC only


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Unit Summary

Unit Summary You should now be able to: • Explain the options available for a sales-based contract • List the steps required to carry out a sales-based settlement and list the different options for settlement • Explain the similarity between sales-based rents and the posting logic applied for advance payments For internal use by CSC only


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Unit Summary

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Unit Objectives After completing this unit, you will be able to: • • • • •

List all the software components (and any corresponding elements) associated with Flexible Real Estate Management. Describe where to find these integrated elements and how to process them. Describe where to find these integrated elements and how to process them. Describe the level of integration. Describe the level of integration.

Unit Contents Lesson: Integration Aspects: Accounting and Controlling.................292 Lesson: Integration Aspects: Plant Maintenance...........................297 Lesson: Further Integration Aspects .........................................306 Lesson: Information System...................................................317 Exercise 8: PM Integration: Service Notification. PM Order and Settlement ...................................................................325

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Business Integration

Unit 7: Business Integration

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Lesson: Integration Aspects: Accounting and Controlling Lesson Overview General structures

General-ledger and auxiliary-ledger accounting: Unit 3 Accounting This chapter is not part of the standard course and might not need to be covered


List all the software components (and any corresponding elements) associated with Flexible Real Estate Management.

Business Example You receive a malfunction report regarding one of your real-estate objects, so you start unscheduled maintenance work. You want to assign construction and maintenance projects to a business entity. You want to use your real-estate objects in conjunction with asset accounting. You need to implement mass-payment runs. You require real-estate-specific reporting and you use BI. You want to introduce a document-management system and a digital building record.

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Note: Refer to the following units for other aspects of integration:

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Lesson: Integration Aspects: Accounting and Controlling

Figure 136: Organizational Structures in SAP ERP 6.0

The organizational structures must be defined outside of the RE-FX component. (The structures are found in the FI or CO component.)

Figure 137: CO Objects in Real Estate Management

Cost and revenue objects belong to internal Controlling, and are referred to as CO objects or account assignment objects. These may be real-estate objects or “classic” Controlling objects (cost center, order, and so on).

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Integration Aspects Accounting and Controlling


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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 for real-estate objects by entering postings in Financial Accounting with auxiliary account assignment to a real-estate object (in the same way as for other postings with account assignment).

Figure 138: Integration of Real Estate Management into ERP 6.0

SAP RE-FX is fully integrated with the Financial Accounting and Controlling application components in the ERP system. You must install the Financial Accounting and Controlling components before you can use RE-FX. You can also expand the basic configuration according to your requirements. Profit Center Accounting, Plant Maintenance, Project System, Asset Accounting, Financial Asset Management, and Materials Management in particular are closely linked to Real Estate Management.

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Lesson: Integration Aspects: Accounting and Controlling

Figure 139: Link to Master Data

This slide gives you an overview of the linking and integration options available for the master data.

Figure 140: Integration: Overview

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Lesson Summary You should now be able to: • List all the software components (and any corresponding elements) associated with Flexible Real Estate Management.



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Lesson: Integration Aspects: Plant Maintenance

Lesson: Integration Aspects: Plant Maintenance Lesson Overview Plant Maintenance →About functional locations/equipment

Asset Accounting → Assignment of Asset Master Records Note: Refer to the following units for other aspects of integration: General-ledger and auxiliary-ledger accounting: Unit 3 Accounting This chapter is not part of the standard course and might not need to be covered.


Describe where to find these integrated elements and how to process them.

Business Example You receive a malfunction report regarding one of your real-estate objects, so you start unscheduled maintenance work. You want to assign construction and maintenance projects to a business entity. You want to use your real-estate objects in conjunction with asset accounting. You need to implement mass-payment runs. You require real-estate-specific reporting and you use BI. You want to introduce a document management system and a digital building record.

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Construction Project Management → Project Definition/WBS Elements


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Figure 141: Integration of RE-FX and Plant Maintenance (PM)

The assignment of real-estate objects (architectural objects, business entities, property, buildings, and rental objects) to functional locations can be restricted to a one-to-one 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 whether 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. For example, if you choose to make automatic assignments, the system takes into account the real-estate object hierarchy. This means that the functional location hierarchy is adapted accordingly. If you now change the assignment of a building or change the building hierarchy itself, the functional location hierarchy is updated automatically. You can use a BAdI for the connection required to implement user-defined requirements without modification.

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Integration Aspects Plant Maintenance


Figure 142: Integration of RE-FX and PM: Malfunction Reports

In order to create a malfunction report, you must define the transaction code to be used. You can keep the number of input fields to a minimum by making settings in Customizing for malfunction reports.

Figure 143: Integration of RE-FX and PM: Procedure

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 linked to functional locations. The individual maintenance tasks are represented by 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.

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The confirmation triggers the change of planned costs into actual costs.

Figure 144: Functional Process in the PM Component

PM maintenance functions support regular maintenance work as well as tasks arising from malfunction reports. Detailed information about the Plant Maintenance component (PM) is provided in the PLM 300 course.

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The orders appear in Real Estate Management reports.


Figure 145: Integration of RE-FX and Project System (PS)

The Project System component is very useful for new developments and wide-ranging maintenance tasks. Construction projects are usually entered as an acquisition in Asset Accounting when they are complete and then linked with a real-estate object. Another possible scenario is that the master data has already been created in the system before completion of the object, for example to ensure a smooth start-up. You can activate costs for extensive maintenance measures by making a settlement to the asset. You can assign depreciation in the asset to an internal order. The depreciation appears in reporting if you assign the real estate object to the order.

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Figure 146: Integration of RE-FX and PS: Number Assignment

To facilitate easier identification of the linked objects, the link between RE-FX and PS should be bi-directional. In the RE-FX, you can create a link for the following objects: business entity, property, buildingand rental object. You maintain these optional links in Customizing under: Flexible Real Estate Management (RE-FX) → Assignment of Objects from Other Components → Assign Functional Locations/Fixed Assets/Projects/CO Orders. You can assign a complete project (project definition with WBS elements) or parts of a project (one or more WBS elements or a project definition). In the application, you maintain the assignment on the Assignments tab of the relevant data object. However, you must have already enabled the assignment in Customizing before you can do this. The Project System component (PS) does not have an attribute that you can use to maintain the assignment. We therefore recommend that you configure the project number in such a way that part of the number contains the number of the business entity, building, property or rental object in order to represent the assignment. Your choice of RE object to assign will depend on your customer-specific requirements. You can maintain the project number under: Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Project Coding for Standard Project.

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Figure 147: Continuous Process: From MM to FI

When you create a purchase requisition or order, you can also perform account assignment for the real estate objects. The commitments of the real-estate object are updated when the order data is entered. When an invoice is entered with a purchase-order reference, the account assignment is transferred from the order to the invoice. The commitment is cleared and replaced with the actual data. You can evaluate commitment data for real-estate objects in the Real Estate Management information system.

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Figure 148: Integration of RE-FX and Asset Accounting (FI-AA)

You manage real-estate assets (acquisitions and retirements, transfer postings, depreciations, appreciations) in Asset Accounting. The asset structure is determined from the accounting perspective. Asset master records can be assigned to all real-estate objects. It is also possible to create asset master records from all (permitted) real-estate objects. You must define the asset master records to which the real estate objects can be assigned in Customizing. Corresponding reports are available for the asset values in the Asset Accounting information system. An assets depreciation and interest can be assigned directly to a real estate object.

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Lesson Summary You should now be able to: • Describe where to find these integrated elements and how to process them.



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Lesson: Further Integration Aspects Lesson Overview Mass Payment Runs →Contract Accounts Receivable and Payable

SAP Records Management Note: Refer to the following units for other aspects of integration: General ledger and auxiliary ledger accounting: Unit 3 Accounting This chapter is not part of the standard course and may not be covered


Describe where to find these integrated elements and how to process them. Describe the level of integration.

Business Example You receive a malfunction report regarding one of your real-estate objects, so you start unscheduled maintenance work. You want to assign construction and maintenance projects to a business entity. You want to use your real-estate objects in conjunction with asset accounting. You need to implement mass-payment runs. You require real-estate-specific reporting and you use BI. You want to introduce a document management system and a digital building record.

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Real Estate Portfolio Reporting → BI

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Lesson: Further Integration Aspects

Figure 149: Profit Centers in Real Estate Management

A profit center is a subarea of a company responsible for its own results. Information about the success of this company subarea is determined in Profit Center Accounting. 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. The profit-center reports can be displayed both in a standard hierarchy and in alternative profit-center hierarchies.

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Further Integration Aspects

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Figure 150: Real Estate Controlling

Figure 151: Reports for Integration-Related Issues

Call up the following reports to see what data has been maintained: •

Controlling/Settlements - Controlling RE Objects - Non-Cumulative Values One Currency - By Objects - Actual/Commitments/Plan/Variances

A commitment comes from an order (MM integration). You can view data from Asset Accounting if the depreciation of an asset is assigned to an internal order. The asset must be assigned to a property or a building. If a maintenance order

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Figure 152: Integration of RE-FX and PSCD: Contract Accounts Receivable and Payable (PSCD)

Debit-side rental postings are posted to contract accounts in SAP PSCD. Separate contract accounts are kept for each lease-out of each contract type. The contract account is assigned to the lease-out when the contract partner is assigned to the contract. The contract account can also be used for credit-side posting activities. The integration between RE-FX and FI-CA is not part of the standard system. For a solution that integrates RE-FX and FI-CA (FI-CAx), refer to SAP Note 1115688.

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exists and the functional location that is assigned to this maintenance order is also assigned to an object, the costs of a maintenance task can also be viewed in reporting.

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Figure 153: Integration of RE-FX and PSCD: Requirements

In defining the scope of the integration, you can choose between the following options Integration of contracts •

•

In accounting for the contract accounts receivable and payable, you can enter the real-estate contract or the contract object in the Contract Reference field if you are using RE-FX. Contract references are assigned a technical reference, which allows them to be used to process a contract (payment, dunning, printing correspondence).

Integration with the contract account •

You can assign existing contract accounts to the real-estate contract based on the contract type. You can also create new contract accounts for the real-estate contract.

Integration with Partner Management •

310

Business partners with the role MKK can be assigned to a real-estate contract


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Figure 154: Integration of RE-FX and PSCD: Contract Account

A new or existing contract account can be assigned to a real-estate contract. Debit-side postings for a real estate contract can be posted to a separate contract account or to a shared contract account, together with other debit postings. If you use a general contract account, you can use automated posting processing, such as collective debit-side postings or dunning notices. These can be triggered for each posting activity.

Figure 155: Integration of RE-FX and PSCD: Advantages 1/2

Master data •

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Merging of customers and vendors


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Item processing •

Decoupling of G/L and accounts receivable accounting Staggered transfer of amounts to the G/L is possible. Reduced load for G/L/improved performance

•

Collections for third parties


Transfer of payables/receivables Payables and receivables can be transferred form one business partner to another. •

Requests Use of requests (predefined posting procedures) Automatic determination of posting rules (account, RE-,PM-,PS-CO account assignment, and so on) Option to use predefined one-off postings/invoices outside of RE-FX without using SD Invoice printing Use of release processes as part of requests

Figure 156: Integration of RE-FX and PSCD: Advantages 2/2

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Automatic generation of credit memos for items collected for third parties (for example, legal charges)

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Payment run • • •

Incoming/outgoing payments across several bank accounts (without manual maintenance of the bank type for each item) Incoming/outgoing payments can be blocked separately. Any bank can be selected for each payment run; mass-payment runs can be run in parallel

• • •

Assignment of payments using all document fields Partial payments are possible without the generation of new documents (remainder document) Automatic assignment of items is possible even if the items cannot be assigned to a contract account or clarification worklist

Clarification worklist (header account for payment entries that cannot be assigned automatically) • • • •

Status management Possibility of workflow support Clarification proposals are made if an account is found but not an identical amount Comparison with previous clarification cases is possible

Returns (direct-debit mandates that are rejected due to insufficient coverage) • •

Automatic opening of the source receivable and clearing of the incoming payment Reasons for returns can be coupled with activities (correspondence, calculation of fees, payment blocks, and so on).

Installment agreements • • •

Items can be moved without changing their original due dates. Creation of correspondence, calculation of charges and interest Installment plans can be deleted automatically.

Irrecoverable debt •

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Automatic write-off of irrecoverable debt according to defined rules in a mass run.


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Incoming payments

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Figure 157: Records Management: Documents

Integration with Records Management can be used for the following real estate objects in RE-FX: • • • • •

Business entity Property Building Rental object Real estate contract

More information about Records Management is provided in the BIT 640 course.

Figure 158: Records Management - Advantages

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A Business Add-In (BAdI) can be implemented in order to meet customer-specific requirements in terms of integrating RE-FX and Records Management: • • •

Records can be created automatically when a real estate object is created. Various record models can be used for each real estate object. When documents are created, they are automatically added to existing records.



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Lesson Summary You should now be able to: • Describe where to find these integrated elements and how to process them. • Describe the level of integration.



