## Setting Up Additional Facility and Lease Information

This chapter discusses how to:

- Set up value-added tax (VAT) for properties and units.

- Set up additional lease information.

### Setting Up VAT for Properties and Units

This section provides an overview of the VAT setup for properties and units and discusses how to set up VAT for properties and units.

#### Understanding the VAT Setup for Properties and Units

You set up properties, buildings, floors, and units in the JD Edwards EnterpriseOne Enhanced Real Estate Management system using the same programs that you use in the JD Edwards EnterpriseOne Real Estate Management system. As part of the property setup, the U.K. requires that you assign VAT information to each building. The system prompts you to set up VAT information after you enter the building record. When you set up VAT information, you must specify whether the building is exempt from taxes:

- If the building is exempt from taxes, the system assigns the default tax exempt information from the Additional Company Constants.

  When you set up units for a tax exempt building, the units are also tax exempt and you cannot override tax information.

- If the building is not exempt from taxes, you assign the tax explanation code and tax rate area to calculate taxes for billing and expenses.

  The system provides separate tax fields so that you can assign different tax information depending on whether you are the landlord (generating billing records) or the tenant (generating expense records). When you set up units for buildings that are not tax exempt, you have the opportunity to override the tax information for the unit.

In addition to the tax information that you must enter for a building, you can also enter the address book number of the person to contact about the building and the asset number of the building if you use the Fixed Assets system. If you provide the asset number, the system updates the Account Ledger records (F0911) for billing and expenses so that you can use it for inquiry and reporting purposes.

In addition to the tax information that you enter for a unit, you can also enter the address book number of the person to contact. Additionally, the system provides an option for you to update the address book number in the Unit Master table (F1507), if desired.

Revising Tax Information on Buildings and Units

The system uses effective dates to control the tax information that you set up for buildings and, optionally, units. To revise the tax information, you enter a tax change date and revise the tax information. The system automatically generates a new tax record for the change and updates the Effective Date field with the value of the change date. The system also updates the Ending Date field on the original tax record to one day before the change date that you entered. Once you revise a tax record, you cannot select it. The system displays the record for audit purposes only. If you attempt to change the tax information without entering a change date, the system issues a warning that the audit trail of changes will be lost.

Note. The system allows revisions and deletions to VAT codes and rates only if no billing records exist between the specified dates. A processing option controls the validation for billing records, and you can override it; however, use caution when exercising this option.

#### Forms Used to Set Up VAT for Properties and Units

Note. The system automatically launches the application to set up tax information when you add a new building or unit. You use the navigation to access the forms in this table when you need to review or revise tax information.

Form Name | FormID | Navigation | Usage
Work With Building Additional Details | W74U0210B | Facility Setup (G74U15411), Property Maintenance For VAT | Review VAT information for properties.
Building Additional Details Maintenance | W74U0210A | Click Add on the Work With Building Additional Details form. | Set up VAT for properties and units.
Work With Unit VAT | W74U0215A | Facility Setup (G74U15411), Unit Maintenance For VAT | Review VAT information for units.
Maintain Unit VAT | W74U0215B | On the Work With Unit VAT form, click Add. | Set up VAT for properties and units.

#### Setting Up VAT for Properties and Units

Access either the Building Additional Details Maintenance form or the Maintain Unit VAT form.

Information that you set up for a unit overrides any information that you set up for a property.

Valid From | Enter the date on which the VAT tax record becomes effective for the specified property. The system automatically updates this field with the date that you set up in the building record. You can override the date, if desired.
Waive Tax Exemption | Specify whether the property is exempt from VAT tax. If you select this check box, the property is not exempt from VAT tax. The system enables the tax fields so that you can specify the tax explanation code and tax rate area to use for billing and expense transactions. If you do not select this check box, the property is exempt from VAT tax. The system automatically completes the tax fields with the default values from the Additional Company Constants that are specified for the company that is assigned to the property.
Changes Effective From | Enter the date that new tax information becomes effective. The system automatically generates a new record using the date that you enter in this field as the effective date for the new record.
Billing Tax Code | Enter a VAT tax explanation code from UDC table 00/EX that the system uses to calculate the tax amounts for billing transactions, including manual, recurring, interest and fees, and expense participation.
Billing Tax Rate | Enter the tax rate area to retrieve the tax rate to calculate the tax amounts for billing transactions, including manual, recurring, interest and fees, and expense participation.
Expense Tax Code | Enter a VAT tax explanation code from UDC table 00/EX to calculate the tax amounts for expense transactions, including vouchers, purchase orders, and journal entries with VAT.
Expense Tax Rate | Enter the tax rate area from which the system will retrieve the tax rate to use to calculate the tax amounts for expense transactions, including vouchers, purchase orders, and journal entries with VAT.
Address Number | Enter the address book number of the contact person for the property.
Asset Number | Enter the asset number to cross-reference the property to the JD Edwards EnterpriseOne Fixed Assets system.

Note. The following field is available on the Maintain Unit VAT form.

Update Unit Address Details | Specify whether to update the unit record in the Unit Master table (F1507) with the address information entered in the Address Number field. If you select this check box, the system updates the unit record with the address book number. If you do not select this check box, the system does not update the unit record with the address book number.

### Setting Up Additional Lease Information

This section provides an overview of additional lease master information and discusses how to set up additional lease information.

