Property Manager Solution Design V1.0

PROPERTY
MANAGER
Solution Design
Solution Design
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Aneeb Liaqat
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Solution Design
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Solution Design
Solution Design
How the Manual Is Organized

This manual is divided in 4 sections:
Property Defination (Region, Area, Property, Building, Floor & Flat )
Property Space Assignment
Lease Administration
Lease Maintenance
Property Defination
This Chapter deals with Creation of Property, Buildings, Floors and Flats &
Rooms.
Property Space Assignment
This Chapter deals with Property Assignment
Lease Administation
This Chapter deals with Lease Defination.
Lease Maintenance
This Chapter deals with Lease Maintenace.
Audience
This manual is written as solution design for Oracle Property Manager
Application.
Solution Design
Contents
Document Control.......................................................................................ii
How the Manual Is Organized......................................................................3
Audience................................................................................................ 3
CHAPTER
Property Defination.................................................................6
Topical Essay............................................................................................... 7
Procedures............................................................................................. 7
Defining a Region or Area............................................................................8
Create Region (XXRegions)....................................................................8
Create an Area (XXArea)........................................................................8
Defining Properties......................................................................................9
Create Properties (XXProperties)...........................................................9
Defining Building.......................................................................................10
Create Buildings (XXBuildings)............................................................10
Defining Floors.......................................................................................... 12
Create Floor (XXFloor).........................................................................12
Defining Flats /Units..................................................................................13
Create Flats /Units (XXFlats)................................................................13
Defining Villa............................................................................................. 15
Create Villa (XXVilla)............................................................................15
Searching and Modifying Property (Building).............................................18
Search and Modify Property (XXProperty_Amend)...............................18
CHAPTER
Space Assignment....................................................................19
Topical Essay............................................................................................. 20
Procedures...........................................................................................20
Space Assignment to Employee................................................................21
Space Assignment to Employee (XXSpace_Assignment).....................21
Searching and Modifying Space Assignment Using Reassign and Approve
Option....................................................................................................... 22
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Search and Modify Space Assignment Using Reassign and Approve Option
(XXSpace_Reassignment)....................................................................22
View Space Assignment to Customer........................................................23
Process to View Space Assignment to Customer.................................23
Synchronizing Employee Cost Center with Human Resources (Program). .25
CHAPTER
Defining Contacts.....................................................................26
Topical Essay............................................................................................. 27
Procedures...........................................................................................27
Creation of Contacts..................................................................................28
Process to Create Contacts..................................................................28
CHAPTER
Define Milestone Template........................................................30

Topical Essay............................................................................................. 31
Procedures...........................................................................................31
Creation of Milestone Template.................................................................32
Process to Create Milestone Template (XXMilestone)...........................32
CHAPTER
Lease Administation.................................................................33
Topical Essay............................................................................................. 34
Procedures...........................................................................................34
Entering Expense Lease............................................................................35
Enter a Expense Lease (XXPMLease)...................................................35
Approve Payment Schedule and Export Invoices to AP..............................42
Schedule Payment (XXAP_Lease_Interface).........................................42
Entering Revenue Lease............................................................................46
Enter a Revenue Lease (XXPMLease)...................................................46
Approve Billing Schedule and Export Invoices to AR.................................53
Billing Schedule (XXLease_Bill_Authorize)...........................................53
Export Invoices to AR (XXAR_Export)...................................................54
Defining Payment Term Template..............................................................55
Payment Term Template (XXPayment_Temp).......................................55
Defining Billing Term Template..................................................................57
Billing Term Template (XXBilling_Temp)...............................................57
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CHAPTER
Lease Maintenance...................................................................59
Topical Essay............................................................................................. 60
Procedures...........................................................................................60
Lease Amendmend....................................................................................61
Lease Amendmend (XXLease_Amendment)........................................61
Lease Editing.............................................................................................62
Lease Editing (XXLease_Edit)...............................................................62
Open and Closed Issues for this Deliverable.............................................63
Solution Design
CHAPTER
Property Defination
Solution Design
Topical Essay
This chapter deals with Creation of Region, Area, Properties, Buildings/Villa,
Floor and Units. Creation of Region and Areas is part of Proeperty Definition
Structure in Orace and is defined at Property Level.
This chapter also deals with search and modification of property details.
Procedures
Scope
This procedure covers the following functional areas:
1* Defining Region and Area
Responsibility
1* Oracle Property Manager Super User is responsible for Defining Region and Area
Ownership
Property Manager Super User is responsible for ensuring this document is
necessary, reflects actual practice, and supports corporate policy.
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Defining a Region or Area

Create Region (XXRegions)
1. Go to Property Manger Super User and Select the navigate:
Property Defination > Regions
Region and Office Park (Area) is non mandatory information in Oracle which is attached at
Property level and helps in classification of Properties according to Region or Areas. This
information is required in for reporting purpose during Property Definiton to get the
properties details regionwise.
2. In The Region and Office Park window enter Name and Description for Region and select
the Location Type as Region. Save your work.
Create an Area (XXArea)

