## Setting Up Tenant and Lease Information

This chapter discusses how to:

- Set up tenant information.

- Set up lease information.

- Set up legal clause information.

- Review lease dates.

- Update holdover dates.

### Setting Up Tenant Information

This section provides an overview of tenant information and discusses how to set up a tenant record.

#### Understanding Tenant Information

After you set up property information, you can assign tenants to the units. Set up information about the companies and people with whom you do business as tenants in the Tenant Information program (P01012), which is identical to the Address Book Revisions program (P01012). You must set up tenant address book records before you can enter related real estate information, such an assignment of tenants to a lease.

In addition to setting up the tenant, you might need to set up additional address book records to represent the company or person to whom bills should be sent, or the parent company. To differentiate tenants from other address book records, you can assign them a unique search type, such as T (for tenant) or B (for billing address).

Also, you must set up a customer master record and a supplier master record for the tenant and other related address book records. In most circumstances, the customer master record is required to process billings and payments and the supplier master record is required to refund security deposits and process vouchers.

Note. The system uses the address in the Address Line 1 field as the mailing address for tenant statements and invoices. If the tenant requires you to send statements and invoices to a different payee (for example, to a parent company or regional office), enter an address book record for the payee, and then reference their address book number in the Parent Number field on the Related Address tab of the tenant's address book record.

See Also

Entering Address Book Records

#### Forms Used to Set Up Tenant Information

Form Name | FormID | Navigation | Usage
Work With Addresses | W01012B | Tenant and Lease Information (G1511), Tenant Information | Review and locate tenant records.
Address Book Revision | W01012A | On the Work With Addresses form, click Add. | Set up a tenant record

#### Setting Up a Tenant Record

Access the Address Book Revision form.

You must enter a Y in the Payables Y/N/M field and select the Receivables Y/Ncheck box.

### Setting Up Lease Information

This section provides overviews of lease information, new lease entry, and lease versions, lists prerequisites, and discusses how to:

- Set processing options for Lease Information (P1501).

- Set up leases.

- Set processing options for New Lease Entry (P15010).

- Set up new lease entries.

- Create lease versions.

#### Understanding Lease Information

In JD Edwards EnterpriseOne Real Estate Management system, the lease is the basis for invoices or vouchers and for receipts or payments. Use the Lease Information program (P1501) to set up information about leases that are associated with the tenants. When you set up a lease for a tenant, you enter the name and location of the tenant, and then you specify additional information such as the area that the tenant occupies or the rental terms of the lease. Tenant leases can be as simple or as complex as necessary. In addition to regular leases and subleases, you can set up and maintain coterminous and holdover leases.

This table describes the programs you can access from the Form menu on the Lease Master Revisions form after you set up the lease:

Program | Description
Log Details (P1521) | Set up the log standards that contain additional necessary information about the lease. To reduce errors, you can copy the standard log information that is set up for the lease type by setting the Copy Log Standards processing option.
Legal Clause Information (P1570) | Set up legal clause information about the lease or tenant. You use this program in addition to or as an alternative to log standards.
Recurring Billing Information (P1502) | Set up billing amounts and frequencies by bill code that you use to generate recurring billings.
Security Deposit Maintenance (P1565) | Set up information for security deposits that you will refund later.
Escalation Information (P15016) | Set up information to generate rent increases based on an index such as the consumer price index.
Sales Overage Information (P15013) | Set up information to calculate and generate rent billings as a percentage of sales.
E.P. Information (P15012) | Set up information to generate billings for shared expenses, such as common area maintenance, parking, and utilities.

Instead of accessing the Unit Information program (P15217), you can adjust the area of the unit directly from the lease. To access the Unit Area Adjustments program (P1514A), select a record on Lease Master Revisions form and select Unit Area Adj from the Row menu.

The system stores lease information in the Lease Master Header table (F1501B) and the Lease Master Detail table (F15017).

#### Understanding New Lease Entry

As an alternative to entering the lease and then setting up information for other programs separately, you can use the New Lease Entry program (P15010) to help you set up the lease and enter additional information at the same time. The P15010 program gives you access to the same programs as from the Form menu on the Lease Master Revisions form, and additionally you can access the New Manual Billing Entry program (P15111) to specify whether to print a lease master listing. You can use the P15111 program to enter manual billing records, as necessary.

Note. The P15111 program is available from the P15010 program only. If you click the button to enter manual billings, the system does not return you to the New Lease Setup form until you exit the New Manual Billing form.

The New Lease Setup form appears automatically only after you enter a new lease. After you exit the form, you cannot access it again for an existing lease.

See Understanding Manual Billing Entry.

#### Understanding Lease Versions

You can accommodate the changing needs of the tenants by creating new versions of their leases. For example, if a tenant wants to expand the rentable area by 2,000 square feet during his 36-month lease, you can create a subset of the existing lease, make the necessary changes, and save the lease as a new version.

When you create a new version of a lease, the system copies the information from the existing lease so that you do not have to reenter identical information. The system also enables you to track activity for all versions of the lease.

#### Prerequisites

Before you complete the tasks in this section, you must:

- Set up tenants and, if applicable, set up alternate payees.

- Set up versioning for company 00000 in the JD Edwards EnterpriseOne Real Estate Management system constants to create new versions.

  See Setting Up Constants.

#### Forms Used to Set Up Lease Information

Form Name | FormID | Navigation | Usage
Work with Leases | W1501A | Tenant & Lease Information (G1511), Lease Information | Review and select lease information.
Lease Master Revisions | W1501D | On the Work with Leases form, click Add. | Set up a lease.
Work with Leases | W1501A | Tenant & Lease Information (G1511), New Lease Entry | Access and track other program information.
New Lease Setup | W15010A | On the Work with Leases form, click Add. On the Lease Master Revisions form, click OK. | Set up a new lease entry. Note. The system displays the New Lease Setup form if the Run New Lease Setup processing option is set in the Lease Information program (P1501).
Version Confirmation | WW1501E | On the Lease Master Revisions form, select New Version from the Form menu. | Create a new lease version, copy logs, and copy options (standards).