#### Understanding Additional Lease Master Information

You set up a lease in the JD Edwards EnterpriseOne Enhanced Real Estate Management system in the same way that you set up a lease in the JD Edwards EnterpriseOne Real Estate Management system. After you set up the lease on the Lease Master Revisions form, the system prompts you to enter additional information about the lease. This information is specific to JD Edwards EnterpriseOne Enhanced Real Estate Management and includes:

- The default bank code to use for fee and interest calculations.

- Additional interest to add to the base bank rate, if desired.

- The number of years to generate payment profile and account profile transactions.

- The currency code and exchange rate.

In addition to the fields that you complete on the Maintain Lease Master Additional Information form, you can also set up unit of measure conversion rates and assign them to each building and unit record that is associated with the lease. For example, if the area of the unit that you lease is 10,000 square feet, you can set up a conversion rate from square feet to square meters so that you can calculate the area in square meters quickly and accurately. You access the unit of measure conversion program only through the Lease Master Maintenance program (P74U1501); it is not set up on a menu.

The processing options for the P74U1501 program are the same as the processing options for Lease Information program (P1501). No additional processing options are needed for the additional lease information or the alternative unit of measure applications.

The system stores lease information in these tables:

- Lease Master Header (F1501B).

  The system stores information from the header area of the lease in this table.

- Lease Master Detail (F15017).

  The system stores information from the grid area of the lease in this table.

- Lease Master Tag (F74U01BT).

  The system stores the additional lease information in this table.

- Lease Master Alternative UOM Tag (F74U03BT).

  The system stores alternate unit of measure information in this table.

Move-Out Dates

In the JD Edwards EnterpriseOne Enhanced Real Estate Management system, if the tenant moves out early, you have a choice of either crediting the tenant for the amount of their overpayment or crediting and re-invoicing the tenant for the correct payment amount. The system uses the value of the Credit Calculation Method field in the Additional Company Constants to determine which payment profile records to create. The system closes the original payment profile records and creates new ones based on the method that you use.

Note. The process to credit or re-invoice billing amounts for early move-out dates is applicable only to recurring billing records with a payment method of advance.

#### Forms Used to Set Up Additional Lease Information

Form Name | FormID | Navigation | Usage
Work with Leases | W74U1501A | Tenant & Lease Information (G74U1511), Lease Master Maintenance | Review and select lease records.
Lease Master Revisions | W74U1501D | Select a lease record on the Work with Leases form or click Add to set up a new lease. | Add or revise a new a lease.
Work With Lease Master Additional Information | W74U501AA | Select a lease on the Work with Leases form, and then select Additional Info from the Row menu. Select Additional Information from the Form menu on the Lease Master Revisions form. | Review and select additional lease information records.
Maintain Lease Master Additional Information | W74U501AB | Click OK after setting up a new lease on the Lease Master Revisions form. Click Add on the Work With Lease Master Additional Information form. | Set up additional lease information.
Lease Master Alternative UOM Display | W74U501AC | Select a building record for the lease on the Lease Master Revisions form, and then select Alt UOM (alternative unit of measure) from the Row menu. | Complete the Alternative UOM field in the header area, and then select Convert from the Form menu. The system automatically updates the Alternative UOM and Alternative UOM Qty (alternative unit of measure quantity) fields in the grid based on the conversion rate that is set up.
Work With Standard Units of Measure | W41003A | Select UOM Conversion (unit of measure conversion) from the Form menu on the Lease Master Alternative UOM Display form. | Set up and revise conversion rates for the unit of measure.

#### Setting Up Additional Lease Information

Access the Maintain Lease Master Additional Information form.

Bank Code | Enter the bank code to use for calculating interest and fees. The system uses the value that you enter as a default value unless you set up a different value in the Fee & Interest Information program. The system automatically updates this field with the bank code that you enter in the Fee & Interest Information, if you change the value.
Interest Adjustment Pct. (interest adjustment percent) | Enter the percentage to add to the base bank code rate to determine the interest to assess on past due billing amounts. The system adds the percentage to the rate for the base bank rate record. Enter the value as either a whole number or a decimal fraction. The system displays the percentage as a whole number, but stores it as a decimal fraction. Note. You can enter a negative value, but when calculated, the total interest rate cannot be less than zero.
Effective Start Date | Enter the effective date that is associated with the interest adjustment percentage.
Effective End Date | This field is not updated by the system, nor is it enabled for input.
Payment Profile and Accounting Profile | Enter the number of years for which the system generates payment profile and accounting profile transactions for the lease. Typically, the number of years that you enter equals the number of years for which the lease is set up. The system automatically updates this field with the value in the Number of Years to Create field for the Additional Company Constants, but you can override it if necessary. Note. If the number of years that you enter is less than the term of the lease, the system will not generate profile records after the number of years expires. You must manually update the field to generate additional payment and accounting profile records. You should enter the value 99 so that billing and expense records are always generated.
Lease Currency Code | Enter the currency code of the lease. The system generates transactions in the currency that is assigned to the lease. If you leave this field blank, the system assigns the same currency code that is assigned to the company of the building.
Exchange Rate | Enter the exchange rate for transactions that the system generates for foreign leases. If you leave this field blank, the system retrieves the exchange rate that is set up in the Currency Exchange Rates table (F0015).