Property Defination > Regions
Area (e.g. Office Park) is defined within the Region during Property Defintion.
2. In The Region and Office Park window enter Name and Description for Office Park and select
the Location Type and you can assign the previously deined Region to Area.
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Defining Properties
Create Properties (XXProperties)
Property Defination > Property
Property Definiton is mandatory step in Oracle Property Manager consists of the Buildings, Floors,
Units and Sub Unit. In, Compounds can be defined at Property Definion level which consists of
Buildings and Villas.
Note: You must define region and Area (Office Park) before defining properties.
2. Select the Operating Unit under which Property needs to be defined.
3. Enter Property Name and Property Code which should be unique. Optionally enter Region
and Area. Select the Tenure such as Owned, Leased. Optionally enter Type, Condition and
description.
Region and Area information is required to reporting purpose. Accommodation type
information is stored in the Type Field.
4. Once you save the Property details, New Building button will be enabled, so either you
can define
Building from this New Building button to create the building or directly
from Building.
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Defining Building
Create Buildings (XXBuildings)
1. Go to Property Manger Super User and Select the navigat:
Property Defination > Building
Building Definition will be mandatory step required during Property Definition. Without this
information, Floor and Units cannot be defined. In, both Buildings and Villas are defined at
this level.
2. Select the Opertaing Unit. Enter the unique Building Name. Create Short Form for your
Building and enter it in the Short Form field. The Building short form that you create will
become the first element of the Location Code.
3. Select the Property Name, Type (Type field is used to store the Accommodation Type
during Building Definition)
4. Enter From Date and Country. From Date information is mandatory and needs to be
entered.
Optionally enter
To Date, Address, City, State and Postal Code.
Click on Occupancy Tab

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5. In the Occupancy tab specify whether the building is occupiable and whether it can be
assigned to Employee, Cost Center or Customer.
Note: The Employee Assignable, Cost Center Assignable, and Customer Assignable fields control
whether you can make assignments to the location or not. Locations with Customer Assignable can
only be used during Revenue Lease Creation.
Click On Features Tab.

6. In The Features tab enter the Type, description and Condition of the building.
For Villas, Type (Furnishing Details) is important information which is used for calculation
of Furniture Allowances for the Employees assigned to Family Accommodation Villa.
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7. In the Contact Tab you can capture information of Key People such as Maintenance,
Parking etc, and Company Name and Company Site.
Note: Contacts needs to be created before using the contact information in
Property
Definition and Lease Administrator. For Defining of Contacts,
please refer Chapter 4 Defining Contacts.
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Defining Floors
Create Floor (XXFloor)
When you finished setting up Building, you can then set up floors in the building.
Navigate to the Floor window from Building.
Click on Floor button:

2.
Enter the Name of each floor you are defining. Create Short form which should be unique value. Enter
From Date which should be equal to or greater than From Date entered at the Building Level.
Optionally enter To Date and select the Furnishing detail which is non mandatory information at floor
level. Specify the Occupancy Status of the Floor and whether it is assignable to Employees, Cost Center
and Customer or not.
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Defining Flats /Units

Create Flats /Units (XXFlats)
When you have finished setting up Floor, you can then set up Flats/Units in the Floor.
Navigate to the Flats/Units window from Floor.
Click on Unit button.
Flats and Rooms information is entered at this level which is the lowest level in the Property Defintion
Structure in Property Manager.
2.
After clicking on Unit button the belowbelow form will open. Click on Open button.
3. Enter Name for each Unit/Flat you are defining.Optionally enter Suite.
Enter Short Form which should be unique.
4. Enter From Date information which should be equal or greater to From Date entered at
the Floor level. Optionally enter To date information.
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5. In the Area region, enter the amount of momthly rental which is useful information and
can be used in reporting purpose for Leases and calculating the Rentals at the Property
and building level.
6.
Enter Area information about the Unit for Customer Assignable Units. Assignable
informations is defaulted as 1.
7. In Usage region Select the space Type and select the Condition.
8. In the Occupancy tabbed region, specify the Occupancy Status of the Units/Flats and
whether it is assignable to employees, cost centers, or customers.
Note: If you want captures the rooms you can use Suite field.
9. Maximum and Optimum field is non mandatory and can be used for storing the Maximum
and Optimum number of employee/person can be assigned to this Unit.
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Defining Villa
Create Villa (XXVilla)
Property Defination > Property
2. If you have already defind Property query the same and define Villa under the property or
if you are defining new property in that case once you saved the property New Building
Buttion will be enabled, from there you can define the Villa under the newly created
property.
Defining Villa is the custom solution provided in for defining Villas at the Building level
during Property Defintion. For Buildings which are defined as Villas with Type as Family
Accommodation-Villa, Floor Button will be disabled so that Floors and Units cannot be
defined for such buildings. Under Features Tab, Type (Furnishing Details) needs to be
entered for Villas which is used for Furniture Loan allowances in HRMS.
Note: You can either define Villa from Property Definition window or directly
from Building.
3. Enter Name of the defined property and click on Find button.
4. Once you click on find button below form will open.
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Click on New Building button to create Villa.

