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Summary of the Basics

Contents:
 Business scenario
 Architectural view
 Usage view
 Measurements
 Rental object conditions
 Business partners

 SAP AG 2008

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Summary of the Basics of Course RE010: Overview
Diagram

Course Overview

Summary of the Basics of Course RE010

Contract management

Accounting

Adjustment of conditions

Service Charge Settlement

Sales-Based Contracts and Settlement

Business Integration

Corporate use

Tools

Country Specifics (*)

(*) Not part of the standard course, may not be covered.


 SAP AG 2009

 * This chapter is not part of the standard course and may not be covered.

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Summary of the Basics: Unit Objectives - Note

 This unit is a review of the training content from


course RE010.
 If you already have sufficient experience or know-
ledge regarding the processing of master data, you
can skip the contents of this unit.
 We do recommend, however, that you go through the
exercise, as the master data that is created there is
used in all other exercises.

 SAP AG 2008

© SAP AG RE200 1-3


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Summary of the Basics: Unit Objectives

After completing this unit, you will be able to do


the following:
 Name the master data objects in RE-FX.
 Explain how measurements and rental object conditions
are used.
 Explain how business partners and the options for
business partner management are used.

 SAP AG 2008

© SAP AG RE200 1-4


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Master Data: Unit Objectives

After completing this part of the unit, you will be


able to do the following:
 Name the master data objects in RE-FX.
 Explain how the architectural view is used.
 Explain the master data in the usage view and the
relationships among the objects.
 Explain the main uses of both of these views.
 Explain how measurements and rental object
conditions are used.

 SAP AG 2008

© SAP AG RE200 1-5


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Master Data: Business Scenario

 The IDES company leases in a locality.


 IDES wants to use SAP Real Estate Management
in SAP ERP 6.0 to manage its real estate.
 You are a member of the implementation team.
 The system should manage the following
business processes:
 Master data entry
 Business partner management
 Contract management
 Adjustment of conditions
 In addition, you will get to know Customizing for
measurement types and conditions.

 SAP AG 2008

© SAP AG RE200 1-6


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Organizational Structures in SAP ERP 6.0

 The following organizational elements of internal and external


accounting are used for mapping business processes in
Flexible Real Estate Management:
 Company code
 Controlling area

 SAP AG 2008

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

© SAP AG RE200 1-7


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Overview of Organizational Structure

Profit
center 2

Cost
center 2 Cost
Profit center 3
center 1
Cost
center 1
Company
code 2
Controlling
Area
Company Cost
center 6
code 1
Cost Cost
center 4 center 5 ...

Profit Profit
center 3 center 4
 SAP AG 2008

 The organizational structures of internal and external accounting are dependent on each other as
shown in the above graphic.
 Keep in mind:
 You can assign more than one company code to a controlling area.

© SAP AG RE200 1-8


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Business Scenario: Overview

Presen-
Board
Parking garage Office space tation
area
spaces
Floor 5 Parking level 5
Floor 3
Floor 4 Parking level 4

Floor 3 Parking level 3


Office space Office space
Floor 2 Parking level 2

Floor 1 Parking level 1


Floor 2

Kiosk
Office space Lobby
Cafeteria
Floor 1

 SAP AG 2008

 The business park consists of a large area of open land and two buildings.
 The first building is a three-floor administration building consisting of two wings.
 The second building is a five-floor parking garage with 200 parking spaces.
 On the property there are also areas of lawn and a parking lot with 50 parking spaces.
 All three floors in the west wing consist of office space. The east wing is set up for offices and
administration:
 The lobby, the cafeteria and a retail kiosk are on the first floor.
 Office spaces are on the second floor.
 The third floor houses the offices of the executive board as well as an area for presentations.

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Architectural and Usage Views

BE You can link a usage object to an


architectural object that already Architectural
BU
exists. Object Hierarchy
PR
CoCd 1 PS
RS
PS
RU

BE
BU
PR Floor
Using the RE Navigator, you can
CoCd 2 PS create a corresponding usage
object for an architectural object.
RS Room
PS
RU
Legend:
CoCd = Company code BE = Business entity
BU = Building RS = Rental space
PR = Property RU = Rental unit
PS = Pooled space
 SAP AG 2008

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

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Architectural Object Hierarchy

Locality

Property
Indoor car
Main building
park

5 FL
4 FL Green
3 FL
2 FL area
Bldg 1 FL
Bldg
wing 2 Parking spaces
wing 1
Parking
1 FL 2 FL 3 FL 1 FL 2 FL 3 FL spaces

Room 01 Room 02 Room 03


Room 01 Room 02

 SAP AG 2008

 In this example, the top-level object is a locality. You can also use any other architectural object
(such as a property of building) for this. You make the necessary settings for this in Customizing.
 In Customizing, you must specify how the system is to derive the ID of the respective architectural
object. You can define which objects of the hierarchy the system is to incorporate into the ID and
which characters it should use to separate them.