#### Setting Processing Options for Lease Information (P1501)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Move-In Date | Specify whether to use the lease begin date as the default move-in date for the unit. Values are: Blank: Use. 1: Do not use. Note. If you leave this field blank, searches on occupied or vacant space will be compromised.
2. Plan-Out Date | Specify whether to use the lease end date as the default plan-out date for the unit. Values are: Blank: Use. 1: Do not use. Note. If you leave this field blank, any searches on occupied or vacant space will be compromised.
3. Search Default For Lease Version | Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are: Blank: System date. 1: Latest (future) effective date. For example, if the current date is June 6, 2007 and the lease has two versions that are dated January 1, 2007 and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If you do not set up versioning in the F1510B table, the system ignores this processing option.
4. Company | Specify whether to update the Company field in the header portion of the Lease Master Revisions form with the company number that is specified in the first detail line. The system updates the Company field only if it is blank; the system does not overwrite any value that is entered. Values are: Blank: Update. 1: Do not update.

Display

1. Required Standards Protection | Specify whether to allow changes to these required standards fields: Log Class, Amenity ID, Description, and Unit of Measure. Values are: Blank: Allow. The Required Standard field in the Log Standards Information program (P1523) must be blank on all required standards for which you allow changes. 1: Do not allow.
2. Warning Message Suppression | Specify whether to display a warning message when you enter an invalid the value in the Unit Number field or if you leave the field. Values are: Blank: Display. 1: Do not display. Note. The system generates errors regardless of how you set this processing option.

Edits

1. Require Lease Manager | Specify whether the lease requires a lease manager. Values are: Blank: Does not require a lease manager. 1: Requires a lease manager.
2. Unit Number Edit | Specify whether the lease requires a valid unit number. Values are: Blank: The lease requires a valid unit number that exists in the F1507 table. You cannot leave this field blank. 1: The lease does not require a unit number. You can leave this field blank. However, if you enter a unit number, it must be valid in the F1507 table.. 2: The lease requires a unit number, but you can enter an invalid number.
3. Activate FASB 13 Warning Window | Specify whether the system displays the FASB 13 warning window when you revise a date that affects FASB 13. Values are: Blank: Do not display the FASB 13 warning window. You must manually update the Generation Control field to Y using the FASB 13 Revisions program (P1513) so that FASB 13 information can be recalculated and new FASB 13 records generated. 1: Display the FASB 13 warning window. The system enables you to automatically update the Generation Control field to Y so that FASB 13 information can be recalculated and new FASB 13 records generated. Note. If you click OK on the FASB 13 warning window, the system updates the GENC field to Y on the appropriate FASB 13 records. If you click Cancel on the FASB 13 warning window, the system does not update the GENC field to Y. You must update it manually using the FASB 13 Revisions program (P1513).

Process

1. Copy Log Standards | Specify whether to automatically copy the log standards to the lease logs when you add a lease. Values are: Blank: Automatically copy. 1: Do not automatically copy. You can manually copy log standards to a lease. Note. You can revise and delete only those log lines that are not required standards (lines for which the RS field is blank). If a log line in the log standard is designated as required (the RS field is set to Y), you cannot delete the line from the model or change the information in the corresponding LC, AM, ID, or UM field. If you need to change the log line, you must set the Required Standards Protection processing option for the Lease Information program to blank (do not protect), and then remove the Y from the RS field on the appropriate log standard. If a line appears in blue, the log item was attached at the lease level. This information carries through to the unit level.
2. Speculative Lease Display and Entry | Specify whether to display and allow the entry of speculative leases, nonspeculative leases, or both. Values are: Blank: Both. 1: Nonspeculative leases only. 2: Speculative leases only.
3. Copy Clause Option Standards | Specify whether to automatically copy option type standards to the F1570 table when you add a lease, and which option type standards to copy. Values are: Blank: Do not automatically copy option standards. 1: Automatically copy the tenant-level standards. The system copies all option types that are defined as standard for the tenant. 2: Automatically copy the lease-level standards. The system copies all option types that are defined as standard for the lease type. 3: Automatically copy both the tenant-level and lease-level standards. The system copies all option types that are defined as standard for both the tenant and the lease type.
4. Run New Lease Setup | Specify whether to run the New Lease Setup program (P15010) after you add a new lease. Values are: Blank: Do not run. 1:Run.

Versions

If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Unit Information (P15217) | Specify the version of the P15217 program to use when you access the program from Row or Form menu.
2. Recurring Billing Information (P1502) | Specify the version of the P1502 program to use.
3. Expense Participation (P15012) | Specify the version of the P15012 program to use.
4. Escalation Information (P15016) | Specify the version of the P15012 program to use.
5. Sales Overage Information (P15013) | Specify the version of the P15013 program to use.
6. Address Book Revisions (P01012) | Specify the version of the P01012 program to use when.
7. Tenant Ledger Inquiry (P15222) | Specify the version of the P15222 program to use.
8. Supplier Ledger Inquiry (P0411) | Specify the version of the P0411 program to use.
9. Security Deposit Maintenance (P1565) | Specify the version of the P1565 program to use.
10. Legal Clause Information (P1570) | Specify the version of the P1570 program to use.
11. New Lease Setup (P15010) | Specify the version of the P15010 program to use when you add a new lease. You must set the Run New Lease Setup processing option to 1 or the system ignores this processing option.

Work Center Messages

1. Distribution Structure Type | Specify the structure type of the distribution list to use to send workflow messages when you create a lease version. The system uses the structure type in conjunction with the parent number to locate the distribution list to use for message routing. If you leave this processing option blank, the system does not send workflow messages.
2. Distribution Parent Number | Specify the parent address book number of the distribution list to use to send workflow messages when you create a lease version. The system uses the parent number in conjunction with the structure type to locate the distribution list to use for message routing. If the system cannot locate a distribution list for the parent number and structure type that is specified, a workflow message is sent only to the parent address number that is specified. If you leave this processing option is left blank, the system does not send workflow messages.