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Lesson: Information System

Lesson: Information System Lesson Overview Real Estate Portfolio Reporting → BI

Note: Refer to the following units for other aspects of integration: General ledger and auxiliary ledger accounting: Unit 3 Accounting This lesson is not part of the standard course and might not need to be covered.


Describe the level of integration.

Business Example You receive a malfunction report regarding one of your real estate objects, so you start unscheduled maintenance work. You want to assign construction and maintenance projects to a business entity. You want to use your real-estate objects in conjunction with asset accounting. You need to implement masspayment runs. You require real-estate-specific reporting and you use BI. You want to introduce a document management system and a digital building record.

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SAP Records Management


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Figure 159: Overview of Reporting in RE-FX 1/5

You can use the standard reports delivered with ECC 6.0 or the BI for RE-FX reports that are preconfigured in for RE-FX. The following pages, which are based on the RE-FX Solution Map, explain how individual reporting requirements can best be supported.


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What content is available in BI? •

Predefined Business Content for Real Estate Management processes for: Owner-occupied real estate Commercially used real estate

•

Extractors for Info Sources


• •

BI Content 3.5.3 Add-On for SAP NetWeaver 2004 BI Content 7.01 Add-On for SAP NetWeaver 2004s


Improvements and Corrections in BI Conditions •

SAP Note 909997 When conditions are extracted for contracts, the condition amounts are also expressed in the individual rental objects specified in the contract.

•

SAP Note 930528 Due to enhancements of the Conditions InfoSource, it is now possible to distribute conditions to objects other than rental objects. Object groups are now expanded into individual objects, such as: rental object, WBS element, cost center, and so on.

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Business Content for Flexible Real Estate Management is integrated into SAP NetWeaver 2004 and SAP NetWeaver 2004s:


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Cash Flow •

SAP Note 903642 With this Note, the “Cash Flow” InfoCube was enhanced with the “Cash Flow Status (Actual/Plan)” and “Cash Flow Origin (Object Cash Flow/Payment Cash Flow)” InfoObjects.

Master Data For internal use by CSC only

SAP Note 911117 Previously, problems could occur in relation to individually agreed renewal rules of a contract. These problems were eliminated by enhancing the “Contract” InfoSource with the “Type of renewal” and “Type of automatic renewal” characteristics.

•

SAP Note 895197 This Note enhances the RE-FX extractors for conditions, measurements, CO data, CO line items and cash flow with the “Object type” (OBJTYPE) selection criterion. It is now possible to extract transaction data for a specific object type (for example, business entities).


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BI for RE-FX offers the following benefits: •

Integration of planning and simulation Flexible and enterprise-wide planning support at all levels of planning (strategic and operational).

• •

Homogenization of the system landscape Enterprise Data Warehousing


•

Preconfigured Business Content Best-Practice models, tailored to the requirements of users and industries

• • • •

Adaptability Usability Web Reporting Query, Reporting and Analysis Multi-dimensional analysis and reporting (OLAP). Functions for static, mathematical analysis (Data Mining).

•

SAP Strategic Enterprise Management as an add-on Strategy Management Performance Management Enterprise Consolidation

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Data is extracted from various information sources (SAP and non-SAP), homogenized and merged

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Figure 164: Changes in Reporting with EHP 4 - 1/2

EHP 4 also provides time-slot management for reports. Independent of the selection criteria on the initial screen, you can choose a time slot for the value selection on the initial screen of the report. The results of the report are then adjusted accordingly.

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Figure 165: Changes in Reporting with EHP 4 - 2/2

Figure 166: SAP NetWeaver Business Intelligence

SAP SEM integrates all processes from planning, reporting, analysis, and evaluation providing the answers you need to questions about changing business areas. SEM also creates a connection between financial data (representing past business success) and operational and tactical corporate management.

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Key functions in SEM include: •

•

•

•

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Strategic management : SAP SEM helps enterprises coordinate their overall strategy with the operational strategies of individual business areas, for example, with the mapping of Balanced Scorecard models, strategic maps, and value-chain diagrams. Performance tracking : SAP SEM supports monitoring of strategic success factors across all business areas with performance scorecards and benchmarking functions. Planning and simulation : SAP SEM enables unified planning, budgeting and forecasting across hierarchies and regions, based on individual scenarios or dynamic simulation models. Consolidation : SAP SEM supports consolidation by allowing you to merge planned figures and actual results, taking into account all regional-specific legislation and management reporting requirements. In addition, SRM helps management to fulfill legal requirements as well as any requirements relating to enterprise-wide data preparation and consolidated reporting. Stakeholder Relationship Management : SAP SEM can be used to communicate strategic investment information to investors and stakeholders. Feedback relating to this information can also be supplied via the Internet.

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Exercise 8: PM Integration: Service Notification. PM Order and Settlement Exercise Objectives


Business Example A tenant reports a malfunction. You create a service notification and carry out the maintenance process. After successful confirmation, you settle the costs incurred to your administration building.

Task 1: Creating a service notification and a PM order 1.

Display the functional location assignment in the usage view for your building 1000/1##/1. Hint: The assignment was set in Customizing in such a way that the functional location is created automatically.

2.

Create a service notification for the functional location that has just been assigned. Specify a notification text and a short description of the error and create a PM order directly from the service notification. Choose order type PM01, planning plant 1000, business area 9100, and work center ELEKTRIK/1000. Plan the duration of the work as 2 hours. Calculate and display the planned costs. For your PM order, define the administration building (1000/1##/1) as the receiver object of the CO settlement rule, so that you can settle the actual values of the maintenance order to the relevant building. Release your order and save it.


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After completing this exercise, you will be able to: • Start the maintenance process from the real-estate object. • Create a service-notification 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 administration building (usage view).


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Task 2: Confirming activities and completing the maintenance process 1.

To post actual costs, enter an individual confirmation for your PM order. The activity actually took 6 hours (not 2). Save your maintenance order.

Task 3: 1.

Settle the costs incurred to your building. Use the individual settlement, which you can find in the completion activities of the plant maintenance process. Settle the current period. First, execute a test run and then check for errors in the displayed log and the details list. Carry out the update run. Check the details list again and view the controlling document.

2.

Display the “Real estate objects – actual line items” cost report and view the result of your maintenance task.

Task 4: Create an asset master record for your residential building in usage view (1000/1##/1).

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1.

Release your building 1000/1##/1 for account assignment and save the released building.

2.

Create the asset master record with the Asset Class 1100. Use 9100 as the business area. Save your building and (and the asset master record). Display the asset master record that you created and view the assigned account assignment object.


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Settling the costs to the RE-FX object “building”

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Solution 8: PM Integration: Service Notification. PM Order and Settlement Task 1: Creating a service notification and a PM order Display the functional location assignment in the usage view for your building 1000/1##/1. Hint: The assignment was set in Customizing in such a way that the functional location is created automatically. a)

In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) Checking the functional location assignment. Choose the icon to the left of the Buildings entry and call up your administration building in My Objects (1000/1##/1). Double-click the master record of your administration building with the ID 1000/1##/1. Display the Assignments tab where you will find the number of the assigned functional location in the object hierarchy area. Below the object-hierarchy area, you will see tabs called Functional Location, Notifications and Orders, which you can use to display details of the assignment.

2.

Create a service notification for the functional location that has just been assigned. Specify a notification text and a short description of the error and create a PM order directly from the service notification. Choose order type PM01, planning plant 1000, business area 9100, and work center ELEKTRIK/1000. Plan the duration of the work as 2 hours. Calculate and display the planned costs. For your PM order, define the administration building (1000/1##/1) as the receiver object of the CO settlement rule, so that you can settle the actual values of the maintenance order to the relevant building. Release your order and save it. a)

Creating a service notification with a PM order. First, enter your building 1000/1##/1 with already the case.

(Released), if this is not


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1.


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Display the General Data tab and check the System Status field at the (Release) to change the bottom. If the status is not REL, choose status to Released. Display the Assignments tab and select the Notifications tab in the lower half of the screen. Choose (Create Notification) to create your service notification. Then choose Service Notification. For internal use by CSC only


Specify the text of a notification and a short description. Create a PM order directly from the menu bar by choosing: Maintenance 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

ELEKTRIC/1000 (electrical maintenance)

To confirm, choose

(Continue).

Make an entry in the Work durtn field. Enter 2 (hours), choose (Calculate costs), and display the Costs tab. Specify your administration building in the usage view as the receiver of the CO settlement rule (in the menu bar). Choose Goto→ Settlement Rule. Choose Without Default. Enter the following data: Field Name or Data Type

Values

Cat

BU

Settlement Receiver

1000/1##/1

%

100

To exit the settlement rule, choose Choose

.

(Release) to release the order, and

(Save) to save.


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Task 2: Confirming activities and completing the maintenance process 1.

To post actual costs, enter an individual confirmation for your PM order. The activity actually took 6 hours (not 2). Save your maintenance order. In the SAP menu, choose: Logistics → Plant Maintenance → Maintenance Processing → Completion Confirmation → Entry → Individual Time Confirmation (IW41) In the Order field, enter your order number and confirm by pressing ENTER. Enter 6 in the Actual Work field and then choose your entries.

(Save) to save

Task 3: Settling the costs to the RE-FX object “building” 1.

Settle the costs incurred to your building. Use the individual settlement, which you can find in the completion activities of the plant maintenance process. Settle the current period. First, execute a test run and then check for errors in the displayed log and the details list. Carry out the update run.


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a)


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Check the details list again and view the controlling document. a)

In the SAP menu, choose: Logistics → Plant Maintenance → Maintenance Processing → Completion → Individual Processing → Settle (KO88) Settle the costs incurred to your building.


Place the cursor in the Order field, and press F4. Display the PM orders using order list tab to search for your order number. In the Functional location field, enter the value BU 1000/GR no./Building and choose to start the search. Double click your order and enter the following data: Field Name or Data Type

Values

Settlement period

Current month

Fiscal Year

Current year

Processing type

Full settlement

Test Run

X

Choose

to execute a test run.

Choose to display the details list. Here, the number of your PM order is shown as the sender and your building GE 1000/1##/1 is shown as the recipient. Choose twice to exit the list and return to the selection screen. Deselect Test Run and choose to perform the settlement. PressChoose to display the details list again, choose Accounting Documents, and double-click Controlling Document. Expand the document to view the complete assignment.


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If your user is not yet assigned to a controlling area, a dialog box appears to enable you to make this assignment. In the Controlling Area field, enter 1000 and choose (Save) to save your entry.

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2.

Display the “Real estate objects – actual line items” cost report and view the result of your maintenance task. a)

Display the cost report. In the SAP menu, choose Accounting → Flexible Real Estate Management → Information System → Controlling → Costs/Revenues → (REISCOLIBD) Actual Line Items – Real Estate Objects


Task 4: Create an asset master record for your residential building in usage view (1000/1##/1). 1.

Release your building 1000/1##/1 for account assignment and save the released building. a)

Create an asset master record for your administration building in the usage view (1000/1##/1). In the SAP menu, choose: Accounting → Flexible Real Estate Management → Master Data → RE Navigator (RE80) Choose the icon to the left of the Buildings entry and call up your administration building in the usage view (1000/1##/1). Double-click the master record for the administration building with the ID 1000/1##/1. To release the building, choose Yes.

2.

(Release). Confirm the prompt with

Create the asset master record with the Asset Class 1100. Use 9100 as the business area. Save your building and (and the asset master record). Display the asset master record that you created and view the assigned account assignment object. a)

Choose

. Changes between Display ↔Change.

Display the Assignments tab, select Asset Assignment and choose (Assign). In the lower section of the screen, enter 1000 as the company code and choose (Create). Enter 1100 as the Asset Class, 9100 as the Business Area, and confirm your entries by choosing (Create). Choose

(Save) to save your building.

Call the asset master record you created by selecting it in the object hierarchy and choosing (Display object). Display the Time–Dependent tab.

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Enter the data for your company code (1000), site (1##)) and building (1). Test several report variants (for example, for several sites).


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Lesson Summary You should now be able to: • Describe the level of integration.



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Unit Summary

Unit Summary


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You should now be able to: • List all the software components (and any corresponding elements) associated with Flexible Real Estate Management. • Describe where to find these integrated elements and how to process them. • Describe where to find these integrated elements and how to process them. • Describe the level of integration. • Describe the level of integration.

Unit Summary

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Describe the activation of additional functions of Flexible Real Estate Management in Enhancement Packages. Describe the mapping of room reservations, long-term seating arrangements and move planning in Flexible Real Estate Management List the options for posting costs for room reservations and long-term seating arrangements Describe the activation of additional functions of flexible Real Estate Management in Enhancement Packages Describe the mapping of room reservations, long-term seating arrangements, and move planning in flexible Real Estate Management List the options for posting costs for room reservations and long-term seating arrangements

Unit Contents Lesson: Enhancement Packages.............................................336 Lesson: Room Reservation and Move Management ......................343 Exercise 9: Room Reservation and Continuous Seating Arrangements ...............................................................355

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Unit 8: Corporate Use

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Lesson: Enhancement Packages Lesson Overview Room reservation Continuous seating arrangements


Describe the activation of additional functions of Flexible Real Estate Management in Enhancement Packages. Describe the mapping of room reservations, long-term seating arrangements and move planning in Flexible Real Estate Management List the options for posting costs for room reservations and long-term seating arrangements

Business Example In your company, you want to use the functions for room reservations, long-term seating arrangements, and move planning. You want to post the costs for the room reservations and long-term seating arrangements according to where they are incurred. You want to use evaluations for the room reservations and seating arrangements.