Example:
Architectural object = Room 57 in campus WDF, building 01, wing C, floor 3
ID = WDF/01_C3.57.
 The object’s ID is unique within the architecture.
 This example shows several ways of structuring a hierarchy. Before you can set up a hierarchy that
reflects how your objects are related, you first have to specify your object types in Customizing and
then the permitted hierarchies.
 You can define multiple architectural object hierarchies.

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Architectural Object Type

You can define the master data (object types) in the architectural view to
suit your needs. In other words, you can use the names you commonly
employ for architectural structures.
Example:
You want to depict a real estate object that consists of multiple building
complexes and properties.

Customizing Application
Object, such as: Object, such as:
Top Locality Munich
level To create an architec-
Building complex Office center (West)
tural hierarchy, you
Settings

Building Shopping center must first define in


Wing Shop floor 3B Customizing which
architectural object
Property Parking lot: Green St. types can be used as
Floor Parts storage 1 the top level.

Apartment Janitor’s apartment


Heating room/
Room/space lobby
... ...
 SAP AG 2008

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

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Architectural View

 Detailed representation of the architectural structure of your real estate


For example, locality with buildings, wings, floors, rooms, parks

 Detailed information on measurements that can also be made


available in the usage view
For example, on floors or rooms

 Cross-company-code capabilities
One architectural hierarchy can be used as the basis for the usage view in
multiple company codes.

 Representation of static information


Technical structures in real estate objects can be completely mapped in the
architectural view (using functional locations).
 This provides more flexibility in the usage view.

 Support of links to graphical systems

Use of the architectural view is optional.

 SAP AG 2004
2008

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

© SAP AG RE200 1-13


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Master Data in the Usage View

CoCd Company
Business entity
code

Building
Property

Pooled space

Scale Office
1:75 space 1

Office Office
space 3 space 2

Rental unit
Janitor’s
Rental Rental apartment
Rental space
space space
Office 2
Office 1 Office 3

 SAP AG 2008

 The highest element in the hierarchy of usage view is the business entity. The business entity is
assigned uniquely to one company code. The business entity groups real estate objects that are
related together. The business entity is usually made up of a group of buildings and properties
sharing the same utilities and subject to the same tax regulations.
 It can contain any number of buildings and properties. The assignment of numbers to buildings and
properties is unique within the business entity itself and can be external, internal or user-defined.
 There are three types of rental objects:
 Rental unit (not flexible, can only be leased out as a single unit)
 Pooled space (You can extract rental spaces from this for lease-out, however, the pooled space
itself cannot be leased out.)
 Rental space (a space extracted from a pooled space for lease-out)
 The number assignment of rental objects is unique within the business entity. You cannot lease out
business entities, buildings or properties directly, but they can be leased in.

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Rental Object

 Three rental object types are available:


Rental unit – Pooled space – Rental space

 You decide how detailed your rental objects need to be.


For example, rental units can be predefined and unchangeable while rental spaces
can be defined as required.

 When you create a contract, you extract rental spaces as


needed.
You can create rental objects directly in the contract for lease-outs.

 Enhanced conditions
Conditions based on any measurements
Structured by market evaluation (actual rent, market rent, cost rent)

 Flexible measurements
Measurements for a rental object can be defined with unlimited validity.
Changes to the rental object do not mean the measurements have to be changed too.

 Record of changes made over time


Fixtures and fittings characteristics, measurements, conditions, partners, and architectural
objects can be assigned and displayed for a specific time period.

 SAP AG 2003
2008

 The most important element for real estate processes in the usage view is the rental object. Rental
objects can be leased in and leased out.
 When you create a rental object, you can choose from the three rental object types mentioned above.
 You can extract rental spaces directly from a previously defined pooled space or while creating a
contract.

© SAP AG RE200 1-15


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Rental Object Types

Rental Object

Scale
Pooled 1:75
Office
space Rental Office
space
Rental Unit
Office Office
Space space 3 space Space 1

A space, from which A flexible, rentable space, As in Classic RE, can only
you extract rental spaces for that you must extract be leased out as a whole.
lease-out. Cannot be leased from a previously defined
out as a whole. pooled space
Cannot be made up of
space from different
buildings or properties.