5. Enter Name, Short Form, Tenure, and select type as Family Accomodation (Villa), From
Date (It is starting date of Villa). Optionally enter To Date, Address, City, State and Postol
Code.
6. In the Occupancy tab specify whether the Villa is occupiable and whether it can be
assigned to Employee, Cost Center and Customer or not.
Note: The Employee Assignable, Cost Center Assignable, and Customer Assignable fields control
whether you can make assignments to the location or not. Locations with Customer Assignable can
only be used during Revenue Lease Creation.
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7. In The Feature Tab Select the Furnishing Type and condition. These are not Manadatory
Fields.
8. In the Contact Tab you can capture information of Key People such as Maintenance,
Parking, Company Name and Company Site.
Note: Contacts needs to be created before using the contact information in
Property
Definition and Lease Administrator. For Defining of Contacts,
please refer Chapter 4 Defining Contacts.
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Searching and Modifying Property (Building)

Search and Modify Property (XXProperty_Amend)
Property Modification is used to make any changes to be defined property depending on
the changes done to the said location.
2.
Enter the Search criteria and click on Find button.
3.
Building Form will be open.
4.
Make the modification to the location as per the requirement.
5. Once you click on save system will pop up message that do you want to correct or
Update.
Click on appropriate one.
Correct: Click on Correct if you do not want to maintain any history of modifications
Update: Click on Update if you want to maintain the history of modifications. Current
Property
Definition record will be end dated and new record with As on Date will be created in
the system.
Note: Similarly Floor and Flats information can be modified either using Correct or Update Options from
Building window.
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CHAPTER
Space Assignment
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Topical Essay
This chapter deals with space assignment to an employee and contingent
worker.
This chapter also deals with search and modifies properties by using Reassign
& Approve button and View Space assignment to an employee & Customer.
Procedures
Scope
2* Space Assignment
Responsibility
2* Property Manager Super User is responsible for Space Assignment
Ownership
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Space Assignment to Employee

Space Assignment to Employee (XXSpace_Assignment)
1.
Go to Property Manager Super User Responsibility and Select the navigate:

Assignment > Assign Space
Space Assignment process deals with assignment of Spaces in Property Manager to either
new or existing employees as per Accomodation request raised in HRMS. Flat/Villas are
shown to the employee and upon his approval, Space Assignment record is entered in
Oracle Property Manager under Space Assignments.
2. Select the Operating Unit, Location Type i.e. Building or Floor or Unit. Here we are
assigning Unit to employee.Enter the Location code you want to assign to employee.
3. Fill other information.
Operating Unit: Select Operating Unit
Location Code: Location Code that is assigned to the Employee.
Location Type: Type of Location. i.e. Either Office(Flat) or Building(Villa)
From: From Date is the Assignment Date for the Flat or Villa assigned to Employee.
To: To Date is the End Assignment Date for the Flat or Villa assigned to Employee
Name: Name of the Employee to whom Space is assigned.
Corporation Number: Corporation Number of the Employee. This information is shared
from HRMS.
Cost Centre: Cost Centre of the Employee. This information is defaulted from HRMS and
can be updated in Property Manager.
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Searching and Modifying Space Assignment Using Reassign and

Approve Option
Search and Modify Space Assignment Using Reassign and Approve Option
(XXSpace_Reassignment)
Space Assignment Modification need to be done whenever there is a request from HR department to
end date
the Space Assignment of the given employee incase of end of his employment with. Space
Assignment modification request can be raised by employee also incase of change in his
accommodation.
Assignment > Assign Space
2. Enter either the Location or Employee Details for which Property Space Assignments need
to be modified. Click on Find button
3. Enter the employee name and corporation number system will pop up message if
employee is already assigned to other location.
Reassign: The current assignment is end-dated and the additional assignment is accepted.
Approve: The additional assignment is accepted. It means there will be multiple assignments for
the employee for the given location.
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View Space Assignment to Customer

Process to View Space Assignment to Customer
Assignment > View Space Assignment
Customer Space Assignment can be view for only those locations for which
Revenue Leases are present in system.
Click on Open button.

2. You can view the Assigned Space by Location Code, Customer Name, As on Date.
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Click on Find button.