Currency

1. Default Currency From | Specify the default transaction currency code to use in the Lease Currency Code field on the lease. Values are: Blank: Use the currency code from the tenant's address book record as the default transaction currency code. 1: Use the currency code from the alternate payee's address book record as the default transaction currency code. 2: Use the currency code from the company to which the building is assigned as the default transaction currency code. 3: Do not supply a value for the transaction currency code. If you select this value, you must enter the transaction currency code manually. Otherwise, the system generates an error.
2. Transaction Currency Override | Specify whether to allow users to override the transaction currency code from the default value on the lease. Regardless of the setting of this processing option, the system does not allow the transaction currency code to be changed after a transaction has been billed for the lease. Values are: Blank: Allow. 1: Do not allow.
3. Exchange Rate Override | Specify whether you can override the exchange rate that the system automatically copies either from the lease or from the Exchange Rate table (F0015) at billing generation. If you allow an override, you can change the exchange rate at any time. If you do not allow an override, the system displays the exchange rate value that was entered for the lease. However, the exchange rate value on the form is disabled for changes. Values are: Blank: Allow the exchange rate to be overridden. 1: Use the exchange rate that the system automatically copies from the lease, or leave blank to retrieve the exchange rate at billing generation.

#### Setting Up Leases

Access the Lease Master Revisions form.

Lease Info Page 1

Tenant | Enter the address book number of the tenant.
Lease Manager | Enter the address book number of a manager or planner. You can set up the default values in the Work With Work Order Default Codes program (P48001). After you set up the default values and the processing option, the default information displays automatically on any work orders that you create if the category code criterion is met. You can either accept or override the default value.
Alt. Payee (alternate payee) | Enter the address book number of the person or company who is responsible for payment of rent and charges that are related to the lease. This payee number might not be the same number as the tenant. If you leave this field blank, the system uses the value of the Factor/Special Payee field that is assigned to the tenant's address book record.
Payment Source | Enter the address book number of the person or company that submits payment for the rent or other charges that are related to the lease. This field is used for informational and reporting purposes only.
Lease Type | Enter a user-defined code from UDC table 15/LT that specifies the type of lease. Examples include: AP: Apartment CO: Commercial office RT: Retail SL: Speculative lease
Lease Status | Enter a user-defined code from UDC table 15/LS that specifies the status of the lease for billing and reporting purposes. Examples include: E: Expired N: Negotiated L: Litigation Note. The letter X in the first position of the Description 2 field indicates that the lease is nonbillable. The letter O indicates that the lease is open-ended.
Payment Terms | Enter a value that indicates the default payment terms for a customer. Payment terms determine the due date, discount amount, and discount due date that the system assigns when you create an invoice. Use a blank code for the payment terms that you use most frequently. Examples of payment terms include: Blank: Net 15. 1: 1/10 net 30. 2: 2/10 net 30. D: Due upon receipt. N: Net 30. P: Prox 25th.
Lessee | Enter the value that specifies whether the system generates Accounts Receivable (AR) invoices or Accounts Payable (AP) vouchers for the lease. Values are: Blank: Generate AR invoices Y or 1: Generate AP vouchers Warning! Do not change the value of this field after you have generated invoices or vouchers for the lease. Instead, you should create one lease to generate AR invoices and a separate lease for AP vouchers.
Term of Lease | Enter a value that specifies the length of the new assumption.

Lease Info Page 2

Print (I/S/N) (print invoice, statement, notice) | Enter values that specify whether to print invoices, statements, and notices for the tenant. The three unlabeled fields represent Invoice (I), Statement (S), and Notice (N). Values are: Y: Print. N: Do not print. Note. If you enter Y in this field, the system uses the Send Invoice To field on the customer master record to determine the billing address that prints on the invoice.
Subldgr Inact. (subledger inactive) | Enter a user-defined code from UDC table OO/SI that specifies whether the subledger is active. Values are: Blank: Active 1: Inactive. If you enter this value, the system will use subledger information in the tables for reports, but prevent transactions from posting to the record in the Account Balances table (F0902). Examples of inactive subledgers are jobs that are closed, employees who have been terminated, or assets that have been disposed.
Dsp. Notice (dispossess notice) | Enter a value that specifies whether the tenant has been sent notice of eviction, which prevents the entry of receipts from the tenant. Values are: Blank: The tenant has not been sent an eviction notice. Y: The tenant has been sent the eviction notice. The system does not allow the entry of receipts to the tenant's account.
Mgmt. Fee (management fee) | Enter a value that specifies whether the system includes the lease when calculating management fees. The Revenue Fee Generation program (R15105) uses this value. Values are: Y: Include. N: Do not include.
Tenant SIC (tenant standard industrial classification) | Enter the user-defined code from UDC table 01/SC that specifies the classification of goods and services. This code can be in the format that is specified by any one of these classification systems: Standard Industrial Classification (SIC) or North American Industry Classification System (NAICS). These are numerical systems that are used in the U.S. to classify goods and services. A code in the SIC format is four digits. A code in the NAICS format is six digits. Harmonized System (HS). This is the international method of classifying goods. More than fifty countries use this system. A code in the HS format can be up to 10 digits. Standard Industrial Trade Classification (SITC). This is a numerical code system that was developed by the United Nations to classify goods that are used in international trade. International organizations use this system. A code in the SITC format can be up to six digits.
Supplemental Date | Enter the supplemental date that is associated with the lease.
Own/Lease | Enter the user-defined code from UDC table 15/OL that specifies the occupant of the space. Values are: Blank: Tenant O: Owner

Currency

Lease Currency Code | Enter the code that identifies the currency of a transaction. The system assigns the value of the Lease Currency Code field on the Currency tab to the Base Currency field in the detail portion of the form. All detail records and versions of a lease must use the same base currency. You can assign and change the transaction currency codes on detail records and lease versions as necessary.
Lease Override Exchange Rate | Enter the number that specifies the exchange rate that a foreign currency amount is multiplied by or divided by to calculate a domestic currency amount. You can enter a value with up to seven decimal positions. If you enter more, the system adjusts to the nearest seven decimal positions.