Contract

 SAP AG 2009

 In Flexible Real Estate Management, there are three types of rental objects:
 Rental unit
 Pooled space
 Rental space
 These rental objects are predefined in Customizing, but you can refine them to meet your needs by
assigning usage types and measurement types to them.
 A rental object of the pooled space category is a space from which you extract rental spaces
for lease-out:
 A pooled space cannot be leased out as an object itself .
 You cannot create a pooled space that contains space from more than one building or property.
For example, if want to assign rental spaces of measurement type office space from different
buildings to a contract, you have to create a separate pooled space for each building.

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Extracting Rental Spaces

Pooled space with office space capacity: 3 * 50 m² = 150 m²

I.

Rental spaces

II. Office 1 Office 2 Office 3


25 m² 30 m² 40 m²

Pooled space with available office space: 150 m² – (25 m² + 30 m² + 40 m²) = 55 m²


III.

 SAP AG 2008

 It is recommended that you create a rental object as a flexible rental space and not as a rigid rental
unit if it is likely to be subject to frequent change (such as storage, advertising space or commercial
space). The existence of the higher-level pooled space makes processing of the rental space much
simpler.
 You need to have a pooled space in order to be able to define rental spaces. The pooled space cannot
contain spaces from more than one building or one property. This means that if you want to lease out
rental spaces (with usage type office space) in Building 1 and Building 2, you have to create separate
pooled spaces for each of the two buildings.
 A pooled space can only be created for one particular measurement type (in the example, office
space). You can extract rental space of another usage type from this pooled space. To do so, you
must define one or more derivable usage types in Customizing. For example, you can extract a rental
space with the usage type of a medical practice from a pooled space defined as office space. You can
either create the rental spaces to be leased out as a rental object manually in master data
maintenance before you process the contract or you can extract the rental spaces and assign them
directly while processing the contract.
 The size of the pooled space is reduced automatically and increased automatically when the
corresponding contract has been ended.

© SAP AG RE200 1-17


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RE Navigator

Menu bar and function toolbar

Object Overview
Find Object General Data with Fast Entry Partners Term Objects Differing Measurements
Reminder
Appointment calendar Detail view for the objects
Info System
Tools

Display selection and


preselection
Subject area selection with
selection restriction

Real estate contracts


Business entities
Properties
Building
Rental objects
Architectural objects
Participation groups

Subject area-specific object tree

 SAP AG 2009

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


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

© SAP AG RE200 1-18


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Usage Types of Rental Objects

Screen Overhead
sequence structure
(BDT) of the SCS

Rental object Conditions


type Scale 1:75 Living
room

SCS Children’s
room
Bed-
room
Derivable
participation usage type
Rental Object

Control of Measurement
offered object types

 SAP AG 2008

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

© SAP AG RE200 1-19


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Measurements

Measurements
from 01/01/2000 Time Slot Management
<Show all time periods>
01.01.2000 - 01.03.2001
01/01/2000 -12/31/2003 [current]
MeasTp Med. Meas. Type Avail.Amt Capacity Unit MeasFrom MeasTo Outs... Total
Total
Allowed Measurement Area
Types 0.00 1000.00 M2 01/01/2000
Usable Space 0.00 1000.00 M2 01/01/2000
MeasTp Med.Name Meas. Type Def.Unit
Office Space 0.00 1000.00 M2 01/01/2000 12/31/03
Floor Area M2
Room Capacity in Persons 14 200 PC 01/01/2000
Residential Space M2
Secondary Space M2
Retail Space M2
Office Space
Parking Area
M2
M2
Total Measurement A001
Room Capacity in Persons
Number of Parking Spaces
PER
PC
(Total Area)
No. of Parking Garage Spaces PC Composition
Cubic Volume M3 Total of weighted addends
Share of Garden % A001= A002 [Floor Area]
No. of Rooms PC +A004 [Resid. Space]
Green Area M2 +A005 [Second. Space]
+A100 [Retail Space] Customizing
+A101 [Office Space]
+A102 [Parking Area]

Customizing

 SAP AG 2009

 You use measurements for tracking measurable aspects of objects. These measurements take the
place of the areas and apportionment units used in Classic RE. The respective measurement type is
assigned the corresponding unit in Customizing (area, unit, percentage, room and so on).
 If a measurement type is an area, it is indicated in Customizing to allow for special reports on areas
and to check the unit of measure.
 In Customizing, you can specify that certain measurements are to be total measurements. For
example, this allows you to automatically calculate the total area when you maintain different
measurements on your objects. In objects that are used for more than one purpose, you can use
different measurement types, such as “Residential Space” and “Usable Space” to distinguish
between residential and commercial use. For service charge settlement by area, you group these two
measurement types together as a total measurement using “Res./Use.Space”.
 You can also enter a numerator and denominator for spaces if only a fraction of the space is to be
considered. To calculate the size of apartments in Germany, for instance, only half the area of a
balcony or terrace is added on to the living area under certain circumstances (minimum width). If
you wish to enter this area separately, you can make the necessary settings in Customizing.
 You can limit the validity of measurements to a specific time period. Using the Time Slot
Management function, you can sort and display these time periods.
 You can define the measurement types that you need in Customizing. For processes such as service
charge settlement and the option rate determination, it makes sense to group special measurement
types together into total measurements.