Enhancement Packages

Figure 167: SAP ERP Release Strategy: Enhancement Packages

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Lesson: Enhancement Packages

Enhancement Packages provide new functions that the customer does not necessarily need but has the option of using. The customer can activate and implement these functions individually. To use the additional functions for Flexible Real Estate Management provided by Enhancement Packages you must activate the Financials Extension (EA-FIN) and the business function Real Estate. You must also activate Flexible Real Estate Management RE-FX. For internal use by CSC only

Figure 168: Enhancement Package 2: Business Function Real Estate

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You can then activate the subfunctions for Flexible Real Estate Management individually without carrying out a release change for all SAP components.


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The following subfunctions for Flexible Real Estate Management are provided with Enhancement Package 2 (Business Function Real Estate, RE_GEN_CI_1), and can be activated individually. •

• • • • • • • • •

Figure 169: Enhancement Package 4: Business Function Real Estate 2

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•

Cost efficiency analysis (method for adjusting conditions for publicly subsidized apartments in Germany; for information about the adjustment method, see the “Adjustment of Conditions” unit) Condition split (distribution of contract conditions to more than one business partner; see also the “Accounting” unit) Blocking the interface so that no retroactive changes can be made (see also the “Accounting” unit) Enhancement of CO integration (integration with Funds Management FM, transfer of planned cash flows) Graphical integration Room reservation Continuous seating arrangements and move planning Enhancements to service charge settlement (alternative posting terms for posting the settlement result, new interface for settlement) Accruals and deferrals of service charges (see the “Service Charge Settlement” unit) Cash management and forecast (see also SAP Note 156239) Other enhancements (such as the additional field Function in the property master data and alternative condition currency)

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The following subfunctions for flexible Real Estate Management are provided with Enhancement Package 4 (Business Function Real Estate 2, RE_GEN_CI_2), and can be activated individually: •


• •

The following functions can also be used without activating the subfunctions: • • • • • • • • •

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Mass-change service and additional evaluations for the cost-efficiency analysis New DataSources for BI extraction Land use management: Simplified number assignment for parcels, additional evaluations Cancelling contracts with requested notice dates (also for the real-estate search) Periodic Posting: Selection by condition type and purpose RE Navigator (displaying registrations, copying objects using drag and drop) Service-charge settlement: Status monitor, cross-settlement evaluations Sales-based rent settlement (adjusting the reports) Contract: Specifying a possession date


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•

Function for parcel of land (define the function as an additional attribute in the master data of the parcel of land; this can be used in connection with the function Tax and revenue management including property tax (PACD_TRM_&_PROPERTY_TAX) to map property taxes in the system) SCS: Rounding of receivable amount (define a rounding rule for posting the cleared settlement results in the calculation formula of the advance payment) Input tax correction according to 15a UStG (German sales/purchases tax law) BI Contract extraction (transfer additional values to the Business Information Warehouse)

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Figure 170: Enhancement Package 4: Business Functions Corporate Real Estate and Earmarked Funds

The following subfunctions for Flexible Real Estate Management are provided with Enhancement Package 4 (Business Function Corporate Real Estate, RE_CRE_MISC): • • • • •

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Individual move dates in move planning (the move-in and move-out dates can be determined individually for specific persons involved in the move) Degrees of occupancy in long-term seating arrangements (you can specify that an employee regularly occupies a work center for only a half day) New evaluation for continuous occupancy (current and historical occupancy, evaluation and vacancy) New transactions for posting and cancelling continuous occupancies and reservations The functions described can be used immediately after the Corporate Real Estate business function has been activated. You do not need to activate specific subfunctions.


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Figure 171: Enhancement Package 5: Business Function Real Estate 3

The following subfuctions for Flexible Real Estate Management are available with Enhancement Package 5 (Business Function Real Estate 3, RE_GEN_CI_3: • • • •

• •

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Surcharges can be calculated on Basis of Contract Conditions within Service Charge Settlement. Within the Contract dialog you can start the periodic Pposting for this contract using the menu path Extras -> Post Contract. Tax Transfer in Service Charge Settlement can be used to calculate the tax on receivables with the same tax percentage as the tax on the costs. You can use the Integrated Posting functionality to execute the posting from both the partner-related cash flow and the object cash flow in one posting document. Rental Objects can be assigned to object mandates on a time-dependent basis. Capping rules for rent adjustment can be entered directly in the adjustment process. To use this functionality, you have to activate the separate subfunction AJ01 (Rent Adjustment: Specify Capping Rules at start of Adjustment).


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Lesson Summary


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You should now be able to: • Describe the activation of additional functions of Flexible Real Estate Management in Enhancement Packages. • Describe the mapping of room reservations, long-term seating arrangements and move planning in Flexible Real Estate Management • List the options for posting costs for room reservations and long-term seating arrangements

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Lesson: Room Reservation and Move Management

Lesson: Room Reservation and Move Management Lesson Overview


After completing this lesson, you will be able to: • • •

Describe the activation of additional functions of flexible Real Estate Management in Enhancement Packages Describe the mapping of room reservations, long-term seating arrangements, and move planning in flexible Real Estate Management List the options for posting costs for room reservations and long-term seating arrangements

Business Example In your company, you want to use the functions for room reservations, long-term seating arrangements and move planning. You want to post the costs for the room reservations and long-term seating arrangements according to where they are incurred. You want to use evaluations for the room reservations and seating arrangements.

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Lesson Objectives


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Figure 172: Room Reservation, Seating Arrangements, and Move Planning

Room reservation, continuous seating arrangements, and move planning functions allow companies to optimize the use of available rooms and determine and reduce associated costs. Rooms can be reserved for single dates or as part of recurring appointments. In addition to the reservation of the room, services (such as technical equipment and catering) can also be ordered. Continuous seating arrangements map the long-term occupancy of rooms by employees of the company. Move planning allows you to plan moves of individual employees or entire teams to other rooms or real-estate objects. The costs arising from room reservation, continuous seating arrangements, and move planning can be calculated and posted in Controlling. Room reservation, seating arrangement, and move-planning functions are based on the usage of architectural objects. Reservation objects are created from the architectural objects. The functions described above use the business partner roles TR0813 (Occupant) and TR0814 (Assignment Planner).

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Room Reservation and Move Management


Figure 173: Room Reservation

You can activate the subfunction Room Reservation in Customizing separately. Reservation objects can be generated from Architectural objects. Objects can be reserved for a certain time period with the necessary services, if required, such as catering or technical equipment for the room. Various types of reservations can be defined (for example, internal meeting, external meeting). The types of services needed for the room can be defined in Customizing You can enter reservations for individual dates as well as for recurring appointments. The cancellation procedures defined in Customizing contain the definitions for cancellation service charges, where applicable. These can be calculated on the basis of the following rules: • • •

Fixed amount Percentage of the original costs Cancellation costs, independent of the length of the original reservation

Cancellation costs can still depend on the time period between the cancellation and the planned reservation date. This means that higher cancellation costs can be incurred as a result of a short-term cancellation than as a result of a long-term cancellation.

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Figure 174: Room Reservation and Seating Arrangements: Master Data

The master data for the room reservation and the permanent seating arrangements as well as the move planning is mapped based on architectural objects. This approach enables you to map rooms. You can generate reservation objects from the architectural objects depending on the object type. From a technical point of view, the reservation objects correspond to the objects listed by a real-estate search. RE search requests can be created for the generated reservation objects, for the room reservation, or seating arrangements. Create one RE search request type for each reservation object type in Customizing. The names must be the same. In this way, a distinction is made between the RE search request types for the room reservation and seating arrangements, and those for the real-estate search. Define a measurement unit that can be used to define the room capacity (for example, the number of desk assignments) for the reservation objects. This measurement unit is the main criterion for the search and is evaluated in the first step of the search. Unlike for the RE search-request types for the real-estate search, no usage types or condition groups have to be assigned for the RE search-request types for the room reservation and seating arrangements. Instead, condition types and a price basis are assigned to the RE search-request type.

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Figure 175: Room Reservation and Seating Arrangements: Business Partner

The following business-partner roles are used in room reservations, long-term seating arrangements, and move planning: TR0813 (Occupant) TR0814 (Assignment planner) TR0817 (Reservation requester) •

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These business-partner roles should be assigned to the real-estate objects (for example, offered objects and the RE search request) that are relevant for the room reservations and seating arrangements in Customizing. You can use the Organizational Management functions (SAP component Human Capital Management) to assign a cost center to the business partner. This assignment can be used to post the costs for room reservations and seating arrangements.


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Figure 176: Room Reservation Process

Figure 177: Room Reservation : Outlook

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The following functions are available in the Microsoft Outlook calendar: • •


Figure 178: Continuous Seating Arrangements

In addition to room reservation, Enhancement Package 2 also includes functions for continuous seating arrangements and move planning. The subfunction continuous seating arrangements and move planningcan be activated separately. As part of continuous seating arrangement, reservation objects are created for architectural objects. For reservation objects, you can specify which employees have their work centers there. The architectural object types to be taken into account are defined in Customizing. You can map internal rental without having to create a separate contract using the continuous-seating-arrangement function. This is particularly important when mapping internal rental in large companies with numerous rooms and high internal tenancy. Business partners of role TR0813 (Occupant) are used with room reservations. Business partners are assigned to positions in Organization Management.

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• • • •

Display information about the rooms Search for available rooms, including necessary technical equipment, for certain times Define periodic dates, even with different rooms, if required Display available services (such as catering) Calculate incurred costs Enter and cancel room postings


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Organizational units are created with the relevant positions and master cost centers. The transactions PPOCE (Create Organization and Staffing), PPOME (Change) or PPOSE (Display) are called from the menu path Human Resources –> Organizational Management –> Organizational Plan –> Organization and Staffing.



The business partner role TR0814 (Assignment planner) is also used in move management.

Figure 179: Apportionment of Occupancy Costs

The calculated costs of seating arrangements can be transferred to Controlling and posted there according to the causer. Additional services, such as catering, can be ordered when reserving a room. The costs incurred by this are also assigned to the cause. Even cancellation costs can be calculated and assigned to the cause. For this, you must define cancellation schema and rules for calculating the cancellation costs (for example, independent of the original occupancy costs) in Customizing. The costs incurred can be assigned either automatically or manually to the required account assignment objects (such as a project or order). The costs can even be divided among more than one account assignment object. The incurred costs are posted as part of periodic posting. The “Post with Posting Activity” (transaction RERAOP) function is also used. Separate posting activities can be created for outline agreements and individual reservations (CPD).

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If the price for room reservation or seating arrangements cannot be defined as an amount per time unit, the price is determined on the basis of price codes, which are defined in Customizing. In this way, for example, pricing scales can be created based on reservation type, location, technical equipment, and reservation duration.

Figure 180: Price basis

If the price for the reservation and long-term seating arrangements is a fixed price for each reservation object, this price is defined as the price per time unit for the reservation object. The calculation of the actual price is carried out based on the price basis. The following types are possible: • • • •

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Price per item (applies to each occupant) Price per room (calculated using the capacity, independent of the actual occupancy) Price per room (calculated using the actual occupancy) For the condition type used, a daily settlement is usually set up in Customizing.


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Only Controlling documents are created during periodic postings for room reservation and continuous seating arrangements (for internal usage). You can also settle the occupancy costs externally (for external usage).

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Figure 181: Price code

The price of a reservation object cannot always be entered as the fixed price for each time unit. This is the case, for example, if there are complex calculation formulas for the price depending on external and internal occupancy, pricing scales, and so on. In these cases, the price calculation is carried out based on the price code. In addition to the price code, the price may also depend on the following factors: • • •

Reservation type Reservation duration Reservation object type.

For the condition type used in the long-term seating arrangements, a daily settlement is usually set up in Customizing.

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Figure 182: Move Planning

•

•

• • •

Move planning for employees is completed with the Move Planning function, which permanently allocates a reservation object. The created move plan can be activated. Apart from moves, this function can be used to plan the move-ins (and out) of people. As part of move planning, the employees whose work centers are being moved to new rooms are determined first. The relevant rooms are also determined. Then a detailed move planning is performed. A proposal is generated for the technical infrastructure affected by the move. Moving types can be defined in Customizing (for example, internal move, move with externally commissioned companies).

Figure 183: Room Reservation and Seating Arrangements: Information System

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Figure 184: Corporate Use: Customizing

To customize additional settings for Enhancement Package 2 functions, refer to other areas of Customizing: Master Data: Architectural object types (for room reservation, seating arrangements, and move planning) Business partner: Business-partner roles (for seating arrangements and move planning) Accounting: Posting activities (for room reservation), multi-currency capability Controlling: Connection to Funds Management Adjustment of conditions: Cost-efficiency analysis

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Exercise 9: Room Reservation and Continuous Seating Arrangements Exercise Objectives


Business Example You want to reserve a meeting room. Employees of your cost center will occupy work centers in an office for a long period of time. The incurred costs must be posted. Some of your company’s employees must move to another part of the building.