3. In the below screen shot you will find the Assignment details to the Customer.
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Synchronizing Employee Cost Center with Human Resources

(Program)
1. When you create an employee space assignment, the Cost Center field is
automatically populated with the cost center assigned to the employee in Oracle
Human Resources.
2. Thereafter, space assignments are not updated automatically to reflect changes to
employee cost center assignments in Oracle Human Resources. You must use the Cost
Center Synchronization with HR concurrent program to update cost center information
in Employee Space Assignment.
Example: Synchronizing Employee Cost Center
3. In Oracle Human Resources, an employee, Jane Doe, is created on January
01, 2003 and assigned to cost center 300. In Oracle Property Manager, Jane
Doe is assigned office space from January 01, 2003 to December 31, 2003.
The cost center associated with the space assignment is Jane Doe's cost
center in Oracle Human Resources.
On July 01, 2003, Jane Doe's cost center changes to 550 in Oracle Human
Resources. In Oracle Property Manager, the Cost Center Synchronization
with HR concurrent program is run on July 31, 2003 to update the cost
center information in Jane Doe's space assignment with her new cost center.
The As of Date specified is July 01, 2003.
Therefore, Jane Doe's space assignment is modified as follows:
The original space assignment (with cost center 300) is terminated on June
30, 2003. A new space assignment (with cost center 550) is created
between July 01, 2003 and December 31, 2003.
Note: The concurrent program splits space assignments based on the As of
Date specified in the Parameters window
4. To Run the Synchronizing Employee Cost Centre Program
Go to Schedule Processes
Query and run XXCost Center Synchronization with HR
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CHAPTER
Defining Contacts
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Topical Essay
This chapter deals with creation of Contacts.
Procedures
Scope
3* Creation of Contacts
Responsibility
3* Property Manager Super User is responsible for Creation of Contacts.
Ownership
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Creation of Contacts
Process to Create Contacts
1.
Go to Property Manager Super User Responsibility and Select the navigate:

Agent > Contacts
Enter Company Name, Number. Optionally Enter Parent Company.
Contacts are the companies or other business entities that perform certain functions for
Property or Leases you manage. Contacts include parties to the lease with role such as
landlords, Insurance companies.
You can also use the Contact window to keep track of other types of services such as
Maintenace, Security and Parking Service.
2. Select Role, Enter Site Name. Optionally enter Country, Address, City, County, State and
Postal Code.
In Contacts region enter Last Name, First Name, Job Title and Email.
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Note: Select the Role based on the type of Contact you are creating. Select the primary
flag if you have more than one Person and other details and you want to make one as
primary.
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CHAPTER
Define Milestone Template
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Topical Essay
This chapter deals with Creation of Milestone Templates which we can use in
creation of Lease.
Procedures
Scope
1* Define Milestone Template
Responsibility
Property Manager Super User is responsible for:
2* Creation of Milestone Template
Ownership
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Creation of Milestone Template

Process to Create Milestone Template (XXMilestone)
1. Go to Property Manger Super User Responsibility and Select the navigate
Setup > Milestone Template
Milestones are events of importance in the life of as lease with dates and
deadlines by which certain action must be taken such as commemcement and
termination dates or insurance due dates.
2. Enter Name, Description, Select type, Responsible User to whom notification is sent, in
the Lead Days field enter the estimated number of days that will be required to
complete milestone type you entered and in Frequency field enter the number of
days that you want to elapse from one user notification to next.
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CHAPTER
Lease Administation
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Topical Essay
This chapter deals with creation of Lease (Expense and Revenue), Approval of
Payment/Billing Schedules and Exporting Invoices to AP/AR and Normalization
process.
You can also create Payment Term and Billing Term Template which can be
used during drafting of Leases.
Procedures
Scope
3* Lease Creation
Responsibility
Property Manager Super User is responsible for Lease Creation:
4* Lease Creation
Ownership
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Entering Expense Lease

Enter a Expense Lease (XXPMLease)
Lease and Document > Main Lease > Enter Leases and Document
Lease Administrator is used to enter the Leases i.e Contracts in Property Manager. Lease
Details, Locations and Payments tabs contains the mandatory information that needs to
be entered during Drafting of Lease. Non Mandatory information such as Contacts,
Insurance details, Options information can be stored under given tabs.
Click on New button.
4. Select the Operating Unit.

5. In The Name field Enter Unique Name for Lease.
6.
Select the Type of the lease.
7. Select
Select
Select
Select
the
the
the
the
Class (Expense or Reveune or Sublease)