© SAP AG RE200 1-20


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Measurements: Use

Usage Objects Settlement Unit


Architectural
Objects Business entity
Participation Participation
group group
Building

Property RO RO RO RO RO
R
Floor
Rental object
(RU, PS, RS)

Measurements of the rental objects are used:

Calculation
I. of condition II. Service charge settlement
amounts

III. Reports IV. Option rate determination*

 SAP AG 2008

 Measurements are used in the following real estate objects:


 Architectural objects (all hierarchy levels)
 Usage objects (business entity, property, building, rental object)
 Contracts (as a contract-specific measurement, such as the number of persons)
 Settlement unit (for service charge settlement)
 Measurements of rental objects are used for the following:
 The basis for calculating and distributing condition amounts
 For the service charge settlement and option rate determination processes, to determine the result
of the apportionment or the option rate. The measurement type that is used for these calculations
depends on the specifications in the settlement unit or option rate method.
 * Option rate determination is a country-specific development and is not available in all countries.

© SAP AG RE200 1-21


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Customizing – Measurement Type

Measurement
Usage Type
Type
 Residential space  Privately financed
 Water consumption apartment
 Retail space  Store
 Room capacity in  Office
persons  Doctor’s office
 Parking space  Garage
 ...  ...
Architectural Rental Object
Object Type Type
 Locality  Rental unit
 Building  Pooled space
Architectural Rental Object
 Wing  Rental space
 Parking lot Object
 Floor Doctor’s office Doctor’s office
 Room 12 Green Street
 ... Anytown, OH

Lease-out

 SAP AG 2008

 Measurements are specific to the customer and are defined in Customizing.


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

© SAP AG RE200 1-22


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Rental Object Conditions

 Reasons for entering conditions on a rental object:


 Vacancy
 Overview of lost rent
 Vacancy posting (to rental object/cost centers/projects/orders)
 Default condition
 Conditions, such as basic rent, can be transferred to the contract
 Reports
 Conditions that are entered on the rental object can be compared
with contract conditions (for example, basic rent of the object
compared to basic rent of the contract).

The condition purpose provides additional reporting options


such as reports on actual rent, vacancy rent, or market rent.

 SAP AG 2008

© SAP AG RE200 1-23


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Customizing: Condition Type and Condition Group

Condition Group Usage Type


Condition Type Rental Object

Example: - Example: - Example: -


 Basic rent  Rental object (commercial)  Office, store, warehouse
 AP operating costs  Rental object (parking lot/  Parking space (private),
 Elevator flat rate parking space) parking space
 … (commercial), parking lot
 Rent reduction
 …  …

 SAP AG 2008

 You can maintain individual condition types in Customizing.


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

© SAP AG RE200 1-24


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Customizing: Condition Purpose

Example:
Internal External
Condition Purpose Condition Purpose
Predefined Your choice
ct
 Statistical  Cost rent je
 One-time statistical  One-time cost rent
l ob
One-time posting Market rent ta
Scale 1:75 Office

en
 
space 1
 Posted  One-time market rent R
Office Office
space 2
 Vacancy rent Off. space 3
space 1
 One-time vacancy rent
 ...

Internal External
Condition Purpose Condition Purpose
Predefined Your choice

 One-time posting  Actual rent


 Posted  One-time actual rent
 ...
Lease-out

 SAP AG 2008

 In processing rental objects or contracts, you can choose among different external condition
purposes that are based on predefined internal condition purposes. You can set up external condition
purposes in Customizing as needed, but they always have to be assigned to an internal condition
purpose.
 The condition purpose defines how and if a condition is taken into account during periodic postings.
For example:
 Contract: Condition = basic rent - condition purpose = actual rent (posted)
 Rental object: Condition = basic rent - condition purpose = vacancy rent (statistical)

© SAP AG RE200 1-25


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Fixtures and Fittings Characteristics

Buildings and rental Rental object


Building
objects can have (pooled space/
Building rental space/
fixtures and fittings
characteristics. rental unit)

Characteristic Characteristic
Categories Groups Characteristics

 Roof

 Roof covering

 Brick
 Shingles
 ….

The structure of the fixtures and fixings characteristics is an


important basis for carrying out an adjustment based on the
representative list of rents.