Task 1: 1.

Create a reservation with the reservation object type meeting room small. Choose internal meeting as the reservation type. Enter a name for your reservation in the Description field. Choose a time zone and enter a date for your meeting in the Valid From field. Define the length of the meeting. Search for available meeting rooms. Select an appropriate meeting room from the list. Enter the business partner Lars Mueller (business partner number 1) as the requester. Enter the business partner HR510-09 (business-partner number 38) as the occupant. Four people will take part in the meeting. The meeting participants meeting should be offered lunch as an additional service.

Task 2: 1.

Determine the costs for the reservation of the meeting room. Check the list of costs and correct it if necessary.


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355


After completing this exercise, you will be able to: • Create a room reservation and continuous seating arrangements. • Plan a move.


RE200

Task 3: 1.

Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate cost center, for example, Cost Center 1000 (Corporate Services, controlling area 1000). Simulate the posting of the costs. Then perform an update run of your posting.


1.

356


Task 4: For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function.


2010

RE200


Solution 9: Room Reservation and Continuous Seating Arrangements Task 1: 1.

Create a reservation with the reservation object type meeting room small.


Enter a name for your reservation in the Description field. Choose a time zone and enter a date for your meeting in the Valid From field. Define the length of the meeting. Search for available meeting rooms. Select an appropriate meeting room from the list. Enter the business partner Lars Mueller (business partner number 1) as the requester. Enter the business partner HR510-09 (business-partner number 38) as the occupant. Four people will take part in the meeting. The meeting participants meeting should be offered lunch as an additional service. a)

Create a reservation with the reservation type meeting room small. In the RE Navigator, change the display to My Objects. Choose Reservations, right-click and choose Create. Select the Reservation Object Type “meeting room small”. Select the reservation type internal meeting. Enter a name for your reservation in the field Description. Enter a time zone in the Time Zone field, for example, CET. Enter a date for your meeting (such as tomorrow) in the Valid From field. You can select the date using the drop-down list by choosing . In Appointment Starts, enter the time your meeting begins, for example, 09:00:00. In the End of Appointment field, enter the time your meeting ends, for example, 11:00:00. Choose

(Find Reservation Objects) .


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Choose internal meeting as the reservation type.


RE200

The system displays a list. Select an entry that is available (the date is displayed with a green box to the right of the dialog box) by clicking the button to the left the dialog box. The selected entry is now highlighted in a different color. Confirm your entries with

(Continue).

Enter the value 1 for the requester under Costs in the shorter field to the right. For internal use by CSC only

Press ENTER on your keyboard. The Cost Center field is now filled automatically. Enter the value 4 in the Number of Attendees field in the Attendees section. In the Services section, choose

(Services).

Set the indicator for Lunch in the dialog box. Confirm your entries by (Continue). choosing Enter the quantity 4 in the next dialog box. Confirm your entries by choosing (Continue). Save your reservation either by pressing Ctrl+S or by choosing (Save).


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Enter 38 for the occupant in the second shorter field to the right.

RE200


Task 2: 1.

Determine the costs for the reservation of the meeting room. Check the list of costs and correct it if necessary. a)

Determine the costs for the reservation of the meeting room.


Select the Reservation Object Type “meeting room” small. Enter your user name in the Person Responsible field. Select Execute

to run the report.

Check whether the determined costs for the room reservation are correct. From the menu item Room Reservations and Long-Term Seating Arrangements, choose the Costs of Reservation Object function. Choose the Reservation Object Type “meeting room small”. Now enter your user name in the Person Responsible field. Change the reservation costs in the displayed list. You can either change the costs individually in each line or carry out a global change . Save your entries .


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From the menu item Room Reservations and Long-Term Seating Arrangements, choose Costs of Reservation/Occupancy.


RE200

Task 3: 1.

Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate cost center, for example, Cost Center 1000 (Corporate Services, controlling area 1000). Simulate the posting of the costs. Then perform an update run of your posting. Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate cost center, for example, Cost Center 1000 (Corporate Services, controlling area 1000). Simulate the posting of the costs. Then perform an update run of your posting. From the menu item Room Reservations and Long-Term Seating Arrangements, choose the Posting of Reservation/Occupancy (REORCOSTPOSTRS) function. Choose the Reservation Object Type “meeting room small”. Enter your user name in the Person Responsible field. In the Period field, choose a date range suitable for the period of your reservation. Choose today’s date as the Posting Date. Choose the current month for the Period. Enter today’s date as the Document Date. Select Simulation as the Execution Mode. Choose Execute

to run the posting.

Check the costs displayed. Execute your posting a second time using an update run.


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Task 4: 1.

For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function. For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function. From the menu item Room Reservations and Long-Term Seating Arrangements, navigate to the section Occupancy and select the Continuous Occupancy Mass Processing function. Choose Add Reservation Object

. Choose Offered Object.

Search for suitable offer objects. You can either restrict the person responsible to your own user name or run an analysis of all continuous seating arrangements stored in the system. If you run an analysis of all continuous seating arrangements, be careful not to change the data of other users. Check the capacity

in the upper area of the screen.

In the lower area of the screen, choose Display Plan Entries

or

.

Filter the list in the lower area of the screen by account assignment objects, if required (cost center 1000 (Corporate Services, controlling area 1000)).

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Lesson Summary


362


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You should now be able to: • Describe the activation of additional functions of flexible Real Estate Management in Enhancement Packages • Describe the mapping of room reservations, long-term seating arrangements, and move planning in flexible Real Estate Management • List the options for posting costs for room reservations and long-term seating arrangements

RE200

Unit Summary

Unit Summary


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363


You should now be able to: • Describe the activation of additional functions of Flexible Real Estate Management in Enhancement Packages. • Describe the mapping of room reservations, long-term seating arrangements and move planning in Flexible Real Estate Management • List the options for posting costs for room reservations and long-term seating arrangements • Describe the activation of additional functions of flexible Real Estate Management in Enhancement Packages • Describe the mapping of room reservations, long-term seating arrangements, and move planning in flexible Real Estate Management • List the options for posting costs for room reservations and long-term seating arrangements

Unit Summary

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2010






Unit Objectives After completing this unit, you will be able to: • • • • • • •

Explain the range of functions for the Business Data Toolset (BDT) in RE-FX Describe the BDT application areas Explain the implementation procedure using the real-estate contract as an example Describe the application areas for BAdIs in RE-FX Illustrate the uses of BAdIs Explain the implementation procedure

Unit Contents Lesson: Tools: Business Data Toolset .......................................366 Lesson: Tools: Business AddInn..............................................376 Lesson: Tools: Correspondence ..............................................382 Exercise 10: Room Reservation and Continuous Seating Arrangements ...............................................................387

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Tools

Unit 9: Tools

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Lesson: Tools: Business Data Toolset Lesson Overview


• • •

Explain the range of functions for the Business Data Toolset (BDT) in RE-FX Describe the BDT application areas Explain the implementation procedure using the real-estate contract as an example

Business Example

Figure 185: BDT - Design

The Business Data Toolset (BDT) is a central control tool used for the maintenance of master data and simple transaction data. In addition to dialog maintenance, the BDT also supports using direct input or function modules for maintenance activities. Furthermore, BDT makes available generic object services for consistent recurring requirements, such as document list changes, field modifications, and the deletion program. The BDT controls these objects as well as their generic parts and calls

366


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RE200

Lesson: Tools: Business Data Toolset

the applications using predefined interfaces (control tables and call-up points). The applications carry out application-specific enhancements, such as reading and writing application tables in the database. SAP uses the BDT for the maintenance of multiple application objects. Customers and development partners can use BDT interfaces to expand these application objects without making modifications. For reasons that concern a development tool in the ABAP Workbench, the BDT does not support non-SAP application objects belonging to customers or development partners . For internal use by CSC only


2010


367

RE200

Figure 186: BDT - Data Maintenance Function

•

•

• •

•

•

•

368

Extensibility: You can use the enhancement for various parts of the dialog, such as screen layout, screen sequence, program logic, menu, and field modification, through several layers without making modifications. Configurability: You can use application developers (maintenance of BDT control tables) or customers (Visual Configuration Tool) to adjust the screen layout and screen sequence. Divisibility: The maintenance of large object parts can be broken down into parts. Alternative user interfaces: Interfaces and program logic are separate in BDT. The program logic of the application lies entirely within the function modules. They are called at defined times. This feature enables you to replace the SAP GUI interface with another interface. Usability:In addition to the RE-FX components, other application objects also use the advantages of BDT. Various application objects share the same design objectives. Faster development: The BDT controls the dialog. The business functions are realized by the applications. Furthermore, the BDT offers some services that can be integrated in the applications. Generic object services: These include direct input, transfer mode, and field control.


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Unit 9: Tools


Figure 187: BDT - Processing a User Action 1/2

If the user performs a user action (such as pressing the enter or function key, or choosing a menu function or a push button), the control switches back to the ABAP runtime system on the application server. Screen fields are transported to the structure that functions as an interface for the screen, and a special processing block belonging to the screen is triggered. This processing block is always carried out immediately following a user action (Process After Input, (PAI)). PAI contains coding that is tied to the screen. Other interfaces must call a screen in the background to obtain coding, or the code must be replicated during development. This plays a key role for the check logic.

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RE200

RE200

Figure 188: BDT - Processing a User Action 2/2

SAP applications, development partners, SAP industry solutions, and customers can expand an application object (such as, SAP GP (BUPA)). All applications are assigned to one application object only. Each application always has one or more of its own function groups. Memory areas are isolated one under another when separate function groups are used for each application. The function groups in BDT are not subject to Customizing. Only the BDT content, such as screens and function modules, are entered in the BDT control tables. One function group includes all program objects associated with an application, for example: • • • • • • • • • •

370

Function modules for the call-up points (Service) Function modules (GET/COLLECT) PBO/PAI modules Subscreens Update program Addendum: Function modules Function modules are like subroutines (forms). They encapsulate coding and data. The data can be accessed only through function module interfaces. Function modules are run by means of their names. Each function module has a unique name in the SAP system. Function modules have a defined interface, which can be expanded.


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Figure 189: BDT - Screen Sequence

The BDT screen-sequence dialog has the following hierarchichal structure. •

Screen sequence (contains one or more screens) –

Screens (contain one or more sections) –

Sections (contain one or more views) Views (contain one or more field groups) Field groups (contain one or more screen fields) All views correspond to a screen in the DWB (type: subscreen).

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Figure 190: BDT - Realization Procedure 1/2

• • • •

•

372

Call the master data table in transaction SE16 and open the relevant table in the display mode. Open the field list in the Include row. The Include is called CI_YYY, where YYY is the name of the master-data table. Enter the fields you want to create, using the required naming convention (a field name must begin with YY or ZZ). Copy the relevant function group in transaction SE80 and put it in the customer namespace. The naming convention requires that the name of a copied function module or function group begins with ZZZ_RExx. ZZZ is the character defined for the customer namespace; xx is the placeholder for each object code (for example, GC for the contract). The number of the screen that was also copied is 901. Fields are based on the structure that is globally defined in the function group; the structure contains the fields for customer include. If necessary, you can also enter other modules in the flow logic and integrate the source text of the related module and forms into the framework program of the function group. Note that you will need an additional PBO and PAI function module for each additional screen.


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RE200


Next, communicate your application by calling the following transaction for each application object:


REBDAO0001 - Architectural object REBDPR0001 - Property/Land REBDBE0001 - Business entity REBDRO0001 - Rental object REBDBU0001 - Building RESCSU0001 - Settlement unit REAJCG0001 - Comparative group RESCPG0001 - Participation group REGC0001 - Real estate contract


• • • • • • • • •

Figure 191: BDT - Realization Procedure 2/2

The transaction for this activity is in the Customizing menu of the affected master data object in the subsection Dialog. All settings are client dependent and must be transported. Choose Dialog → Screen Layout → Field Group, to create field groups for your new fields in the IMG menu option for each application object. The best way is to copy an entry that already exists under Dialog → Screen Layout → Views; the name of the new view must begin with the application, for example, ZZZZ01. Enter the name of your application in the field Application. In the Subscreen area, enter the program name (SAPLaaaaaa, where aaaaaa is the name of your function group) and the screen number of the subscreen that was just created. Assign the corresponding PBO modules or PAI modules.

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Figure 192: BDT - RE Objects and Tables

The above table shows the relationship between the application objects, database tables, function groups, and function modules that are offered for realizing BDT developments in the RE-FX standard system for SAP ERP 2005 ECC 6.0. The function modules that control the exchange of data between the screens and the database (PBO – Process Before Output or PAI – Process After Input) are always named RExx_RExx_PBO_EXAMPLE or RExx_RExx_PAI_EXAMPLE, where xx stand for the code of the application object.