Detail Area

These fields appear in the detail area:

Move-in Date | Enter the date in which the tenant moves in the unit.
Plan-Out Date | Enter the date in which the tenant plans to move out of the unit.
Actual-Out Date | Enter the date in which the tenant physically moves out of the unit.
Unt Grp (unit group code) | Enter the three-character alphanumeric code that you can use to organize similar units for reporting or billing purposes. This field corresponds to the unit group code that you can use to set up one billing line to represent multiple units in the Recurring Billing, Escalation, and Expense Participation programs. For example, if two units exist to which you assign unit grouping codes of 61 and 1, respectively, you can set up a recurring billing line with a unit group code of 1 to specify both units. By allowing a three-to-one match with the recurring billing Unit Group Code field, you can assign meaning to each character of the unit grouping code and establish an unlimited number of groups to use in recurring billing, escalations, and E.P.
SIC (standard industrial classification) | Enter a user-defined code from UDC table 01/SC that specifies a SIC code, which identify the industry classification of the occupant of a leased facility, such as construction, retail trade, or finance. This field is informational only.
Sublease Date | Enter the date on which the term of a sublease begins. If a sublease exists, the system updates this date on the parent or original lease. A sublease is designated by the lease type, which you set up in UDC table 15/LT.
DBA (doing business as) | Enter the address book number that identifies the name under which a tenant operates if the tenant name is different from the tenant name on the lease. You can use the DBA number to separate or combine sales information for reports. The system validates the number against the Address Book Master table (F0101).
Alt. Area Type 1 through Alt. Area Type 5 (alternate area type) | Enter codes from UDC table 15/AR that specifies area types other than rentable or leasable.
Alternate Area 1 through Alternate Area 5 | Enter an area value that corresponds to the area type that you specified in the alternate area type field. For example, if you specify AAin the Alt. Area Type 1 field, you should enter the corresponding square footage in the Alternate Area 1 field.
Trans Curr (transaction currency code) | Enter the code that identifies the currency of a transaction.
Override Exch Rate (override exchange rate) | Enter the number that specifies the exchange rate that a foreign currency amount is multiplied by or divided by to calculate a domestic currency amount. You can enter a value with up to seven decimal positions. If you enter more, the system adjusts to the nearest seven decimal positions. Note. The system assigns the value of the Lease Currency Code field on the Currency tab to the Base Currency field in the detail portion of the form. All detail records and versions of a lease must use the same base currency. You can assign and change the transaction currency codes on detail records and lease versions as necessary.

#### Setting Processing Options for New Lease Entry (P15010)

Processing options enable you to specify the default processing for programs and reports.

Versions

These processing options specify the version of the programs that the system runs when you access them from the Form menu.

1. Legal Clause Information (P1570) | Specify the version of the P1570 program to use when you select Legal Clause / Addenda. If you leave this processing option blank, the system uses the ZJDE0001 version.
2. Recurring Billing Information (P1502) | Specify the version of the P1502 program to use when you select Recurring Billings / Rent. If you leave this processing option blank, the system uses the ZJDE0001 version.
3. Sales Overage Information (P15013) | Specify the version of the P15013 program to use when you select Sales Overage / Percent Rent. If you leave this processing option blank, the system uses the ZJDE0001 version.
4. Expense Participation Information (P15012) | Specify the version of the P15012 program to use when you select Expense Participation / Pass-Throughs. If you leave this processing option blank, the system uses the ZJDE0001 version.
5. Security Deposit Information (P1565) | Specify the version of the P1565 program to use when you select Security Deposit / Other Deposits. If you leave this processing option blank, the system uses the ZJDE0001 version.
6. Manual Billing Revision (P1511) | Specify the version of the P1511 program to use when you select Manual Billing / Misc. Expenses. If you leave this processing option blank, the system uses the ZJDE0001 version.
7. Escalation Information (P15016) | Specify the version of the P15016 program to use when you select Escalations / CPI. If you leave this processing option blank, the system uses the ZJDE0001 version.
8. New Manual Billing (P15111) | Specify the version of the P15111 program to use when you add manual billings through the New Lease Setup program. The system launches the P15111 program after you enter the manual billing record and click OK. If you leave this processing option blank, the system uses the ZJDE0001 version.
9. Lease Master Listing (R15401) | Specify the version of the R15401 program to use when you select Lease Master Listing. If you leave this processing option blank, the system uses the XJDE0001 version.

#### Setting Up New Lease Entries

Access the New Lease Setup form.

Select the button that corresponds to the information that you want to set up, and then follow the steps to complete the associated task on the New Lease Setup form. After you complete the steps that are associated with a particular task, the system returns you to the New Lease Setup form and displays a check mark in the Info Added field next to corresponding button.

Note. You cannot return to the New Lease Setup form after you exit the program.

#### Creating Lease Versions

Access the Work with Leases form.

To create lease versions:

1. On the Work with Leases form, select the lease for which you want to create a new version.

2. Select New Version from the Form menu, and complete the Version Effective Date field on the Lease Master Revisions form.

   If you do not specify a version effective date, the system will not create the new version.

3. Select one of these options to specify whether to copy lease log standards:

   - No Logs

   - Log Standards

   - Current Logs

     If you do not copy the logs for the existing version, you cannot copy them at a later date. However, you can copy the log standards at a later date and revise them.

4. Select one of these options to copy legal clause information from the existing lease version or from the standards:

   - No Options

   - Tenant Standards

   - Lease Standards

   - Both Standards

   - Current Options

     If you specify Current Options, the system displays additional options. Select one or more of these options as necessary:

   - Clause Options Audit

   - Clause Amounts

   - Space Detail

   - Space Detail Audit

     If you select an option for which no information exists, the system ignores it.

5. Click the OK button.

   The system displays the Lease Master Revisions form again and assigns the new version of the lease in the header area.

6. Complete or revise any of the fields as necessary on the Lease Master Revisions form.

   Note. When revising dates, you must clear the value in the Term of Lease field. When you save changes, the system recalculates and displays the new lease term in the field.

7. Click OK.

8. Select the Display All Versions option, and click Find on the Work with Leases form.

   A green check mark indicates the default lease version as specified in the Search Default for Lease Version processing option:

   - If you set the processing option default to blank, the system displays the version of the lease that is effective as of the system date.

   - If you set the processing option default to 1, the system displays the version of the lease with the latest effective date.

     Note. When you create a new lease version, the system updates the Version End Date field of the previous version with the date that is immediately prior to the effective date of the new version. For example, if the lease version is 1, and you create a new version using June 1, 2007, as the effective date, the system updates the version end date of version 1 to May 31, 2007.

9. Click the purple button next to the Display All Versions option to return to the new lease version.

### Setting Up Legal Clause Information

This section provides an overview of legal clause information, lists a prerequisite, and discusses how to:

- Set processing options for Legal Clause Information (P1570).

- Enter legal clause information.

- Copy option standards.

- Enter space detail information.

- Enter space detail audit information.