 SAP AG 2009

 Fixtures and fittings characteristics are structured in a hierarchy.


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

© SAP AG RE200 1-26


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Business Partner: Unit Objectives

After completing this part of the unit, you will be able


to describe the following for a business partner:
 The category
 The role
 Relationships between partners

 SAP AG 2008

© SAP AG RE200 1-27


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Business Scenario: Overview

Landlord
Tenant Tax
authority

IDES
Global Business
Contractee/ Properties
Manager of
contractor
cafeteria

BBS Facility
Management
Receptionist
Office
tenant
Employer of/
employed by
 SAP AG 2008

© SAP AG RE200 1-28


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Business Scenario: Details

Contracts

Tenant

Food For
Payments
You, Inc. IDES

Correspondence

Contact person,
authorized person
 SAP AG 2008

 New contact person for the tenant:


 Ms. Wilson, Business Manager of Food For You, Inc., rents additional office space for her
cafeteria company.
 Now Ms. Wilson would like to sign the lease, and says that she is the contact person at Food For
You from now on. Until now, the contact was with the company headquarters; there was no
specific contact person. The company headquarters will continue to process payments.

© SAP AG RE200 1-29


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Mapping of Business Partners in the System

Food
In the For You,
system: Inc.

Type Company, organization Natural person

Role Master tenant with Contact person for


customer account, Food For You, Inc.
partner with vendor
account
Existing data Company address, (Personal + official)
fields payment data communication data,
form of address

Contractual Lease-out, service Authorized person for


relationships contract (catering) Food For You, Inc. in the
 SAP AG 2009
following contracts...

 The mapping of business partners in the system must allow the following:
 A differentiation between companies and their specific contact persons
 Management of data related to both persons and organizations
 Maintenance of time-dependent relationships between business partners
For example, Ms. Wilson is the contact person for Food For You, Inc.
 Display of the history of the business partner master record

© SAP AG RE200 1-30


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Challenges Placed on Partner Management

Partner with a
Service vendor account
Organization contract
Vendor data
Company Food
address For You, Contact person
Inc. Communication
data
Master tenant with
Person customer account
Customer data,
Title payment data
Lease-out
Home address Manager
Communication Communication
data: data:
Address
Company phone Title
Home phone
Company phone
 SAP AG 2008

 You must enter certain information dependent on the role or role category:
 Relationships with people, companies, shared medical practices, tenants, tenant groups,
employees, partners, customers, interested persons, competitors.
 Avoid redundant data.
 You enter information just once, regardless of how many different roles a business partner has in
different processes.
 Ensure high quality, consistency and reliability of data.
 Addressing someone with the wrong name or title is not a promising start for successful
contractual negotiations.
 Sending letters to undeliverable addresses is a waste of time and money.
 Sending the same information to a partner more than once is expensive and also is irritating to
the partner.
 Information on the relationships between persons or companies is to be mapped.
 Relationships, networks, influences, hierarchies

© SAP AG RE200 1-31


0.32
Business Partners

A business partner (BP) is defined as follows:


 It can be a person, an organization, or a group.
 It contains central data such as name, addresses, bank details,
and data related to persons, organizations or groups.
 It can have various roles, depending on the business process
involved, for example, lease-in, lease-out, services.
 Each role may require special data, such as an area of
responsibility for facility managers.

 It can have various relationships to other business partners,


for example, “has contact person”, “takes part in”.
 It can automatically generate a customer or vendor master
record in FI.

 SAP AG 2008

 Properties of SAP business partners


 Data for persons, organizations and groups
 Maintain different types of data for business partners (BP), depending on whether this BP is a
person, organization or group (such as a shared apartment or shared practice).
The business partner categories are: natural person, organization, group.
These categories are predefined in the system. You cannot add additional business partner
categories.
The business partner category is the term used to classify the business partner as a person,
organization or group.
 Before you can create a business partner, you have to choose the business partner category.
 Business partner relationships and hierarchies
 Maintain the various relationships between your business partners.
 Configurability and adaptability
 You can easily modify business partner master records to meet your specific needs.

© SAP AG RE200 1-32


0.33
Business Partner Roles

Different real estate management processes require different


business partner data.
You must maintain certain business partner data depending
on the type of business process. For this reason, a business
partner can have more than one role.

Freelance Contact
employees persons

Interested Service
parties providers

… Tenants
BP # 21
Millie Wilson

 SAP AG 2008

 You can rename the standard roles delivered by SAP.