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Views for sections are grouped together in the IMG menu under Dialog → Screen Layout → Stages. The name of the section must begin with the name of the application. The name will appear later in the screen as a frame header. Assign the views that you previously created to the section. Note that the last two places of the position number cannot be “00”.

RE200


Lesson Summary You should now be able to: • Explain the range of functions for the Business Data Toolset (BDT) in RE-FX • Describe the BDT application areas • Explain the implementation procedure using the real-estate contract as an example For internal use by CSC only


2010


375

Unit 9: Tools

RE200

Lesson: Tools: Business AddInn Lesson Overview




Describe the application areas for BAdIs in RE-FX Illustrate the uses of BAdIs Explain the implementation procedure

Business Example

Figure 193: BAdI: Definition

376


2010

Lesson: Tools: Business AddInn



RE200

Figure 194: BAdI: Documentation

Figure 195: BAdI: Integration into the Enhancement Concept

Enhancement spots: •

2010

Enhancement spots carry information through points for which enhancement options must be created. Multiple enhancement options of a repository object can be managed by one enhancement spot and vice versa; multiple enhancement spots can be assigned to one enhancement option.


377

Unit 9: Tools

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Enhancement implementations: • •

•

•

•

Figure 196: BAdI - Possible Uses

Substitutions and validations can be defined using Business Add-Ins (BAdIs).

378


2010



•

With enhancement spots, there is a difference between enhancement options and their management. With an enhancement implementation, there is a difference between the actual enhancement and its management. A simple enhancement spot for BAdIs can have multiple BAdI definitions as enhancement-spot element definitions. These enhancement-spot element definitions can be used to semantically group BAdIs that would otherwise be unrelated in the system. This same structure is used by the enhancement implementations. One BAdI can be implemented by several BAdI implementations, which are managed by enhancement implementations. A simple enhancement implementation for object plug-ins can contain several BAdI implementations of an enhancement spot (as enhancement implementation elements); the simple enhancement implementation can implement a BAdI more than once. As a result, multiple enhancement implementations can be assigned to one enhancement spot. In the above figure, BAdIs A, B, and C are managed by a shared enhancement spot for which there are two enhancement implementations on the implementation page. The first enhancement implementation manages each implementation of the BAdIs A and B; the second manages the implementations of BAdIs A and C. A BAdI is always assigned to the same package as the enhancement spot to which it belongs.

RE200


Substitution example: The usage type of a rental object determines the business area of a contract. The system uses the rules saved as BAdIs to automatically fill in the business-area field in the contract depending on the usage type of the related rental object. If you cannot change the values that are automatically maintained, use the field status control to set this field to display.


Figure 197: BAdI: Implementation Tips

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379


Validation example: The usage type of a rental object determines the permitted values for a business area of a contract. The system uses the rules that are saved as BAdIs to check the entries in the field business area of the contract depending 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.

RE200

Figure 198: BAdI: Jump to Customizing

Transaction SE18 allows you to create the BAdI definition. If you are using open hub, the SAP system creates the definition and refers to it as “open hub transformation”. If you set the indicator Transformation with BAdI to the tab page Transformation in the interface for editing the InfoSpoke, it will take you directly to the screen where you can create the BAdI implementation. The most important information in the first screen is that you want to use the implementation (and corresponding code) based on the specific InfoSpoke. It is necessary as various InfoSpokes can have various transformation requirements. Enter the actual program codingin the Interface tab.

380


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Unit 9: Tools

RE200


Lesson Summary You should now be able to: • Describe the application areas for BAdIs in RE-FX • Illustrate the uses of BAdIs • Explain the implementation procedure



2010


381

Unit 9: Tools

RE200

Lesson: Tools: Correspondence Lesson Overview




Business Example

Figure 199: Programming Guidelines in RE-FX

SAP Note 782947 describes in detail the programming guidelines that apply to RE-FX. In particular, SAP Note 782947 illustrates the use of BAPI function modules, API function modules, and BAdIs.

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Lesson: Tools: Correspondence

Figure 200: Mass Correspondence

Forms based on smart forms and PDF-based forms do not incorporate word processing in its true sense;the forms define the layout and output characteristics of templates and, based on the templates, generate documents in the output activity. The generated documents cannot be edited directly. You can make changes to the form and form logic using simple graphic tools. In most cases no additional programming is required. To print a form, you access it in the application where you retrieve the application data. Data retrieval and form logic are separate. More information about correspondence in RE-FX can be found in workshop WDEREK (valid for Germany only).

2010


383



RE200

RE200

Figure 201: Mass Correspondence: Single Print

The single print function is called directly in object/contract processing and is available for master-data objects and contracts. The output of a single print document is for one object only, for example, an individual rental object or a particular contract. Depending on the correspondence activity used, multiple documents can be created with each output activity. The status of the object or contract being processed determines the allowed correspondence activities and applications. 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 list can contain more than one document. By double-clicking in the document list, you can display a print preview.

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Unit 9: Tools


Figure 202: Single Print: Office Application

Use the Single Print function if you want to create or print one example of a specific correspondence and archive it for subsequent processing or display. Office correspondence can be generated for the following objects: • • • • • • • • • •

Architectural object Business entity Building Property Rental object RE search request Offered object Contract offer Real -estate contract Adjustment measure

When processing a master-data object or contract, choose Print with Office Application and then select the template to be used. If more than one business partner is assigned to the object, choose the desired recipient for the correspondence. In the case of contract correspondence, the main contract 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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RE200

RE200

Figure 203: Migration from Classic RE to RE-FX

Data migration from Classic RE to RE-FX is supported only after the upgrade to ERP 6.0 (or higher) has been made within the same system and the same clients. After the upgrade, you can continue to work with Classic RE until, from a business perspective, the right moment for the actual migration arrives. Do not create RE-FX data before the migration or before the migration is complete. It is not possible to migrate process data associated with completed processes (for example, old service-charge settlements). It is possible to migrate data that is required for subsequent processes (such as information about historical rent adjustments). Data from add-ons (COA, LUM, CRE) is excluded from an automatic migration. You can use business application interfaces (BAPIs) to carry out the migration of this data after automatic migration has completed successfully. You can find more information about the migration from Classic RE to RE-FX in SAP Note 828160.

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RE200


Exercise 10: Room Reservation and Continuous Seating Arrangements Exercise Objectives


Business Example You wish to reserve a meeting room. Employees of your cost center will occupy work centers in an office for a longer period of time. The incurred costs should be posted. Some of your company’s employees are to be moved to another part of the building.

Task 1: 1.

Create a reservation with the Reservation Obj.Type meeting room small. Choose internal meeting as the Reservation Type. Enter a name for your reservation in the Description field. Choose a time zone and enter a date for your meeting in the Valid From field. Define the length of the meeting. Search for available meeting rooms. Select an appropriate meeting room from the list. Enter the business partner Lars Mueller (business partner number 1) as the requester. Enter the business partner HR510-09 (business partner number 38) as the occupant. Four people will take part in the meeting. The meeting participants meeting must be offered lunch as an additional service.

Task 2: 1.

Determine the costs for the reservation of the meeting room. Check the list of costs and correct it if necessary.


2010


387


After completing this exercise, you will be able to: • Create a room reservation and continuous seating arrangements. • Plan a move.

Unit 9: Tools

RE200

Task 3: 1.

Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate Cost Center (for example, 1000 (Corporate Services, controlling area 1000)). Simulate the posting of the costs and perform an update run of your posting.


1.

388


Task 4: For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function.


2010

RE200


Solution 10: Room Reservation and Continuous Seating Arrangements Task 1: 1.

Create a reservation with the Reservation Obj.Type meeting room small.


Enter a name for your reservation in the Description field. Choose a time zone and enter a date for your meeting in the Valid From field. Define the length of the meeting. Search for available meeting rooms. Select an appropriate meeting room from the list. Enter the business partner Lars Mueller (business partner number 1) as the requester. Enter the business partner HR510-09 (business partner number 38) as the occupant. Four people will take part in the meeting. The meeting participants meeting must be offered lunch as an additional service. a)

Create a reservation with the reservation type meeting room small. In the RE Navigator, change the display to My Objects. Choose Reservations, right-click and choose Create. Select the Reservation Object Type “meeting room small”. Select Reservation Type internal meeting. Enter a name for your reservation in the field Description. Enter a time zone in the Time Zone field, such as CET. Enter a date for your meeting (such as tomorrow) in the Valid From field. You can select the date using the drop-down list by choosing . In Appointment Starts, enter the time your meeting begins, for example, 09:00:00. In the End of Appointment field, enter the time your meeting ends, for example, 11:00:00. Choose

(Find Reservation Objects) .


2010


389


Choose internal meeting as the Reservation Type.

Unit 9: Tools

RE200

The system displays a list. Select an entry that is available (the date is displayed with a green box on the right of the dialog box) by clicking the button on the left edge of the dialog box. The selected entry is highlighted in a different color. (Continue).

Confirm your entries by choosing

Enter the value 1 for the requester under Costs in the short field to the right. For internal use by CSC only

Press ENTER on your keyboard. The Cost Center field is now filled automatically. Enter the value 4 in the Number of Attendees field in the Attendees section. In the Services section, choose

(Services).

Set the indicator for Lunch in the dialog box. Confirm your entries by (Continue). choosing Enter the quantity 4 in the next dialog box. Confirm your entries by choosing (Continue). Save your reservation either by pressing Ctrl+S or by choosing (Save).


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Enter 38 for the occupant in the second short field to the right.

RE200


Task 2: 1.

Determine the costs for the reservation of the meeting room. Check the list of costs and correct it if necessary. a)

Determine the costs for the reservation of the meeting room.


Select the Reservation Object Type “meeting room” small. Enter your user name in the Person Responsible field. Select Execute

to run the report.

Check whether the specified costs for the room reservation are correct. From the menu item Room Reservations and Long-Term Seating Arrangements, choose the Costs of Reservation Object function. Choose the Reservation Object Type “meeting room small”. Enter your user name in the Person Responsible field. Change the reservation costs in the displayed list. You can either change the costs individually in each line or carry out a global change by choosing . Save your entries by choosing .


2010


391


From the menu path Room Reservations and Long-Term Seating Arrangements, choose Costs of Reservation/Occupancy.

Unit 9: Tools

RE200

Task 3: 1.

Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate Cost Center (for example, 1000 (Corporate Services, controlling area 1000)). Simulate the posting of the costs and perform an update run of your posting. Post the rent for the meeting room, as well as the costs for any additional services (for example, lunch), to the appropriate Cost Center (for example, 1000 (Corporate Services, controlling area 1000)). Simulate the posting of the costs and perform an update run of your posting. From the menu item Room Reservations and Long-Term Seating Arrangements, choose the Posting of Reservation/Occupancy (REORCOSTPOSTRS) function. Choose the Reservation Object Type “meeting room small”. Enter your user name in the Person Responsible field. In the Period field, choose a date range appropriate to the period of your reservation. Choose today’s date as the Posting Date. Choose the current month for the Period. Enter today’s date as the Document Date. Select Simulation as the Execution Mode. Select Execute

to run the posting.

Check the costs displayed. Execute your posting a second time using an update run.


392


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a)

RE200


Task 4: 1.

For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function. For cost center 1000 (Corporate Services, controlling area 1000), you must determine which offices have permanent seating arrangements for the employees of the cost center. Use the Continuous Occupancy Mass Processing function. From the menu item Room Reservations and Long-Term Seating Arrangements, go to the section Occupancy and select the Continuous Occupancy Mass Processing function. Choose Add Reservation Object

. Choose Offered Object.

Search for suitable offer objects. You can either restrict the person responsible to your own user name or run an analysis of all continuous seating arrangements stored in the system. If you run an analysis of all continuous seating arrangements stored in the system, be careful not to change the data of other users. Check the capacity by choosing

in the upper area of the screen.

In the lower area of the screen, choose Display Plan Entries

or

.

Filter the list in the lower area of the screen by account assignment objects, if required (for example, cost center 1000 (Corporate Services, controlling area 1000)).

2010


393



a)

Unit 9: Tools

RE200

Lesson Summary You should now be able to: •



394


2010

RE200

Unit Summary

Unit Summary


2010


395


You should now be able to: • Explain the range of functions for the Business Data Toolset (BDT) in RE-FX • Describe the BDT application areas • Explain the implementation procedure using the real-estate contract as an example • Describe the application areas for BAdIs in RE-FX • Illustrate the uses of BAdIs • Explain the implementation procedure •

Unit Summary

RE200



396


2010






Unit Objectives After completing this unit, you will be able to: • • • • • • • • • •

List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions. List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions. List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions. List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions. List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions.

Unit Contents Lesson: Lesson: Lesson: Lesson:

2010

Country Specifics: Country Specifics: Country Specifics: Country Specifics:

USA..............................................399 Germany ........................................406 Italy ..............................................412 Austria and Switzerland.......................415


397



Country Specifics – optional

Unit 10: Country Specifics – optional

RE200

Lesson: Country Specifics: Great Britain ....................................421



398


2010

RE200

Lesson: Country Specifics: USA

Lesson: Country Specifics: USA Lesson Overview


• •

List which country-specific functions are available for which countries in RE-FX under ERP 6.0. Name the countries for which specific functions exist and describe the range of functions.