- Enter clause amounts.

- Enter clause options audit information.

#### Understanding Legal Clause Information

As an alternative or in addition to using log information, you can set up legal clauses in the Legal Clause Information program (P1570). You can set up legal clause information by lease or by tenant, but not both. You use legal clause information to access and track option types and related lease information for retail and commercial leases and to store this information in one location without having to refer to the actual lease. For example, after you establish an option type, such as early termination or first right of refusal, you can further define the option types with corresponding details such as beginning dates, end dates, notice dates, critical dates, space details, and associated option amounts.

The system uses the Legal Clauses table (F1570) to track information at the source section or paragraph level of the original lease, and associates all of the related information by using a legal clause number key that is assigned through the next numbers feature.

Additionally, the system maintains legal clause information in these tables:

- Legal Clause Options Audit table (F15701)

- Legal Clause Space Detail table (F15702)

- Legal Clause Space Detail Audit table (F157021)

- Legal Clause Amounts table (F15703)

As an alternative to reviewing legal clause information online, you can generate these reports to review critical dates and corresponding information:

- Legal Clause Report (R15710).

- Legal Clause Options Audit Report (R157101).

- Space Detail Audit Report (R157102).

Space Detail and Space Detail Audit Information

You can enter multiple space detail records for legal clauses. Space detail records include information such as leasable units, occupied floors, and square footage amounts. You can also assign a hierarchy level to specify which rights take precedence between legal clauses within the same lease or within legal clauses that are attached to leases or different tenants. The system uses the next numbers feature to sequence space detail records.

You can enter space detail audit information on the Space Detail Audit Revisions form. You can assign dates to each space detail record, such as the date that the space was offered and the date that a decision is required, as well as specify whether the offer was accepted or declined.

The system stores space detail information in these tables:

- Legal Clause Space Detail (F15702)

- Legal Clause Space Detail Audit (F157021)

Clause Amounts and Clause Amount Audit Information

After you enter legal clause information, you can assign applicable amounts to the clause. When you enter an amount, you should specify the type of amount, such as currency amounts, fees, percentages, number of days, and miles. You can also enter effective dates that specify the beginning and end of the term.

You can enter clause amount audit information on the Clause Options Audit Revisions form. When you audit clauses, you review and track the options that were taken on the lease, along with the corresponding dates that relate to clause offers, decisions, and statuses.

The system stores clause amounts information in these tables:

- Legal Clause Amounts (F15703)

- Legal Clause Options Audit (F15701)

#### Prerequisite

Before you complete the tasks in this section, you must enter option types in the Lease Option Type Information program (P157011).

See Setting Up Lease Option Types.

#### Forms Used for Setting Up Legal Clause Information

Form Name | FormID | Navigation | Usage
Work With Legal Clauses | W1570A | Tenant & Lease Information (G1511), Legal Clause Information | Review and select legal clause records.
Legal Clause Revisions | W1570B | On the Work With Legal Clauses form, click Add. | Enter legal clause information.
Copy Option Standards | W1570G | On the Work With Legal Clauses form, select Copy Standards from the Form menu. | Copy option standards.
Space Detail Revisions | W1570C | On the Work With Legal Clauses form, select a clause, and then select Space Detail from the Row menu. | Enter space detail information.
Space Detail Audit Revisions | W1570D | On the Space Detail Revisions form, select the clause, and then select Space Detail Audit from the Row menu. | Enter space detail audit information.
Clause Amounts Revisions | W1570E | On the Work With Legal Clauses form, select the clause, and then select Clause Amounts from the Row menu. | Enter clause amounts.
Clause Options Audit Revisions | W1570F | On the Work With Legal Clauses form, select the clause, and then select Option Audit from the Row menu. | Enter clause options audit information.

#### Setting Processing Options for Legal Clause Information (P1570)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Search Default For Lease Version | Specify whether the system retrieves the version of the lease that is based on the current date (the system date) or the latest effective date. Values are: Blank: System date. 1: Latest (future) effective date. For example, if the current date is June 30, 2007 and the lease has two versions dated January 1, 2007, and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If you do not set up versioning in the F1510B table, the system ignores this processing option.
2. Automatic Display of Forms | Specify whether the system automatically displays the form for these options after you click OK to add a new legal clause: Space Detail Revisions Clause Amount Revisions Clause Options Audit Revisions Values are: Blank: Do not automatically display. 1: Automatically display. Note. This processing option functions only when you add a new legal clause record. If the legal clause record exists, use the Form menu to access the applicable entry program.

Display

1. Retain Tenant Number, 2. Retain Lease Number, 3. Retain Option Type, and 4. Retain Option Status | Specify whether the system retains the value that is entered in the corresponding field of the previous legal clause when you add a new legal clause. Values are: Blank: Do not retain. 1: Retain.

Versions

These processing options specify the version of the programs to run when they are accessed from the Form menu. If you leave either of these processing options blank, the system uses version ZJDE0001.

1. Lease Information (P1501) | Specify the version of the P1501 program to use.
2. Critical Date Inquiry (P15204) | Specify the version of the P15204 program to use.

#### Entering Legal Clause Information

Access the Legal Clause Revisions form.

Lease | Enter the lease number. You set up legal clause information by lease or tenant; therefore, if you complete this field, do not complete the Tenant field.
Tenant | Enter the tenant number. You set up legal clause information by lease or tenant; therefore, if you complete this field, do not complete the Lease field.
Option Type | Enter the value that specifies the type of option that is offered on a legal clause. The system displays a value in the Detail Type field based on the option type value.
Option Status | Enter the user-defined code from UDC table 15/OS that indicates the overall status of an option, such as offered and accepted.
Clause Number | The system uses next numbers to generate this number.
Lease Version | Enter a number that represents the version of the lease. To maintain an audit trail of the changes that you make to a lease, you can generate a new lease version.
Space Detail, Option Audit, and Clause Amounts | The system selects these check boxes to indicate that you have entered space detail, option audit, or clause amount information.
Display All Versions | If you select this check box, all lease versions are displayed with a check mark denoting the version that is defined in the processing options (*CURRENT or *LAST). If you leave this processing option blank (default), the system only displays the lease version that is defined in the processing options.
Begin Date | Enter the begin date. If you leave the begin and end dates blank and enter a clause for a lease, the system uses the beginning and ending dates of the version of the lease.
End Date | Enter the end date. If you leave the begin and end dates blank and enter a clause for a lease, the system uses the beginning and ending dates of the version of the lease.
Notice Date | Enter the date on which either party might be obligated to inform the other about whether an option is available, has been exercised, or was refused.
Critical Date | Enter the date that requires some kind of action, such as when an option ends or an inspection is due.
Notice Responsibility | Enter the address book number of the individual who is responsible for the notice option, such as the landlord or tenant.
Lease Doc Reference | Enter the value that indicates the source section or paragraph of the lease document.