Expense lease class if you are the tenant.
Revenue lease class if you are the landlord.
Sublease lease class if you are subleasing the property to a subtenant.
8. Select the Abstracted By ( The name of the person who enters lease information in
Oracle Property Manager)
9. Approval Status: Indicates if your lease information is in Draft or Final form.
Draft: The default lease status when you first open the Leases window. As long as the
lease is in Draft status, you can change the information you have entered and enter
additional information without having to amend or edit the lease.
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Final: If you have entered Payment or Billing items in the tabbed region of the Leases
window, you will generate scheduled payments or scheduled billings when you finalize
and save the lease. After you change the status to Final and save the lease, you must
either create an Amendment or perform an Edit to make most changes to your lease
information.
10. Select the Lease Status
11. Enter the Contract Entered Date, Start Date and End Date.
12. Enter the Expense, Liability and Accrued Liability Account or select the Term
Template.
13. Select the User Responsible
14.Select the Proration Rule Days/Month
15. Contacts Tabbed Region: You can enter this information only after you have set up
contacts. This tab is used to store contacts related details such as Role, Company
name and site. This information is non mandatory under drafting of Lease.
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16. Locations Tabbed Region: Enter location information for the Building/Villa, Floor and
Unit as per Contract with the Landlord. You can enter this information only after givne
Property is defined in the system. You can enter the usage purpose of the leased
location, estimated and actual occupancy dates and Expiration date.
17. Insurance Tabbed Region: This tab is used to store Insurance related details such
as Insurance Type, Insurer Details, Policy Number and Dates. This information is non
mandatory under drafting of Lease.
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18. Rights and Obligations Tabbed Region: This tab is used to store any rights and
obligation such as Type such as Parking, Maintenance etc, Grant code and comments if
any. This information is non mandatory under drafting of Lease.
19. Options Tabbed Region: This tab is used to store Options related details such as
Option Type such as Renewal, Purchase etc, Start Date, Reference and Status. This
information is non mandatory under drafting of Lease.
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20. Payment Tabbed Region: Finance Department will provide the Payment Tab
Information which includes Account details, Amounts, Payment type and other
financial details to Housing Section during the drafting of Lease.
Click on Open button.

21. Select the Purpose and Type of the payment. Select the Frequency of the payment.
Enter the schedule day.This is the day of the month for which schedules should be
created.
Select the Start Date and End Date of the payment Term.
Select the Supplier Name and Supplier site.
Enter the Actual Amount of the payment.
Note: Make sure Normalize check box should be enabled for Expense Lease.
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Save your work.

22. Go to Second line as shown in below screen shot and click on Open.
23. Select the Purpose and Type of the payment. Select the Frequency of the payment.
created.
Select the Start Date and End Date of the payment term.
Select the Supplier Name and Supplier site.
Enter the Actual Amount of the payment.
Note: Make sure Normalize check box should be enabled for Expense Lease.
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Save your work.

24. Notes Tabbed Region: This tab is used to store notes related details such as Note Type,
Date. This information is non mandatory under drafting of Lease. This tab can be used to
upload the original contract scanned copy.
25. After filling all the information change the Approval Status to Final. System will
populate message. Click on Save Now.
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Note: The Alert notification is generated whenever Expense Lease Approval Status is
updated from Draft to Final so that AP Team can review and approve the Payment
Schedules.
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Approve Payment Schedule and Export Invoices to AP

Schedule Payment (XXAP_Lease_Interface)
Lease and Document > Payment> Authorize
Finance Department needs to approve Payment Schedule after reviewing the lease details
once Lease is finalized by the Housing Section. Approval of Payment Schedules is
mandatory before exporting the Invoices to AP. Corresponding AP period needs to be
opened in AP before approving the Payment schedule.
2. Select the Operating Unit, Lease Name or Lease Number. Click on Find button.
3. You will find the all the schedule payment, change the Payment status for the period you
want to pay from Draft to Approve
There will be three statuses:
a. Draft: When Oracle Property Manager first generates the schedule, its status is
Draft. You approve a schedule by changing its status to Approved and saving your
work. The approval takes effect when you save your work. You can change the
billing terms for an item in an approved schedule. This change is incorporated into
all items, belonging to the term, that are not exported. Once you have approved a
schedule, you can no longer change the schedule date for that schedule. You can
change the status of an approved schedule back to draft status, as long none of
the items belonging to that schedule have been exported. If you change a
schedule to Draft status, you can change the transaction date.
b. On hold: If you place a schedule on hold, you cannot approve it. You must
deselect the On Hold check box and change the status to approve it.
c. Approved: Once the status is approved means you can export the billing schedule
to AP.
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Click on Approve button.

Note: By using Details button, one can view the Payment details of the
lease and can
defer scheduled payments of the Lease.
4. To Export the lines to Payables (XXAP_Lease_Export)

Go to Lease and Documents > Payments > Export To Payables
Enter the Lease Number and click on Find button.
5. Make sure that you are exporting the Payment for Particular Month/Months.
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Click on Export button.