Business Example

Figure 204: Country Specifics: General Information

SAP Note 771098 describes the general country-specific releases and restrictions. The SAP Note also has references to other country-specific notes.

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Figure 205: Country Specifics: Current Information

SAP Note 771098 describes the general country-specific releases and restrictions. The SAP Note also contains references to other country-specific notes.

Figure 206: USA: Jurisdiction Code

Jurisdiction code regulations apply to all types of rentals. The jurisdiction code is a key that describes the tax jurisdiction. The jurisdiction code specifies the responsible tax authorities and the amount of tax that is to be paid. Enter the jurisdiction code in the posting parameters of a contract.

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Figure 207: USA: FASB 13

Definitions: A: Straight-line calculation: Straight-line calculation describes how rent payments that change during the contract term are converted into rent payments that stay the same throughout the contract term. In accrual and deferrals, the difference of the actual (unchanging) amount and of the contractually stipulated (changing) amount is taken into account.

B: Capital lease (known in Germany as leasing): At least one of the following four criteria must be met for the contract to be considered a capital lease. 1: After the leasing period has expired, ownership of the the leased goods can be transferred to the lessee, if necessary, in exchange for the commutation payment. 2: The leasing contract contains a purchase option for the lessee upon conclusion of the contract. 3: The leasing contract is in effect for more than 75% of the estimated duration of depreciation. 4: The total value of the rent payments intended for the rental period (including service charges) has been met or is more than 90% of the value of the rental object. 5: If the beginning of the rental period falls in the last 25% of the duration of depreciation, this criterion will not considered for classification. C: Operating lease/renting: “Short-term” renting

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If a capital lease is not present, an operating lease is used.

Figure 208: USA: FASB 13 - Calculation Examples

Additional calculations: 1: Standard situation: Sum of rent paid: 1,000 x 9 months = 9,000 Straight-line condition based on 12 months: 9,000: 12 months = 750/month

2: Rent adjustment (not retroactive) Sum of rent paid: 1,000 x 3 months (April to June) + 1,100 x 6 months (July to December) = 9,600 Rent paid up to June 30, 2008: 750/month x 6 months = 4,500 Residual value of contract after increase: 9,600 - 4,500 = 5,100 Straight-line condition for the period prior to the increase (January to June): 750/month compare to calculation example in standard situation

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Straight-line condition for the period after the increase (July to December):



5,100/6 months = 850/month

Figure 209: USA: FASB 13 - System Representation

Customizing procedure: • • • • • • • •

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Define and create condition types for straight lining. Create transaction types for straight-lining conditions. Assign transaction type to reference flow type. Create account symbols for straight-line postings. Replace account symbols (set accounts for straight-line postings). Assign transaction types to account symbols (normal and straight-line postings). Create condition groups and assign conditions (group all straight-line conditions in one condition group). Assign contract conditions to straight-line conditions.


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Procedure for implementing a BAdI: • •

•

Figure 210: USA: FASB 13 - New features with EHP 4

The date values for the possession dates (start/end) define the period in which the tenant is allowed to use the object. According to FAS 13 rules, this is the period that should be set for the straight-line calculation. The start/end dates of an object, an object group, or all objects that are assigned to a contract do not(normally) need to correspond to the start/end dates of the contract. EHP 4 provides the RE contract with additional fields for entering the possession dates (start/end). The relevant start date for the straight-line calculation is the date of the start of possession, and not the contract start date. The start of possession may be before the contract start date.

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•

Contract types – Define contract categories relevant to straight lining. Straight-lining conditions – Create a table that contains the relevant definitions for straight-lining conditions. Change class attribute “MC_CONDTABLE_FAS13” and method “_GET_CONDTABLE_FAS13”. Determine the contract start date using either the Contract Start field or a customer-specific field. The date defined will be the start date for straight-line calculation. Note that the field must be used as a class attribute. Delete the CO assignment.

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Lesson Summary You should now be able to: • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions. For internal use by CSC only


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Lesson: Country Specifics: Germany Lesson Overview


After completing this lesson, you will be able to: • •


Business Example

Figure 211: Germany: Property Management

SAP ERP 6.0, integrated with flexible real-estate management, is a real-estate solution that SAP developed for the German market.

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Lesson: Country Specifics: Germany

•

Land register

•

– Land register pages Cadaster

•

– Parcel – Parcel updates Public property registers

•

– Site contamination – Easements – Development plan – Site protection Property contracts

•

– Purchase – Land lease – Leasehold – Easements Tax documents – –



The following master data and contracts are shown:

Assessed values Municipal fee notice

Figure 212: Germany: LUM - Data Model

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Linking the GIS to land-use management enables you to visualize the position of the object and calculate parcel rent spaces using extraction operations in GIS.

• • • • • •

Business entity: GIS business entity Property: GIS property Building: GIS building Parcel: GIS parcel Assessed value: GIS assessed value Contract: GIS contract area

•

Changes to the master data in ERP 6.0 are imported from the GIS. In the process, alphanumeric data relating to the parcel and property is also transferred to the GIS and can be saved again, which allows GIS to be used in a self-sufficient way. Extraction results between parcels and other object classes (contract areas, business entities, buildings, land, and assessed values) are exported from GIS to ERP 6.0.

•

The data records are written into the appropriate tables for parcel rental spaces and the breakdown of contract areas, which saves you time and effort as you do not have to enter the information manually. •

You can find more information about LUM in workshop WDELUM.

Figure 213: Germany: Condominium Owners Association Management 1/2

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You can create a link to a GIS object for the following real-estate objects:

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Objects that belong to the managing company are mapped and rented by the managing company. Objects that have a mandate from the condominium owners association are entered through the definition of the mandate in a mandate company code. See the reference company code, which acts as a template for mandate activation, for creating the mandate company code. For internal use by CSC only

All identical objects (in different company codes) are linked together. You can find more information about COA management in workshop WDEWEG.

Figure 214: Germany: Condominium Owners Association Management 2/2

Privatization Purchased objects are transferred from the manager company code to the mandate company code. Contracts Assessment contracts (and their respective owners) are represented in the mandate company code. Management contracts are mapped in the mandate company code as vendor contracts. Lease-outs of one’s own objects are represented in the manager company code. Lease-outs related to condominium ownership are mapped in the company code of the condominium owner. Owner settlement You can build up the infrastructure and enter costs in the mandate company code, which you can use to determine the owner settlement and tenant settlement. Annual budget

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Mandates related to the ownership of different condominium owners, are mapped in ONE (condominium owner) company code.


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Annual budgets are created at the settlement-units level. Assessments can be adjusted on the basis of annual budgets.



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Lesson: Country Specifics: Italy Lesson Overview




Business Example

Figure 215: Italy: Tax Depreciation - Overview

Figure 216: Italy: Municipal Real Estate Tax 1/2

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Lesson Objectives

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Figure 217: Italy: Municipal Real Estate Tax 2/2

Figure 218: Italy: Registration Tax

Figure 219: Italy: Stamp Tax

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414


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Lesson: Country Specifics: Austria and Switzerland

Lesson: Country Specifics: Austria and Switzerland Lesson Overview




Business Example

Figure 220: Austria: Current Occupancy Principle

When you are carrying out a settlement using the “current occupancy principle”, you can enter a key date for determining the settlement receiver. If you do not enter an occupancy contract for this key date, the settlement result is posted as a vacancy.

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For the measurement type, you can also specify that the calculation should take place for a key date that was also set during settlement. The measurement amounts determined in this way are then set as an assessment basis when calculating the settlement result for the entire settlement period. To use the current occupancy principle, the advance payment must be posted as revenue. •

Current occupancy principle


Activation for every rental object Calculation of settlement result based on fixed key dates Key date for settlement receiver, measurement, and service-charge key Calculating the advance payments to be charged (BAdI)

Advance payment as revenue Advance payment as statistic condition for rental object • • •

Calculation/allocation of non-deductible input tax on all contracts/objects assigned to the key date Service-charge keys are defined based on project. Data exchange with settlement company

S-tape = D-tape •

Heating-costs settlement

Tax rates: 10% hot water, 20% heating

Figure 221: Austria: Main Rent Statement

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– – – –

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The main rent statement is a comparison of revenue and expenditures in the previous calendar year to a rental object according to section/paragraph 20 of the Austrian Tenancy Act (MRG). The main rent statement is a report that not only (or only partially) represents the actual revenue and expenditures of the landlord but also has fictive revenue and expenditure items. This rule should force the owner of the building to form a reserve, which will be used to finance proper building maintenance and useful improvements. For internal use by CSC only

The main rent statement can be created for an individual business entity, building, or several buildings of a business entity. The basis for the valuation approaches in the main rent statement are values updated in Controlling. You can also create correction documents for individual items within a settlement.

Figure 222: Austria: Overview of Available SAP Notes

Correspondence for Austria: • •

Smart form or PDF is possible. Scope of delivery – – – – – – –

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Lease-out Notice and confirmation of notice Tenant account sheet Rent adjustment Service-charge settlement Main rent statement Customer invoice


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The settlement schema includes the outline of the main rent statement. You can define multiple settlement schemata for simulations. The settlement is carried out every year.


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Third-party management and COA: •

Sales tax on maintenance costs (maintenance reserve) are determined and calculated based on section/paragraph 31 of the COA. –


•

Automatic transfer of caretaker and janitorial costs –

Using the general-interface external-data transfer in FI (program RFBIBL00)

Figure 223: Switzerland: Heating Expenses Settlement & Fuel Consumption Calculation

Fuel consumption calculation • •

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In Switzerland, fuel costs are settled according to consumption and not according to what the tenants purchase. A special fuel-consumption calculation according to FiFo evaluation procedures was developed so that you can settle this outside of material management (MM).


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Proportional determination and posting of sales tax (for every condominium ownership or tax rates based on usage type) can be carried out, if concrete measures are financed (insofar as COA considers sales as liable to tax). Planned for the next SAP Enhancement Package

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Individual heating expenses settlement • •

•

Figure 224: Switzerland: Lease-in with POR

POR = Payment Order with Reference number • • • •

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In 90% of the cases, the landlord uses a POR to charge rent. With POR, the landlord can automatically record incoming payments in a second phase and automatically balance open items. You can use the POR function to enter the POR invoice reference, submitted by the customer, into the disbursement document from the debit posting. The SAP system offers an additional function for assigning reference numbers from the POR to the appropriate document from the tenant rental agreement.


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The data medium exchange was adjusted to suit country settings in terms of the individual heating-expenses settlement. In Switzerland, the settlement is carried out by the owner or management company and not by the settlement company. As a result, SAP developed a separate data medium for Switzerland based on measurement documents. According to Swiss law, the settlement of external heating expenses imports the meter readings for individual settlement units so that the meter readings can be used to make the settlement. A posting in the transfer list is used to determine the opening balance. Purchases are normally posted afterwards.


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Lesson: Country Specifics: Great Britain

Lesson: Country Specifics: Great Britain Lesson Overview




Business Example

Figure 225: Great Britain: Quarter Days - Background

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Figure 226: Great Britain: Quarter Days

1. Calculation rules • • •

•

The same amount is paid every full period. The amount shown above is determined by dividing the annual amount of the condition by the number of periods (as defined in Customizing). In Customizing, you can mark exactly one period to which all rounding differences are added. If no period is marked, the rounding differences are disregarded so as to allow the total amount from each period to be slightly different from the annual condition amount. The due date is set based on the entire period. If periods are split (for example, if the rent amount changes in a quarter), the due date does not change.

2. Determining due dates for contract conditions •

Quarter days are used for a condition; the corresponding frequency settings are transferred for the posting parameters. The calculation method used for calculating fixed periods can be carried out according to a certain number of days or for every year.

a) Pro-rated calculation •

422

If you want to find the pro-rated amount, the calculation base will always be the number of days in the relevant period. You can find the pro-rated amount by taking the total amount for the period divided by the number of days in the period, multiplied by the number of days in the partial period for which the condition was used.


2010





Figure 227: Great Britain: Quarter Days - Calculation Rules

b) Annual computation •

If a calculation is made every year, it is based on the annual amount for each partial period. The total annual amount is divided by the number of days in the year and multiplied by the number of days in the partial period. If the partial periods are not found entirely within a leap year, two partial amounts are calculated.

3. Using the service-charge settlement and sales-based rent •

If advance payments are placed on quarter days and the settlement variant is not based on quarter days (for example, if you settle at the end of a financial year or calendar year), the advance payment for the first and last quarter is split proportional to the settlement periods. If the advance-payment frequency and settlement variant do not match, it is necessary to split the payment in this way (proportionally, regardless of whether quarter days or another condition frequency is used).

4. Restrictions a) Sales-based rent •

If you are using sales-based rent, the system does not yet allow you to enter the sales report with a reporting rule for a quarter-day period. Sales reports can only be entered for several days, months, and years.

b) Accruals and deferrals •

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If you are calculating accruals and deferrals, always calculate to the exact day, regardless of the calculation method that was selected at the condition-type level.