#### Copying Option Standards

Access the Copy Option Standards form.

To minimize manual data entry, you can copy any lease option standards. Depending on the setting of the Copy Clause Option Standards processing option in the Lease Information program (P1501), the system will automatically copy the option standards for the tenant, the lease, or both when you enter the lease.

Note. You must enter nonstandard options manually.

See Understanding Lease Option Type Standards.

From Standard Level | Enter a user-defined code from UDC table 15/SL that indicates whether an option is defined as standard for the lease or the tenant. Values are: L: Lease. You must also specify the lease type if you select this option. T: Tenant. You must also specify the tenant's address book number if you select this option. If you want to copy the options for both the lease and tenant, leave the From Standard Level field blank and select the Copy From All check box.
To Clause Type | Enter a user-defined code from UDC table 15/CK that specifies whether the clause record is attached to a lease or to a tenant. The lease and tenant key values are mutually exclusive in the F1570 table.
Copy From All | Select this check box to copy option type standards for each standard level. Note. If you select this check box, you must leave the From Standard Levelfield blank.

#### Entering Space Detail Information

Access the Space Detail Revisions form.

Depending on the setting of certain processing options in the Legal Clause Information program (P1570), the system will automatically display the Space Detail Revisions form after you set up legal clause information.

Square Footage | Enter the gross occupied area of a unit, floor, or building, or the area that is available to lease.
Hierarchy | Enter the code from UDC table 15/HI that specifies which legal clause rights take precedence. Such precedence can exist between clauses within the same lease, or clauses that are in the leases of different tenants.

#### Entering Space Detail Audit Information

Access the Space Detail Audit Revisions form.

Date Offered | Enter the date on which an offer is made.
Decision Required | Enter the date by which a decision on an offer is required; for example, the date by which the offer must be accepted or declined.
A/ D (accepted or declined) | Enter a user-defined code from UDC table 15/OF that specifies the status of an offer. Values are: A:Accepted D: Declined
Status Change | Enter the date on which a change was made to the status of an offer; for example, the date on which an offer was accepted or declined.

#### Entering Clause Amounts

Access the Clause Amounts Revisions form.

Depending on the setting of certain processing options in the Legal Clause Information program (P1570), the system will automatically display the Clause Amounts Revisions form after you set up legal clause or space detail information.

Amount | Enter the value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field.
Amount Type | Enter a user-defined code from UDC table 15/TA that indicates the amount type, such as percentage amount or monetary amount, of the legal clause.

#### Entering Clause Options Audit Information

Access the Clause Options Audit Revisions form.

Depending on the setting of certain processing options in the Legal Clause Information program (P1570), the system will automatically display the Clause Options Audit Revisions form after you set up legal clause information.

The Clause Options Audit Revisions form has many of the same fields as the Space Detail Audit Revisions form.

Hierarchy | Enter the code that specifies which legal clause rights take precedence. Such precedence can exist between clauses within the same lease, or clauses that are addressed in the leases of different tenants.

### Reviewing Lease Dates

This section provides an overview of lease dates and discusses how to:

- Set processing options for Critical Date Inquiry (P15204).

- Review critical dates.

- Set processing options for Expiring Leases Inquiry (P154030).

- Review expiring leases.

- Set processing options for Tenant Rent Roll Inquiry (P154210).

- Review rent amounts for active leases.

#### Understanding Leases Dates

The following programs enable you to review dates associated with a lease.

Critical Date Inquiry program (P15204)

A critical date is any date on which an action or a decision is required. Use the Critical Date Inquiry program (P15204) to review dates for required actions or decisions about leases or facilities. You can add critical dates to a lease, unit, property, building, or clause. You can review critical dates for all types of log details and clauses. For example, you can review the date you need to renew the insurance or send renewal reminders.

You can search for critical dates on the Work with Log Detail Critical Dates form using this criteria:

- Lease number.

- Property or building.

- Date range.

- Log class.

- Resolution status of a lease log line.

If you select a log detail record on the Work with Log Detail Critical Dates form, the system displays the appropriate form according to the type of log detail. For example, if the log is set up for a building, the system displays the Building Revisions form, from which you can select Log Details from the Form menu.

To review critical dates that are associated with clauses:

- Select Clause Dates from the Form menu on the Work with Log Detail Critical Dates form.

- Select Critical Date from the Form menu on the Work With Legal Clauses form.

Expiring Leases Inquiry program (P154030)

Use the Expiring Leases Inquiry program (P154030) to review the expiration dates, building statistics, and rent information for leases as of a specific date. You can review leases that expire within selected date ranges in 30-day increments from the as of date. For example, you can select leases that expire within 1–30 days, 31–60 days, or over 181 days as of a certain date.

Use this criteria to search for lease expiration dates on the Expiring Leases Inquiry form:

- Building

- Unit

- Tenant

- Lease/Version

- Lease Type

The P154030 program retrieves information from the Lease Master Header (F1501B) and Lease Master Detail (F15017) tables, as well as rent information from the Recurring Billings Master table (F1502B).

Tenant Rent Roll Inquiry program (P154210)

The Tenant Rent Roll Inquiry program (P154210) is a self-service program that enables you to review rent amounts that are in effect as of specific date. You can review occupied units, vacant units, or both occupied and vacant units.

You can search for rent amounts on the Rent Roll Inquiry form using this criteria:

- Lease

- Tenant

- Building

- Unit

- Unit Type

The P154210 program retrieves information from the Recurring Master Billings table (F1502B). Quantities that are associated with the recurring billing records include monthly, annual, gross amounts, and amounts per square foot.