 You can assign business partner roles to RE-FX in Customizing (RECACUST) under:
Business Partner → Relevant Settings for Business Partner in RE Context → Business Partner
Roles → Assignment of Role Categories to Real Estate Applications → Make Settings for Roles per
Object Type
 Business transactions are the basis for determining the business partner role. The business partner
role also brings additional application-specific attributes to the business partner.
 In effect, a role is a certain view of the business partner that is dependent on the business context.
 You can create a business partner with multiple roles. You only need to enter central data, such as
name, address, and bank details, for the business partner once, regardless of the number of roles.

© SAP AG RE200 1-33


0.34
Business Partners in RE-FX: The Most Important
Roles

 TR0600 Master tenant with customer account

 TR0602 Landlord with vendor account

 TR0603 Partner with customer account

 TR0604 Partner with vendor account

 SAP AG 2008

 You can customize the standard titles (descriptions) of the business partner roles provided by SAP.
 You can assign additional roles from the existing pool to RE-FX.
 TR0600 Master tenant with customer account TR0601 Tenant (without customer account)
 TR0602 Landlord with vendor account TR0603 Partner with customer account
 TR0604 Partner with vendor account TR0610 Tenant in external comparitive
apartment
 TR0622 Subsidizer TR0624 Subsidizer with customer account
 TR06356 Bank for rent deposit TR0800 Owner
 TR0801 Real estate agent TR0802 Notary public
 TR0803 Developer TR0806 Administrator
 TR0807 Technology TR0808 Janitor
 TR0809 Architect TR0810 Land registry
 TR0815 Appraiser TR0820 Survey office
 TR0997 SCS clerk
 TR0813 Occupant
 TR0814 Assignment planner
 Business partners in rolls TR0813 and TR0814 are used for continuous occupancy. See Chapter 9
for more information.

© SAP AG RE200 1-34


0.35
Creating Business Partners (Procedures)

Where? Business Partner Master Data Contract


Management Management

Example Create personal contact Process BE: Process lease-out:


Create a clerk Create tenant

Menu/ Process Business Process Business Entity, Process Contract,


buttons Partner Partners tab Partners tab
Button: Person Button: Button:
Choose “General Choose “Clerk” Choose “Master tenant
Business Partner” with vendor account”

Data Title, first name, last Name, language, Name


entry name, language, address data, BP category
postal code, country country key
payment data, etc.

 SAP AG 2008

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

© SAP AG RE200 1-35


0.36
Automatic Creation of Customers/Vendors

You can create customer and vendor accounts automatically:

Customizing Application
Assign customer attribute: Assign role:
Customer is
Role Categories Customer? Roles: created auto-
matically in
accounting.

Master tenant Master tenant with


X customer account

Partner Partner

... ...
X

 SAP AG 2008

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

© SAP AG RE200 1-36


0.37
Summary of the Basics: Summary

You are now able to do the following:


 Name the master data objects in RE-FX.
 Explain how measurements and rental object
conditions are used.
 Explain how business partners and the options for
business partner management are used.

 SAP AG 2008

© SAP AG RE200 1-37


Exercises

Unit: Master Data


Topic: Creating Master Data

By the end of this exercise, you will be able to do the following:


 Use the RE Navigator and explain its functions.
 Create master data in the usage view.
 Describe the various rental object types.
 Describe how measurements are used.

Your organization rents a business entity in which your


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

1 Create objects in the usage view.


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

© SAP AG RE200 1-38


1-2 Create a building for your business entity.
Give the building the number 1000/1##/1 (the final number 1 is assigned
automatically by the system).
Give your building the name Administration Building Group ## and enter
January 1 of the previous year as the Valid From date.
Enter January 1, 1980 as the construction year.
Save your object.
1-3 Create a second building for your business entity using the copy function and
change the name to Residential Building Group ##.
Enter the value 3 (good location) as the location class.
Enter the following infrastructure characteristics:
Infrastructure Distance Measurement Text
Characteristic
Railway station 0.5 Kilometers
Hospital 1 Kilometer
Save your object.
1-4 Create a property for your business entity.
Give the property the number 1000/1##/1 (the final number 1 is assigned
automatically by the system).
Give your property the name Parking Space Group ## and enter January 1 of the
previous year as the Valid From date.
Save your object.