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Figure 228: Portugal: Rent Adjustment and Stamp Tax

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Unit Summary

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Unit Summary


426


2010


You should now be able to: • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions. • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions. • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions. • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions. • List which country-specific functions are available for which countries in RE-FX under ERP 6.0. • Name the countries for which specific functions exist and describe the range of functions.





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Course Summary

Course Summary You should now be able to:

2010

understand the following topics: Object and business-partner master data Contracts Accounting with RE-FX Adjustment of conditions Service-charge settlement Sales-based contracts and settlement Integration with other components Tools Important Customizing settings in RE-FX Country specifics




•

427

Course Summary

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Appendix 1

SAP Real Estate Customizing Menu

Figure 229: Display IMG

Under the menu path Tools → Customizing → IMG → SAP Reference IMG (or customizing project from the Customizing Worklist) you can make Customizing settings for SAP Real Estate Management (RE-FX). Alternatively, you can select transaction RECACUST. Both the Customizing setting of SAP Real Estate Management and, most important, the Customizing settings of other components related to SAP RE-FX are includes in this Customizing menu.

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1. Basic Settings

First you have to define some basic settings. These setting are related to the available functions and transactions on one the one hand and to the integration of SAP Real Estate Management into the organizational structures of Financial Accounting (Make Settings in Company Code) and Controlling (Activate Real Estate Management in Controlling Area) on the other.

1.1. Activate Real Estate Extension

Figure 231: Change View “Activate Real Estate Extension”: Details

Before you activate the Real Estate Extension (RE-FX), please read the Customizing documentation carefully. After the Real Estate Extension is activated, the transactions of Real Estate Classic are not available any more; only display functions can be used after a migration from Real Estate Classic to Flexible Real Estate Management (RE-FX). You can activate the extension separately for each client in your SAP system. To activate the Real Estate Extension, the following extensions must be active, too: • •

430

Financials Extension (EA-FIN) BTE Application (RE)


2010



Figure 230: Basic Settings

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Appendix 1:

You can activate these extensions via the Customizing paths: • •

SAP Customizing Implementation Guide → Activate Business Functions (activate Financial Extension (EA-FIN)) Flexible Real Estate Management (RE-FX) → Accounting → FI Documents Related to RE → Activate RE-FX for Financial Accounting (activate BTE Application (RE))


1.2. Activate Sub-functions

Figure 232: Activation of (sub-)application for RE-FX

As of Enhancement Package 2 for SAP Real Estate, you can activate various sub-functions separately. Please read the Customizing documentation and release information before activating a sub-function. After a sub-function is activated, several menu items in the SAP Easy Access Menu are created. Since menu items remain visible after deactivating a sub-function, please be careful when activating sub-functions only for test reasons.

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Please pay attention to the customizing documentation describing the activation of Financial Extension (EA_FIN) and BTE Application (RE).

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To activate and use selected sub-functions, you have to activate the necessary business functions first: •

Enhancement Package 2: – RE_GEN_CI_1 (Real Estate)

•

Enhancement Package 3: – RE_FM_EARMARKED_FUND (RE/FM Earmarked Funds)


Enhancement Package 4: – RE_CRE_MISC (Corporate Real Estate) – RE_GEN_CI_2 (Real Estate 2)

•

Enhancement Package 5: RE_GEN_CI_3 (Real Estate 3)

Each of these business functions provides a set of sub-functions, which can be activated and implemented separately. Before activating business functions, please read the Customizing documentation carefully. The activation of business functions can be performed under the following Customizing path: SAP Customizing Implementation Guide → Activate Business Functions.

1.3 Make Basic Settings in Company Code In this Customizing dialog, you can define settings related to different company codes. These settings are relevant for different functional areas of SAP Real Estate Management, for example: object assignment, rental accounting, tax distribution, and service-charge settlement. Please read the documentation for the various settings carefully before you define the settings. The defined settings may differ for different company codes. The company-code type defines the classification of company codes in the context of real-estate management and describes whether the managed real-estate objects belong to the company code (standard company code and manager company code) or whether the managed real-estate objects belong to a condominium ownership association or to a third party. You also have to define basic settings for the areas of rental accounting, zero tax indicators and input tax distribution, and the uniqueness of assignment of objects from other SAP components.

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•

Appendix 1:

Figure 233: Company-Code-Dependent Settings

You have to define default units of measurement ato be used in your system (for example m as unit of length, m² as area unit, and m³ as volume unit).

Figure 234: Default Units Of Measurement

Figure 235: Defaults

You can also define basic settings for rental accounting (differing condition currency), service-charge settlement and sales-based settlement (posting using cash flow). These settings are used as default settings if you process transactions in the described areas of SAP Real Estate Management. In some cases you can overwrite these defaults in a given transaction.

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2. Business Partner

Figure 236: Business Partner (1)


•

SAP Customizing Implementation Guide → Cross-Application Components → SAP Business Partner.

In this menu path you find important settings which are necessary if you want to use the SAP business partner in the context of SAP Real Estate management.

2.1. Relevant Settings for Business Partner in RE Context

Figure 237: Business Partner (2)

First you have to define groups of business partners with their number ranges. After this the roles of business partners have to be defined. SAP provides standard roles for business partners, which can be used in Real Estate Management. You can find these roles by searching for the pattern TR… (former treasury partners).

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In this customizing area you define settings related to the use of SAP business partner. Extended settings are available in the following menu path:

Appendix 1:

Figure 238: Dialog Structure

SAP business partners can be used in the following contexts: • • •

Business partner – customer (for example master tenant with customer account) Business partner – vendor (for example landlord with a vendor account) Business partner without customer or vendor data (for example correspondence partner (priv.))

Figure 239: Business Partner

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General settings for business partner, other settings for business partner, and customizing settings for address management can complete the customizing settings. These settings are not described in this course. For more information, please refer to SAP release information and SAP notes related to SAP business partner and address management.

1. Master Data In this customizing path you have to define settings for real-estate master data of the architectural and the usage view.

Figure 241: Master Data

The first section contains basic settings, which are related not only to one, but to various types of master data.

Measurement Types The definition of measurement types is fundamental for both the architectural and usage view of real-estate master data.

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Figure 240: Address Management

Appendix 1:

Figure 242: Maintain Measurement Types

For each measurement type, you must define the object types that can use this measurement type. For each real-estate object, you can choice between the following possibilities: • • • •

Property is allowed for object Property is not allowed for object Property is default for object (on screen) Property is required entry for object (on screen)

In addition, there are different settings related to service-charge settlement properties. For example, a measurement type can be relevant for apportionment and also be a consumption value or define the measurement type for ownership share.

Figure 243: Measurement Types

In further customizing dialogs you can define total measurements and derivable measurements.

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Tenancy Law

Figure 244: General Settings (1)

Fixtures and Fittings Characteristics The characteristics of fixtures and fittings can be used to describe the following object types: • • • •

Buildings Rental objects Properties/land Architectural objects

Characteristics of fixtures and fittings can be created as a hierarchy of characteristics. Fixtures and fittings can also be used in rent adjustments based on representative lists of rents.

Figure 245: General Settings (2)

Infrastructure Characteristics You can define the distance between the real-estate objects managed in your SAP system and geographical points such as train stations or hospitals. The distance can be measured in different units of distance and time.

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The specification of tenancy laws defines the impact of tenancy laws of several countries on real estate processes such as: service-charge settlement, adjustment of conditions, or tax calculation.

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Appendix 1:

Figure 246: Infrastructure Characteristics

The numbers of business entities, buildings, properties (or land) and rental objects may contain leading zeros (for example 00000001). To simplify the reading and input of numbers, the leading zeros can be ignored, for example, by suppressing the display of leading zeros for the specific object types.

Figure 247: Settings for Suppressing Leading Zeros

You can define neighborhood settings and functions of real-estate objects as detailed attributes of given objects.

Dialog The processing of real-estate objects is based on the Business Data Toolset (BDT), which defines the layout of real-estate transactions. Further information is available in the SAP library under the following the path: SAP NetWeaver Components → Cross-Application Functions → Business Data Toolset. The Customizing activity “dialog” is located in the separate customizing paths of the real-estate objects (business entity, building etc.).

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Suppress Leading Zeros in Object Keys

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Figure 248: Dialog

Implement Enhancements (BAdI) Some enhancements of real-estate functions can be provided without program modifications by using Business Add-Inns (BAdI). You can use BAdIs to define customer-specific number assignments of real-estate objects, validations and substitutions, or to add customer-specific reports to the overview register of real-estate objects. Please refer to the Customizing documentation for more information about available methods and events.

Figure 249: Implement Enhancements (BAdI)

Business Entity In this Customizing path you have to define attributes for business entities such as regional locations, district locations, transport connections, or maintenance areas.

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Appendix 1:

To describe business entities, you can define catalogs for the attributes shown in the figure above.

Buildings You have to define the attributes of buildings, for example: building conditions, building types, and main usage types.

Figure 251: Building

Property/land Attributes of properties include: municipality keys, local subdistricts, location qualities, ground types, and so on.

Figure 252: Land

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Figure 250: Business Entity

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Rental objects

Figure 253: Rental Objects

Figure 254: Rental objects: Usage Types

External usage types (for example, apartments, offices, parking spaces) are based on well-defined internal usage types and usage categories (commercial, non commercial, used for both (commercial and non commercial), area and room rental, vacant rental unit) and impact to the following processes: • • • • •

Screen sequence (in relation to rental object types) Available adjustment rules Available option rates Participation in service-charge settlement And so on.

Usage types can be defined in combination with rental object types (rental unit, pooled space, rental space). For each rental object type or usage type you can define measurement types to assign to these rental objects.

Rental Objects: Attributes In this Customizing path, you can define catalogs of parts of buildings, floor locations, or floor descriptions as attributes of rental objects.

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Customizing settings for rental objects are fundamental for different real-estate business processes. Some of the settings are described below.

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Appendix 1:

Rental Objects: Vacancy Vacancy reasons (for example, contract expired, modernization measure.) and their influence on further rental can be defined. Furthermore, you can define default vacancy reasons for vacancy events and vacancy reasons based on different notice reasons.

Figure 256: Rental Objects: Vacancy

Architectural View In the following Customizing path you can define the settings for architectural objects such as: • • •

2010

Architectural object types Object type hierarchy measurement types per architectural object type


443



Figure 255: Rental Objects: Attributes

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Figure 257: Architectural View

Real Estate Contract In this Customizing path you find settings to define the specifications of different types of contracts:

Figure 258: Contract

Contract Type The definition of contract types includes: • • • •

444

the purpose the contract is used for (lease-in, lease-out, internal rigth of use etc. the contract category (external contract, internal contract, G/L contract offerer/user indicator contract reference


2010



Appendix 1:

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Appendix 1:

You can define which object types are allowed to assign to contracts of different contract types.


Renewal Contracts with fixes terms can have renewal rules. There are both automatic renewals and options to extend the contract. Renewal rules define which contract partner (contractor or contractee) can extend the contract in which time period.

Figure 260: Contract: Renewal and Notice

Contract: Notice A contract can have the following notice rules: • • •

contracts without a notice rule contracts with period regulations contract with deadline regulations

You can also define notice procedurtes, notice reasons and reasons for rejection.

Contract: Attributes

Figure 261: Contract: Attributes

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Figure 259: Contract: Contract Type

Appendix 1:

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Contract: Earmarked Funds and Required Approval for Contract Changes Per company code you can define if creating or changing contracts is subject to approval.


Contract: Security Deposit Agreement Security deposit agreements are separate contracts assigned to secured contracts. For any contract type you can define the contract type of security deposit agreement.

Figure 263: Contract: Security Deposit Agreement

General Settings for Master Data and Contract In this Customizing path you can define settings valid both for master data and contracts such as: • • • • • • •

assignment of objects from other components (functional locations, fixed assets, project, controlling orders, PM integration naming for terms (organizational assignment, postings, frequency etc.) resubmissions authorization groups user status document management additional texts

Figure 264: General Settings for Master Data and Contract (1)

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Figure 262: Contract: Earmarked Funds and Required Approval for Contract Changes

Appendix 1:



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Conditions and Flows

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Figure 267: Conditions and Flows

The specification of calculation formulas allows you to define how to determine the condition amount. You can use internal calculation formulas, such as: • • • • • • •

fixed amount area each object measurements share of conditions rental object conditions etc.

Distribution formulas define, how to distribute the condition amount (costs or revenue) to the assigned to the contract objects. The following internal distribution formulas can be used: • • • • •

divided equally area/object measurement/differing measurement by object aggregation etc.

Figure 268: Conditions and Flows (1)

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Appendix 1:

Flow types allow to define and control automatically genrerated postings, such as periodic postings or one-time postings Based on flow types the partner-related cash flow and the object-related cash flow of contracts are calculated. You can define reference flow types to calculated the cash flow in case of


follow-up postings due to condition increase follow-up postings due to condition reduction distribution transfer posting etc.