Note: After Exporting the Payments you can requery the payments in Export
Payments to Payable form then Transaction Buttion will be enable. After clicking
on Trasaction button you can see the Invoices created in AP.
6. To Import Invoices in AP (XXAP_Lease_Import)

Go to Payable Responsibility Navigate:
Navigate: View > Request> Submit a New Request
7. Select the Operating Unit, Source and Enter the Batch Name to import the invoices under
this particular batch.
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8. Batch Name: Payables displays the value you entered when you submitted Payables
Open Interface Import. If you didn't enter a value and you use batch control then the
system assigns a value for you by concatenating the source with a unique sequential
number. For example, ERS: 1234
9. To see the batch created in Payable module navigate:
Invoice > Entry > Invoice Batch
10.To Export Normalization lines to General ledger (Program)
Go To Lease and Document > Export Normalized Lined to General Ledger.
Normalization is used to spread the rental expenses equally across the lease term.
a. Normalization is also known as Straight Line Method wchich spreads the cost of rent
payments over the life of the lease to more accurately record the lease expense
during the time it was incurred.
b. Using rent normalization features provides you with detail monthly deffered liability
amounts that can be accessed by accounting and finance department to accrurately
calculate and estimate company level expenses.
c. As per current process in, Account Payables Department creates Semi-annually
Prepayment invoices in AP with invoice date as 1st June and 1st Dec for Landlord
payments. Every month standard invoice is created in AP and applied to Semi-annually
Prepayment invoice for property accounting.
Using Property Manager, monthly and Semi-annually invoices will be exported from
Property Manager and Accrued Liability (Pre-Payment Rent Account) and monthly
expense lines will be sent to GL.
d. Accounting entries for Payment Lines where Normalize check box is checked:
In AP, standard Invoice depending of Frequency:
Accrued Liability (Rent Prepayment Account) --- Debit
To Liaiblity Account ---- Credit
In GL, Accounting entries for Monthly Normalize items:
Expense Account --- Debit
To Accrued Liability (Rent Prepayment Account) ---- Credit
Note: Before running (Transer Normalized Lines To GL Program) corresponding

Payment Schedules needs to be approved and exported to AP
11. In the Journal Category Select Lease Expense. Enter the Lease Number. (Optionally Enter
Schedule Start Date, Schedule End Date, Period Name and Supplier Name).
Parameters:
a.
Journal Category: You must select the journal category for the export to Oracle
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Subledger Accounting. The selections for this required field the following:
All: All revenue and expense items are included.

Lease Expenses: Only expense items are included
Lease Revenue: Only revenue items are included
b. Schedule Date range: Optionally, restrict the transfer to a schedule date range.
Leaving
the fields blank will include all schedule dates.
c.
Lease Number range: Optionally, restrict the transfer to a lease number range. Leaving
the fields blank will include all lease numbers.
d. Period Name: Optionally, enter the period name.
e. Supplier Name: Optionally, enter the name of the supplier.
f. Customer Name: Optionally, enter the name of the customer.
The Transfer Normalized Lines to GL concurrent program does not generate a report.
12. Run Create Accounting
Go to Property Manager View > Request > Submit a New Request > Create Accounting
13. To See the entries in GL
Navigate: Journal > Enter
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Solution Design
Entering Revenue Lease

Enter a Revenue Lease (XXPMLease)
1. Go to Property Manger Super User Responsibility and Select the navigate:
Lease Administrator is used to enter the Leases i.e Contracts in Property Manager. Lease
Details, Locations and Payments tabs contains the mandatory information that needs to
be entered during Drafting of Lease. Non Mandatory information such as Contacts,
Insurance details, Options information can be stored under given tabs. Once Lease is
Finalized, Alert will be sent to Finance Department for Approval of Payment/Billing
Schedules and Export of Invoices in AP or AR depending of Lease Class.
2. In The Name field Enter Unique Name for Lease.
3.
Select the Type of the lease.
4. Select the Class (Expense or Reveune or Sublease)

Select the Revenue lease class if you are the landlord.
5. Select the Abstracted By ( The name of the person who enters lease information in Oracle
Property Manager)
6. Approval Status: Indicates if your lease information is in Draft or Final form.
Draft: The default lease status when you first open the Leases window. As long as the
lease is in Draft status, you can change the information you have entered, and enter
additional information, without having to amend or edit the lease.
Final: If you have entered Payment or Billing items in the tabbed region of the Leases
window, you will generate scheduled payments or scheduled billings when you finalize
and save the lease. After you change the status to Final and save the lease, you must
either create an Amendment or perform an Edit to make most changes to your lease
information.
7. Select the Lease Status
8. Enter the Contract Entered Date, Start Date and End Date.
9. Enter the Revenue, Receivable and Accrued Asset Account.
10. Select the User Responsible.
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Solution Design
11. Contacts Tabbed Region: You can enter this information only after you have set up
contacts. This tab is used to store contacts related details such as Role, Company name
and site. This information is non mandatory under drafting of Lease.
12. Locations Tabbed Region: Enter location information for the building, floor, or
Unit that you are assigning to the lease. You can enter this information only after you set
up locations. You can enter the usage purpose of the leased location, estimated and
actual occupancy dates and Expiration date.
Note: If you enter customer name in Location tab then you can search this
location is assigned to particular customer in View Space Assignment form.
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Solution Design
13. Insurance Tabbed Region: This tab is used to store Insurance related details such as
Insurance Type, Insurer Details, Policy Number and Dates. This information is non
mandatory under drafting of Lease.
14. Rights and Obligations Tabbed Region: This tab is used to store any rights and
obligation type such as Parking, Maintenance etc, Grant code and comments if any. This
information is non mandatory under drafting of Lease.
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Solution Design
15. Options Tabbed Region: This tab is used to store Options related details such as Option
Type such as Renewal, Purchase etc, Start Date, Reference and Status. This information is
non mandatory under drafting of Lease.
16.Billing Tabbed Region :