© SAP AG RE200 1-39


2 Create rental objects in the usage view.
2-1 Create a pooled space with usage type Office.
Assign the pooled space to your Business Entity 1000/1## and to the
Administration Building 1000/1## inside it.
Enter Second Floor - Office as the Name.
Enter January 1 of the previous year for the fields First posting from and Cash flow
from.
Choose Office Space (A101) as in the measurement type on the Measurements
tab and enter a 2,500 m² as the Capacity.
Enter profit center 1450 (RE Office) in the organizational assignment in the
posting parameters.
Then assign the following condition types to your pooled space:
Condition Type Condition Purpose Formula Unit
Price
Office basic rent Vacancy Rent (G) Residential/Usable 23.50
detail (11) space in m2
Operating costs Vacancy Rent (G) Residential/Usable 4.80
advance pmnt space in m2
(20)
Save your pooled space.
2-2 Create a second pooled space using the copy function. Use the pooled space
1000/1##/1 that was previously created as a template. Copy all data from the
January 1 of the previous year
Change the Name to Second Floor - Office.
Save your pooled space.
2-3 Create another pooled space with usage type Parking Lots (10).
Assign the pooled space to your business entity 1000/1## and to the property
1000/1##/1 inside it.
Enter Parking Spaces as the Name.
Enter January 1 of the previous year for the fields “First Posting From” and “Cash
Flow From”.
Enter measurement type Number of Parking Spaces (M005) on the
Measurements tab and enter a capacity of 100 units.
Enter profit center 1470 (RE GARAGE COMMERC.) in the organizational
assignment on the Posting Parameters tab.
Assign the following condition type to your pooled space:
Condition Type Condition Formula Unit Price
Purpose
Parking space rent (15) Vacancy Rent Parking 38.00
(G) spaces (C)
Save your pooled space.

© SAP AG RE200 1-40


2-4 Create another rental unit with Privately-financed accommodat. as the usage
type.
Assign the rental unit to your business entity 1000/1## and to the residential
building 1000/1##/2 inside it.
Enter Janitor’s Apartment as the Name.
Enter January 1 of the previous year for the fields First posting from and Cash flow
from.
Enter measurement type Residential Space (A004) on the Measurements tab and
enter a size of 120 m².
Assign as many fixtures and fittings characteristics with reference to the
representative list of rents as you wish.
Enter profit center 1410 (RE APTS PRIV.& PUBL.) in the organizational
assignment on the Posting Parameters tab.
Assign the following condition types to your rental unit:
Condition Type Condition Formula Unit Price
Purpose
Basic rent (10) Vacancy Fixed Amount 780.00
Rent (G) (A)
Operating costs Vacancy Fixed Amount 210.00
advance pmnt (20) Rent (G) (A)
Save your rental unit.
2-5 Create a second rental unit using the copy function. Use the janitor’s apartment that
was previously created (exercise 2-4) as a template and copy all the data as of
January 1 of the previous year.
Change the Name to Apartment.
Check the copied values on the Measurements, Fixtures/Fittings and Conditions
tabs.
Change the measurement to 75 m² Residential Space (A004).
Change the condition amounts to the following:
Condition Type Condition Formula Unit Price
Purpose
Basic rent (10) Vacancy Fixed Amount 575.00
Rent (G) (A)
Operating costs Vacancy Fixed Amount 155.00
advance pmnt (20) Rent (G) (A)
Save your rental unit.

© SAP AG RE200 1-41


3 Extract rental spaces in the pooled spaces
3-1 Create a new rental space using the create function in RE Explorer.
Create a new rental space of the type Office.
Assign it to your pooled space 1000/1##/1 First Floor.
Enter First Floor Office Right as the Name.
Enter January 1 of the previous year for the fields “First Posting From” and “Cash
Flow From”.
Assign your rental space to the Pooled Space 1 First Floor Office. Enter
measurement type Office Space (A101) on the Measurements tab and enter a size
of 400 m².
Enter profit center 1450 (RE Office) in the organizational assignment in the
posting parameters.
Check the condition types of your rental space.
Save your rental space.
3-2 Create a new rental space within the pooled space using the extract function.
Go to your pooled space 10000/1##1 – First Floor – Office and then to the Area
Shares tab.
Switch to change mode and extract an area share of 250 m² from the pooled space.
Save your result and open your newly created rental space.
Change the Name to First Floor Office Left.
Check your measurements, the posting parameters and the condition types of your
rental space.
Save your rental space.