#### Forms Used to Review Lease Dates

Form Name | FormID | Navigation | Usage
Work with Log Detail Critical Dates | W15204C | Tenant & Lease Information (G1511), Critical Date Inquiry | Review and select critical dates for the lease logs.
Work with Legal Clause Critical Dates | W15204A | On the Work with Log Detail Critical Dates form, select Clause Dates from the Form menu. | Review critical date information that is associated with legal clauses, and select records to revise.
Expiring Leases | W154030A | Tenant and Lease Information (G1511), Expiring Leases Inquiry | Review expiring leases.
Rent Roll Inquiry | W154210A | Tenant & Lease Information (G1511), Tenant Rent Roll Inquiry | Review rent amounts that are effective for a specified date.
Rent Roll Detail | W154210F | On the Rent Roll Inquiry form, select a record. | Review rent amounts for active leases.

#### Setting Processing Options for Critical Date Inquiry (P15204)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Search for Default Lease Version | Specify whether the system displays the version of the lease that is based on the current date (the system date) or the latest effective date. Values are: Blank: System date. 1: Latest (future) effective date. For example, if the current date is June 30, 2007 and the lease has two versions dated January 1, 2007 and October 1, 2007, respectively, the system displays the version that is dated October 1, 2007. Note. If you do not set up versioning in the F1510B table, the system ignores this processing option.

Versions

These processing options specify the version of the programs that run when they are accessed from the Form menu. If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Lease Information (P1501) | Specify the version of the P1501 program to use.
2. Unit Information (P15217) | Specify the version of the P15217 program to use.
3. Floor Information (P1506) | Specify the version of the P1506 program to use.
4. Property/Building Information (P15062) | Specify the version of the P15062 program to use.
5. Legal Clause Information (P1570) | Specify the version of the P1570 program to use.

#### Reviewing Critical Dates

Access the Work with Log Detail Critical Dates form.

Header Area

Use the fields in the header area to search for log records.

Resolve Status | Enter a user-defined code from UDC table H00/SX that specifies whether the requirements for the log line have been satisfied. Values are: Blank: The requirements have not been satisfied, the log line is not active, or no status is required. Y: Yes. N: No.
Lease Only | Select this check box to display only log entries that are defined as lease logs.

Detail Area

You cannot enter values in the fields in the detail area.

L C (property log class) | Specifies a user-defined code from UDC table 15/LG that specifies the type of information the log contains. Examples include: OP: First renewal option IN: Insurance PK:Parking spaces TI: Tenant improvements
Log Level | Specifies the level of a log entry. Values are: B: Building F: Floor U: Unit L: Lease

#### Setting Processing Options for Expiring Leases Inquiry (P154030)

Processing options enable you to specify the default processing for programs and reports.

Bill Codes

1. Bill Codes for Base Rent Amounts | Specify the bill codes that the system uses to identify base rent amounts. You can use up to 12 bill codes.

Currency

1. As If Currency Code | Specify the currency code for As If currency processing when the G/L constant for currency conversion is set to Y or Z.The system translates and prints amounts for the bill codes that you choose in a currency other than the stored currency. If you leave this processing option blank, the system converts and accumulates the billing amounts in the base currency of the building that is being processed.
2. As If Exchange Rate Date | Specify the date on which to retrieve an exchange rate when a default exchange rate does not exist for the lease billing record and the G/L constant for currency conversion is not set to N. If you leave this processing option blank, the system uses the as of date.

Process

1. Sorting Option | Specify a default sorting option from UDC table 15/LE that the system uses on the View Expiring Leases form.
2. Area Type | Specify the area type to retrieve from the Real Estate Management Constants table (F1510B) to calculate projected sales. Values are: Blank: Use the value from the Alternate Area Type processing option. 1: Rentable Area Type field. 2: Useable Area Type field. If both area-type processing options are blank, the system uses the value from the Rentable Area Type field.
3. Alternate Area Type | Specify a user-defined code from UDC table 15/AR if you want the ability to search by an alternate area type and the Area Type processing option is blank.
4. Rent As Monthly Or Annual | Specify whether to express rent as a monthly or annual amount. Values are: Blank: Monthly amount. 1: Annual amount.

#### Reviewing Expiring Leases

Access the Expiring Leases Inquiry form.

#### Setting Processing Options for Tenant Rent Roll Inquiry (P154210)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Search Default for Lease Version | Specify whether the system retrieves the version of the lease that is based on today's date (the system date), or the latest effective date. Values are: Blank: System date. 1: Latest effective date.
2. Select Area Type | Specify the area type to retrieve from the Real Estate Management Constants table (F1510B) to use to calculate projected sales. Values are: Blank: Use the value in the Alternative Area Type processing option. 1: Use the value in the Rentable Area Type field. 2: Use the value in the Useable Area Type field. If both area-type processing options are blank, the system uses the value from the Rentable Area Type field.
3. Alternative Area Type | Specify a user-defined code from UDC table 15/AR that identifies an area type if the Select Area Type processing option is blank and you want the ability to search by an alternate area type.
4. Rent Roll Sort By | Specify the default sorting option from UDC table 15/RR that the system uses on the View Rent Roll form.
5. Rent Steps Sort By | Specify the default sorting option from UDC table 15/RN that the system uses on the View Rent Steps form.

Bill Codes

1. Bill Codes for Base Rent Amounts and Base Rent Bill Code 2 through Base Rent Bill Code 12 | Specify up to 12 bill codes that the system uses to identify base rent amounts.
2. Bill Codes for EP Billing Amounts and EP Bill Code 2 through EP Bill Code 3 | Specify up to three bill codes that the system uses to identify expense participation billing amounts.
3. Bill Codes for Escalation Billing Amts. and Escalation Bill Code 2 through Escalation Bill Code 3 | Specify up to three bill codes that the system uses to identify escalation billing amounts.

Currency

1. As If Currency Code | Specify the currency code for As If currency processing. This processing option enables the system to display amounts in a currency other than the stored currency. If you leave this processing option blank, the program displays amounts in the stored currency.
2. As If Exchange Rate Date | Specify the date that the system should use to locate an exchange rate when using As If currency processing if a default exchange rate does not exist for the lease billing record. If you leave this processing option blank, the system uses the as of date to locate an exchange rate.

Versions

If you leave either of these processing options blank, the system uses the XJDE0001 version.