Finance Department will provide the Billing Tab Information which includes Account
details, Amounts, Billing type and other financial details to Housing Section during the
drafting of Lease.
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Solution Design
Click on Open button

17. Select the Purpose and Type of the Receipt. Select the Frequency of the Receipt.
created.
The schedule day must be between 1 to 28. Select the Start Date and End Date of the
Receipt.
Select the Location.
Select the Customer Name and Bill to Site.
Enter the Actual Amount of the Receipt. (Enter the estimated amount of the receipt if you
do not know the actual amount.)
Select the Transaction Type
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Solution Design
Save your work.

18. If you entered the accounts on Lease Detail Tab, here it will appear automatically from
Lease Detail Tab. If you have not entered in Lease Detail Tab you can enter here.
Save your work.

19. Notes Tabbed Region: This tab is used to store notes related details such as Note Type,
Date. This information is non mandatory under drafting of Lease. This tab can be used to
upload the original contract scanned copy.
20. After filling all the information change the Approval Status from Draft to Final.
System will populate message. Click on Save Now.
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Solution Design
Note: The Alert notification is generated whenever Revenue Lease Approval Status is
updated from Draft to Final so that AR Team can review and approve the Billing
Schedules.
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Solution Design
Approve Billing Schedule and Export Invoices to AR

Billing Schedule (XXLease_Bill_Authorize)
Go to Property Manger Super User Responsibility and Select the navigate:

Lease and Document > Billing> Authorize
Finance Department needs to approve Billing Schedule after reviewing the lease details
once Lease is finalized by the Housing Section. Approval of Billing Schedules is mandatory
before Exporting the Invoices to AR. Corresponding AR period needs to be opened in AR
before approving the Billing schedule.
You will find the all the Billing Schedules. Change the Billing status for the period you want
to export to AR from Draft to Final.
There are three statuses:
a. Draft: When Oracle Property Manager first generates the schedule, its status is
Draft. You approve a schedule by changing its status to Approved and saving your
work. The approval takes effect when you save your work. You can change the
billing terms for an item in an approved schedule. This change is incorporated into
all items, belonging to the term, that are not exported. Once you have approved a
schedule, you can no longer change the schedule date for that schedule. You can
change the status of an approved schedule back to draft status, as long none of
the items belonging to that schedule have been exported. If you change a
schedule to Draft status, you can change the transaction date.
b. On hold: If you place a schedule on hold, you cannot approve it. You must
deselect the On Hold check box and change the status to approve it.
c. Approved: Once the status is approved means you can export the billing schedule
to AR.
Click on Approve button.

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Solution Design
Save your work.
Export Invoices to AR (XXAR_Export)

Lease and Document > Billing> Export to Receivables
2. Check the Export check box is checked.
Click on Export button.

3. System will generate Conncurrent Request. Click on ok.
4. To Import the Invoices in AR run Autoinvoice (Program)
5. Once Program completes navigate:
Transaction > Trasactions
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Solution Design
Defining Payment Term Template

Payment Term Template (XXPayment_Temp)
1. Go to Property Manager Super User Responsibility and Select the navigate:
Lease and Document > Payments > Payment Term Template
Payment term template contain default term that user can associate with multiple leases.
It will help users to avoid entering identical information for multiple payment terms.
Payment term template contains default payment term information used in expense
lease. After you associate a term template with a lease, all the term details specified in
the templates are automatically assigned to the lease.
2. Select the Operating Unit, Enter Name. Optionally enter Location, Purpose, Type, and
Schedule Day.
3. Select the Normalize Check only for the type of Base Rent (that is for those Payment types
for which you want to accrue Liability over the period of Lease)
Click on Account Distribution tab.