To get detailed information about the procedure of account determination based on conditions, flow types and reference flow types, please refer to chapter Accounting.



Real Estate Search The function of real estate search allows you to find rental objects which can be included in a real estate contract. To do so you use offered objects, real estate search requests and real estate offers.

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• • • •

Appendix 1:

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Figure 271: Real Estate Search: Overview and Offered Object

Real Estate Search Requests describe the specifications of rental objects from the tenant side. To find matching to the search request rental objects you can use attributes such as: • • • •

450

neighborhood district locations transport connections etc.


2010



Offered objects are real estate objects that can be offered to tenants or purchasers. Offered objects are created automatically from vacant rental objects.

Appendix 1:

Figure 272: Real Estate Search: RE Search Request

Contract Offer If a vacant rental object is found as the result of the real estate search, you can create a contract offer based on the data of the search request and the found rental object.

Figure 273: Contract Offer

Accounting

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Appendix 1:

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Real Estate Accounting is independent of a predefined accounting system. In the Customizing path shown in the screenshot above you can define Customizing settings of the following areas:


FI documents related to RE automatic generated accounting documents integration to FI-GL, FI-AR and FI-AP one-time postings accrual/deferral rent invoice cash management and forecast.


• • • • • • •

Figure 274: Accounting (1)

In the Customizing path FI documents related to RE you can define RE-specific account properties for example. These properties can be used to define which kind of costs can be posted to which accounts. For example, an account property may allow postings only for business entities or for buildings, but not for rental objects. You can use RE-specific account properties to post directly assigned costs (assigned to predefined rental objects or contracts), too. For more information please refer to chapter Service Charge Settlement.

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The Customizing path Automatically generated accounting documents includes settings according to: • • • •

taxes, (tax types, tax groups) account determination via account symbols, account determination values the assignment of account symbols to flow types. summarization documents via summarization flow types.


Figure 275: Accounting: Automatically Generated Accounting Documents

The Integration of RE to FI-GL, FI-AR and FI-AP contents: • •

replacing of account symbols through G/L accounts depending on concrete charts of accounts defining document type determination.

The definition of document types depends on RE processes (such as periodic posting, service charge settlement etc.), posting procedures ( credit posting, debit posting etc.) and flow types. If there is no Customizing setting for a posting process, the posting interface automatically uses document type AB (accounting document). You can use one-time postings to post documents in FI (Financial Accounting). To do so you can define posting activities and assigne them to posting activity groups. You can define simple data entry screens and field status variants for one-time postings that with good adaption to the needs of real estate management. Via definition of posting activities you can create customer-individual transactions of the needed posting activities.

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To get detailed information about the procedure of account determination based on conditions, flow types and reference flow types, please refer to chapter Accounting.

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Accrual/deferral To post accruals and deferrals in real estate management you can use the Accrual Engine. The accrual engine is a standard FI function. According to RE settings you can define: • • • •

derived accrual types layouts for accrual objects extended account determination document change via business addin (BAdI).

Figure 277: Accounting: Accrual/Deferral

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Rent Invoice You can create rent invoices from real estate management . To do so you must define a number range for rent invoices and company-code depending settings. Cash management and forecast you can use if enhancement package 2 is activated. To do so you must specify flow types and contract types that take part in cash management and liquidity forecast. To use this function the contract partner must be assigned to a relevant planning group. For internal use by CSC only


Adjustment of Conditions To use adjustment functions you can define the following Customizing settings: • • • • • •

adjustment rules (cross-method) settings for index adjustment settings for representative list of rents settings for comparative apartments settings for adjustment measures modifications of standard calculation rules for adjustment (if needed).

Figure 279: Adjustment of Conditions

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You also can define in which company codes cash management and liquidity forecast can be used.

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In RE-FX you can use the following adjustment methods: free adjustment index adjustment adjustment via service charge settlement adjustment via representative list of rents adjustment via comparative groups of apartments adjustment measures (for modernization etc.)

In the Customizing path Adjustment Rules - Cross Method you can define adjustment rules according to adjustment methods you want to use. You can combine these rules into combined methods. To use the function of index adjustment you first have to define parameters for index rules such as: • • • • •

entry status for contract or rental object (display, modifiable, hide) calculation rules for adjustment amount (index series, base year, adjustment basis etc.) threshold for adjustment rules for calculation of adjustment date etc.

If you want to change from one base year to another you must define index rebasing factors. At last you must define index classes, index series, base years and the according to these factors index points.

Representative List of Rents This adjustment method is used primarily in Germany and in the Netherlands. In the Customizing path Representative List of Rents you can specify the representative lists of rents of several cities. Generally they are different for every city. Representative lists of rents can depend on: • • • •

building age classes location classes size classes fixtures and fittings categories.

In addition they can also work with: • •

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characteristics groups characteristics categroies.


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Figure 280: Adjustment: adjustment rules (cross-method), index adjustment and representative list of rents

Comparative apartments If you want to use the rent adjustment method via comparative apartments, you first must define the number of comparative apartments you need to use. This number is the minimum number of apartments (external or internal) that must be assigned to a comparative group of apartments. The condition amount is be calculated dependency of the Adjustment Based on Average indicator. This indicator can take one of the following values: • • •

unit price average weighted average average not calculated.

Adjustment Measure (Such as, Modernization, Expert Opinion)

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If needed you can define special rules for adjustment using representative lists of rents or make your own changes to standard calculation rules based on BAdI implementations.

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An adjustment measure is defined as a group of data which an adjustment process is based on. This adjustment method is yoused for the following purposes: modernization expert opinion custom measure adjustment based on cost efficiency analysis (special adjustment method in Germany).

Modify Standard Calculation Rules for Adjustment If you need to complete the named above adjustment methods by customer-specific definitions, you can define Customizing settings in the Customizing path Modify Standard Calculation Rules for Adjustment. An example for such an extension may be a rent calculation depending on parameters that are not part of the standard adjustment methods..

Figure 281: Adjustment: comparative apartments, adjustment measure and modifications of standard rules for adjustment

Sales-based settlement

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In the menu path Sales-Based Settlement you can define the following settings: •

Figure 282: Sales-based settlement

Service Charge Settlement The Customizing settings for service charge settlement include the following topics: • • • • • • •

master data of settlement unit settings for rental objects and contracts participating in settlement master data of participation group settlement process external settlement adjustment of conditions accrual/deferral of service charge/display costs not settled

Figure 283: Service charge settlement: overview

Master data of settlement unit

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• • •

sales-rules (additional informational attribute, can be used as a selection parameter for sales-based settlement) reporting rules (sales type, sales ID) settings for the settlement process (parameters of sales-based rent settlement) implementation of enhancements (for calculation of sales-based ents)

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In this Customizing path you can define: •


Service charge keys define the types of costs that a real estate object incurs. To define service charge keys you need measurement types according to the services charge keys. Apportionable service charge keys allow to distribute the costs to tenants as services charges, non-apportionable service charge keys do not allow a distribution. To define service charge keys please read the documentation to this Customizing entry carefully. You can define default values distribution rule of settlement units. These values (measurement types, settlement variants related to a service charge key. You can change these default values when you create a settlement unit. To define settlement variants please read the Customizing documentation. According to the used tenancy law you can define if the following functions are allowed: • •

maintain vacancy percentage rate maintain regional location keys (weight the types of heating expenses for different regional locations based on heating value days). Heating days are used in Switzerland in order to avoid interim meter readings according to tenant changes. Heating days can also be used to settle heating expenses according to regional location keys with monthly grades heating value percentage rates.

Heating days: heating value days are defined as a location-specific period with assigned to them heating value percentage rates. The current occupancy principle is a specific type of service charge settlement based on the Austrian tenancy law. The tenant who occupies the rental object at the time of service charge settlement bears the costs of the entire settlement period. Settings for rental objects and contracts participating in settlement

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• • • • •

service charge keys (apportionable and non-apportionable services charge keys) default values for distribution rule of settlement unit settlement variants settings depending on tenancy law (apportion vacancy, regional location key) heating days default values for current occupancy principle

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In the is Customizing path you can define the settings, such as: • • • • • •

usage types of rental objects participating in service charge settlement measurement types related to the settlement characteristics and measuring point categories for apportion by consumption condition types for advance payments and flat rates assignment of condition types to service charge keys settings for generation of settlement participation for contracts



Figure 284: Service charge settlement: master data

Master data of participation groups You can define dialog settings via business data toolset (BDT) and enhancement implementations for participation groups via BAdI.

Figure 285: Service charge settlement: master data of participation group

Settlement process

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Settlement parameters define the settings for settlement runs, such as: • • • • •

split receivable if tax changes post balance (only if planned principle is active) planned principle current occupancy principle consider vacancy percentages


You can define settings for data exchange with external settlement companies: • • •

charcateristics of external settlement companies related cost elements fuel types

The adjustment of service charge conditions is a part of the service charge settlement. In the Customizing path Flexible Real Estate Management (RE-FX) -> Service Charge Settlement -> Adjustment of Conditions you can define settings for the adjustment process. The calculation of service charges can depend on: service charge keys, measurement types, heating values etc. You can also define settings for the calculation of the adjustment date. Accrual/Deferral of service charges Based on not settled service charges collected on settlement units you can list costs and advance payments grouped by business entities and service charge groups. You can use this function to show the service charges and advance payments either in the balance sheet or in the profit and lost statement.

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Caution: Please read the Customizing documentation carefully before you define settlement parameters.

Appendix 1:

Figure 286: Service charge settlement: settlement process and further functions

Controlling Since real-estate objects are controlling objects, the planning of costs and revenues and the reporting of actual postings is an important part of real-estate controlling.

Figure 287: Controlling

Controlling: Planning In this Customizing area, you can define, import, or transport planning layouts for cost-element planning and planning or statistical key figures.

Figure 288: Controlling: Planning

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Controlling: Actual Postings

Figure 289: Controlling: Actual Postings

Option-Rate Determination and Input-Tax Distribution For the definition of option rates, option-rate methods and the process of input-tax distribution, please refer to course WDEVSB

Figure 290: Option-Rate Determination and Input-Tax Distribution

Room Reservations and Long-time Seating Arrangements Room reservations, long-time seating arrangements, and move-planning are based on reservation objects. Room reservation is processed based on the function of real-estate search. For this reason, Customizing settings for RE search request and reservation objects have to be defined to use the described functionality.

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Actual postings can be generated based on controlling settlement, apportionment, distribution, periodic reposting, and indirect activity allocation. Real-estate objects are fully integrated into these controlling processes.

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Room Reservations and Long-time Seating Arrangements: Room Rervations Room-reservation functionality requires the definition of reservation areas and reservation types. In addition, reservation periods can be defined. This means, that the available reservation times can differ between reservation objects in different locations or countries. In addition to room reservation, the user can order defined services (such as technical equipment or catering). Customizing settings for services can be defined in the Customizing path “Services for Reservation”. The cancellation costs can be defined based on a cancellation schema.

Figure 292: Room Reservations

Room Reservations and Long-time Seating Arrangements: Long-time Seating Aarrangements and Move Planning In this Customizing path, you can determine specific settings to be used for long-time seating arrangements and move planning. You define: • • • •

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The possible combinations of reservation object types, architectural object types and functions Lock reasons for occupancy Move types And so on.


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Figure 291: Room Reservations and Long-term Seating Arrangements

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Room Reservations and Long-time Seating Arrangements: Complex Price Determination In some cases the price for room reservation cannot be calculated as an amount per time unit. By means of a price code you can calculate the price depending on factors such as the location or neighborhood, flow types, measurement types, depending on the duration of the reservation, and so on. The price of services can also be calculated based on a price code.

Figure 294: Complex Price Determination for Reservations and Seating Arrangements

Third-party Management For detailed information about third-party management and management of condominium ownership associations please refer to course WDEWEG.

Figure 295: Third- Party Management

Country-specific Settings You can define some country-specific customizing settings for the country-specific functions described in chapter “Country specifics”.

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Figure 293: Long- Term Seating Arrangements and Move Planning

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Correspondence For detailed information about correspondence functionality, please refer to course WDEREK.

Figure 297: Correspondence

Information system Customizing settings for the RE information system are related to both the ERP information system and the SAP Business Information Warehouse.

Figure 298: Information system (1)

Defining report profiles (condition profiles and measurement profiles) you can combine condition types or condition groups of rental objects and contracts to display them in one report column. Condition profiles and measurement profiles can be combined to report profiles.

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Figure 296: Country-Specific Settings

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Figure 299: Information System (2)

Tools In this customizing path you can define some real-estate cross-application related settings. You can define: • • • •

Configurable messages (error, warning, information depending on the functional context) Search strategies (for example for service charge key, vendor, or land registry) Archive and deleting settings And so on

Figure 300: Tools

Other settings

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You can define basic settings for RE transactions: • • • •

Icons and color settings User interface and background graphic Folders for temporary data Number range for logs



In addition, you can find some important notes on required periodic procedures such as generating cash-flow items.

Figure 301: Other Settings

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Feedback For internal use by CSC only

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SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

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