1. Lease Master Listing (R15401) | Specify the default version of the R15401 report to use.
2. Tenant Rent Roll (R15421) Version | Specify the default version of the R15421 report to use.

#### Reviewing Rent Amounts for Active Leases

Access the Rent Roll Detail form.

To review rent steps for active leases, select the Rent Steps button.

### Updating Holdover Dates

This section provides an overview of holdover dates, lists a prerequisite, and discusses how to:

- Run the Update Holdover Dates program.

- Set processing options for Update Holdover Dates (R15090).

#### Understanding Holdover Dates

When a tenant wants to remain in a facility after the lease has expired, the lease becomes known as a holdover. You can extend the lease dates by a number of months or even a number of days for one or more holdover leases using the Update Holdover Dates program (R15090).

Note. To update records for all leases in holdover status using the R15090 program, you change each lease's status to holdover status on the Lease Master Revisions form and define the holdover code during data selection.

See Setting Up Lease Information.

#### Prerequisite

Before you complete the tasks in this section, you must set up user-defined codes to include a holdover lease status in UDC table 15/LS.

#### Running the Update Holdover Dates Program

Select Holdover (G1525), Update Holdover Dates.

#### Setting Processing Options for Update Holdover Dates (R15090)

Processing options enable you to specify the default processing for programs and reports.

Select

1. From Date for Lease Selection | Specify the from date that the system uses for selecting leases. For a specific date, leave the To Date for Lease Selection processing option blank or enter the same date in both options.
2. To Date for Lease Selection | Specify the to date that the system uses for selecting leases. For a specific date, leave this option blank or enter the same date in the From and To date processing options.
3. Date Selection Criteria | Specify which lease dates the system uses when selecting leases. Values are: 1: Select all leases with an end date (or planned out date) in the range of dates from the date in option 1 to the date in option 2, and change all end dates to the date entered in the New Lease End Date processing option. 2: Select all leases with an end date (or planned out date) in the range of dates from the date in option 1 to the date in option 2, and extend all end dates by the number of days entered in the Increment Days/Month processing option. 3: Select all leases with an end date (or planned out date) in the range of dates from the date in option 1 to the date in option 2, and extend all end dates by the number of months entered in the Increment Days/Month processing option. 4: Select all leases with an end date (or planned out date) in the range of dates from the date in option 1 to the date in option 2, and extend all end dates by the number of months entered in the Increment Days/Month processing option and set the end date to the last day of the month.
4. New Lease End Date | Specify the new end date for the selected leases, which is based on the Date Selection Criteria option. If you set the Date Selection Criteria processing option to 1, the system uses the date in this field as the new end date for all leases in the specified range.
5. Increment Days/Months | Specify the number of days or months the system uses to increment the lease end date, which is based on the Date Selection Criteria processing option. If you have set the Date Selection Criteria processing option to 2, the number you enter here is the number of days the system adds to the lease end date. If you set the Date Selection Criteria processing option to 3 or 4, the number you enter here indicates the number of months the system adds to the lease end date. (Maximum increment = 999).
6. Last Day of Month | Specify whether to extend the new lease end date to the last day of the new month, if the current end date is the last day of the month. For example, assume that the current lease end date is February 28th and you are extending the lease for six months. If you activate this processing option, the new lease end date changes to August 31st. In this example, if you had not activated this processing option, the system would have assigned a new lease end date of August 28th. Values are: Blank: Extend the new end date of the lease to the same day in the new lease end month as the current lease end day. 1: Extend the new lease end date to the last day of the new lease end month.

Options

1. New Bill Code | Specify the new bill code for recurring billing records created by holdover. If you leave this field blank, the system uses the bill code of the existing record.
2. Create an Audit Trail | Specify whether to create an audit trail for recurring billing records. Values are: Blank: Update existing records. 1: Create an audit trail of recurring billing records by suspending current records and creating new billing records.
3. Adjustment Indicator | Specify whether to enter the corresponding adjustment amount as a percentage or a dollar value. Values are: Blank: Percentage value (default). 1: Dollar value.
4. Enter Adjustment Amount | Specify the amount by which to increase the gross amount for recurring billing records. If the adjustment indicator is equal to 1, the system adds the increase to the gross amount. If the adjustment indicator is blank, the system multiplies the increase by the gross amount. Note. Enter a percentage value as a whole number, for example, enter 5 1/4 percent as 5.25.
5. Adjustment Currency Code | Specify the currency code of recurring billing records. If the Adjustment Indicator processing option is blank, or if Currency Processing in GL Accounting Constants is set to N, the system ignores this processing option.
6. Taxable Amount Adjustment | Specify how to modify the taxable amount. The system uses this processing option when the Gross Amount is not equal to the Taxable Amount and both amounts are greater than zero. The system adjusts the Gross Amount based on the Adjustment Indicator and Adjustment Amount. Values are: Blank: Do not adjust. 1: Adjust the Taxable Amount by the dollar change to the Gross Amount. 2: Adjust the Taxable Amount by the percentage change to the Gross Amount. Note. If the original Gross Amount and Taxable Amount are equal, this option is ignored and both values are increased by the adjustment amount.

Update

Table Update Selection | Specify whether the system updates leases records with new end dates in these tables: Tenant E.P. Class Master (F15012B). Product Scales Master (F15014B). Minimum Rent/Recoveries (F15015B). Escalation Master (F15016B). Recurring Billing Master (F1502B). Management Fee Master (F1505B). A/R Fee & Interest (F1525B). When you update these tables, the system also updates the Lease Master Header table (F1501B) and the Lease Master Detail table (F15017). Values are: Blank: Do not update. 1: Update.

Bill Codes

1. Select / Omit Bill Codes | Specify which records to select for processing based on the bill code; use this processing option, in conjunction with the bill code processing options. Values are: Blank: Select records for all bill codes. 1: Select the records with the bill codes specified in the processing options. 2: Omit the records with the bill codes specified in the processing options. The system processes records for all other bill codes.

Print

1. Print Edit Report | Specify whether to update the holdover dates or print an edit report. Values are: Blank: Print an edit report only without allowing updates. 1: Update the holdover dates and update the tables.
2. FASB 13 Regeneration | Specify whether to regenerate the FASB 13 records that were updated by the holdover process. Values are: Blank: Do not regenerate FASB 13 records. 1: Regenerate FASB 13 records.