4. When you have not selected the Normalize Check Box: Give only 2 accounts: Expense
and Liability (Non Mandatory)
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Solution Design
Note: When you have selected the Normalize check box provide GL Code Combinations
for all the 3 Class- Expense, Liability (Not Mandatory) and Accrued Liability. Set the
Percentages as 100%.
Note: Payment Term template can be used during Lease Creation in the
Payment Tab
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Solution Design
Defining Billing Term Template

Billing Term Template (XXBilling_Temp)
1. Go to Property Manager Super User Responsibility and Select the navigate
Lease and Document > Billing > Billing Term Template
Billing term template contain default term that user can associate with multiple leases. It
will help users to avoid entering identical information for multiple billing terms.
Billing term template contains default billing term information used in revenue lease. After
you associate a term template with a lease, all the term details specified in the templates
are automatically assigned to the lease.
2. Select the Operating Unit, Enter Name. Optionally enter Description, Location, Purpose,
Type, and Schedule Day.
3. Select the Normalize Check only for the type of Base Rent (that is for those Billing types
for which you want to Unearned Revenue over the period of Lease)
Click on Account Distribution tab.

4. When you have selected the Normalize Check Box: Give GL code combinations for all the
3 accounts: Revenue, Receivable, Accrued Asset and % is set to100.
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Solution Design
Note: When you have not selected the Normalize check box give only 2 accounts:
Revenue and Receivables.
Note: Billing Term template can be used during Lease Creation in the Billing
Tab.
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Solution Design
CHAPTER
Lease Maintenance
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Solution Design
Topical Essay
This chapter deals with Lease Amendment and Lease Edit.
Procedures
Scope
5* Lease Maintenance
Responsibility
Property Manager Super User is responsible for lease Maintenance:
1* Lease Maintenance
Ownership
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Solution Design
Lease Amendmend
Lease Amendmend (XXLease_Amendment)
1. Go to Property Manager Super User Responsibility and Select the navigate:
2. Amendment feature is to record any amendment to the Lease information that has
Financial impact on the Lease. For example, when you create a lease amendment to
terminate a lease early, you can update your information in Property Manager with the
Amendment feature. The amendment feature allows you to keep a history of
modifications made to the original lease agreement, along with information such as
the user responsible and the amendment
3. When you create an amendment in Oracle Property Manager, name the amendment,
and identify its contract entered date, contract start date, and contract end date.
4. You also enter the name of the person who abstracted the amendmend, and the name
of the Person to whom the amendmend is assigned
Save your work.

Note: Once you saved the record system automatically generates request id for
new schedules for payments/ Billing depend upon lease Class.
Note: You can see the changes in View Lease History window.
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Solution Design
Lease Editing
Lease Editing (XXLease_Edit)
1. Go to Property Manager Super User Responsibility and Select the navigate
2. You edit a lease to make changes or additions because of an error or omission that was
made when the lease information was originally entered.
3. Edit lease information feature is, If you simply need to correct an error you made while
entering information, and you do not need to create a lease amendment, you can use the
Edit feature to update your lease information.
4. You can change the lease name and lease number using the Edit function after a lease
has been finalized. Make the changes.
Save your work.
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Solution Design
Open and Closed Issues for this Deliverable

Open Issues
ID
Issue
Resolution
Responsibili Target
ty
Date
Impact
Date
Closed Issues
ID
Issue
Resolution
Responsibil
ity
Target
Date
Impact Date
71

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PROPERTY

How the Manual Is Organized

Define Milestone Template........................................................30

Defining a Region or Area

Create an Area (XXArea)

Click on Occupancy Tab

Click On Features Tab.

Click on Floor button:

Defining Flats /Units

4. Once you click on find button below form will open.

Click on New Building button to create Villa.

Searching and Modifying Property (Building)

Enter the Search criteria and click on Find button.

Building Form will be open.

Make the modification to the location as per the requirement.

Space Assignment to Employee

Go to Property Manager Super User Responsibility and Select the navigate:

Searching and Modifying Space Assignment Using Reassign and

View Space Assignment to Customer

Click on Open button.

Click on Find button.

Synchronizing Employee Cost Center with Human Resources

Go to Property Manager Super User Responsibility and Select the navigate:

Define Milestone Template

Creation of Milestone Template

Entering Expense Lease

Click on New button.

4. Select the Operating Unit.

Select the Type of the lease.

Class (Expense or Reveune or Sublease)

Click on Open button.

Save your work.

Save your work.

Approve Payment Schedule and Export Invoices to AP

Click on Approve button.

4. To Export the lines to Payables (XXAP_Lease_Export)

Click on Export button.

6. To Import Invoices in AP (XXAP_Lease_Import)

Note: Before running (Transer Normalized Lines To GL Program) corresponding

All: All revenue and expense items are included.

Entering Revenue Lease

Select the Type of the lease.

4. Select the Class (Expense or Reveune or Sublease)

16.Billing Tabbed Region :

Click on Open button

Save your work.

Save your work.

Approve Billing Schedule and Export Invoices to AR

Go to Property Manger Super User Responsibility and Select the navigate:

Click on Approve button.

Save your work.

Export Invoices to AR (XXAR_Export)

Click on Export button.

Defining Payment Term Template

Click on Account Distribution tab.

Defining Billing Term Template

Click on Account Distribution tab.

Save your work.

Save your work.

Open and Closed Issues for this Deliverable

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