© SAP AG RE200 1-42


Solutions

Unit: Master data


Topic: Creating Master Data

1 Creating usage objects from the usage view


1-1 Create a business entity.
In the navigation area of the RE Navigator, switch to the My Objects entry and
choose (Display). Click the entry Business Entities in the left area of the
Object Browser. Right-click and select the function Create.
In the dialog box Business Entity, enter your company code 1000 in the
Company Code field. Confirm your entries with (Enter).
Enter the following data:
Field Name Or Data Type Values
Name of BE BE Group ##
Valid from 01.01. Previous year
On the Reference Factors tab page, select the entry German tenancy law for the
Tenancy law field and the value M-2007 for the Representative list of Rents field.
Switch to the Posting Parameters tab page and enter the value 9100 (Real
Estate) in the Business Area field, the value 1480 (RE-FX Real Estate) in the
Profit Center field, and the value 1000 in the Functional Area field.
On the Option Rate Methods tab page, enter the Method Square meter ratio
(automatic).
Save your business entity by pressing Ctrl + S or clicking (Save).
1-2 Create a building in the usage view.
Click the entry Building in the left area of the Object Browser. Right-click and
select the function Create.
In the dialog box Create Building enter your company code 1000 in the
Company Code field and your business entity 1## in the Business Entity field.
Confirm your entries with (Enter).
Enter the following data:
Field Name Or Data Type Values
Name of BU Administration building group
##
Valid from 01.01. Previous year
Switch to the Dates tab page and enter January 1, 1980 in the Construction Year
field.
Save your building by pressing Ctrl + S or clicking (Save).

© SAP AG RE200 1-43


Close the lower message area by choosing (Close Messages).
1-3 Create a building in the usage view using the copy function.
Update the overview in the navigation area by clicking .
To create a building by copying, select the icon in the left area of the Object
Browser in front of the Building entry to expand all entries under this item.
Using the left mouse button, select the Building you created and open the context
menu with the right mouse button. Click the menu option Copy.
Enter in the Transfer from field the date January 1 of the previous year and
click Create .
Change the entry in the Name of BU field to Residential Building Group ##.
Go to the Additional Data tab page and enter the value 3 (good location) in the
Location Class field.
Go to the Infrastructure tab page and choose (Insert row). In the Infrastructure
Char – Text column, select Central Station and enter 0.5 in the Distance
column. Choose (Insert row) again. In the Infrastructure Char. – Text column,
select Hospital and enter 1.0 in the Distance column. Confirm your entry with
Enter .
Save your building with (Save).
1-4 Create a property in the usage view.
Click the entry Properties in the left area of the Object Browser. Right-click and
select the function Create.
In the dialog box Create Properties, enter your company code 1000 in the
Company Code field and your business entity 1## in the Business Entity field.
Confirm your entries with (Enter).
Enter the following data:
Field Name Or Data Type Values
Name of PR Parking Space Group 1##-{}-

Valid from 01.01. Previous year


Save your property by pressing Ctrl + S or clicking (Save).

© SAP AG RE200 1-44


2 Creating rental objects
2-1 Create a pooled space.
In the navigation area of the RE Navigator, switch to the My Objects entry and
choose (Display).

Select the Rental Objects entry, right-click and choose Create  Pooled Space
 Office.
Enter the following data:
Field Name Or Data Type Values
Company code 1000
Business entity 1##
Building 1
Name of RO First Floor - Office
Cash Flow From January 1 of the previous
year
First Posting From January 1 of the previous
year
Go to the Measurements tab page and choose (Add Measurements). Select
entry A101 (Office Space) and confirm with (Copy).
Enter 2,500 m² as the capacity.
Go to the Posting Parameters tab page. In the upper screen area, select the
Organizational Assignment line and in the Profit Center field, enter the value
1450 (RE Office).
Go to the Conditions tab page and choose (Add Condition(s)). Select entries 11
(Office Basic Rent) and 20 (Operating costs advance pmnt), then confirm your
selection with (Copy).
Enter 4.80 as the Unit Price for the condition type Operating costs advance pmnt
and change the Formula to Residential/Usable space in m².
In the upper screen area, select the Basic Office Rent line. Enter 23.50 as the Unit
Price and change the Formula to Residential/Usable space in m².
Save your pooled space by pressing Ctrl + S or clicking (Save).
Close the lower message area by choosing (Close Messages).

© SAP AG RE200 1-45


2-2 Create a pooled space with the copy function.
Update the overview in the navigation area by clicking .
Expand the Rental Objects entry in the navigation area entry by clicking on the
left of this entry.
Select the object 1000/1##/1, right-click and choose Copy.
Enter the date January 1 of the previous year in the Transfer from field.
Copy all the selections and then choose (Create).
Change the Name of your pooled space to Second floor - office.
Save your pooled space by pressing Ctrl + S or clicking (Save).
Close the lower message area by choosing (Close Messages).
2-3 Create a pooled space with usage type Parking Lot/Garage (10).
Select the Rental Objects entry in the navigation area, right-click and choose
Create  Pooled Space  Parking Lots.
Enter the following data:
Field Name Or Data Type Values
Company code 1000
Business entity 1##
Property 1
Name of RO Parking spaces
Cash Flow From January 1 of the previous
year
First Posting From January 1 of the previous
year
Go to the Measurements tab page and choose (Add Measurements). Select
entries M005 (number of parking spaces) and confirm with (Copy).
Enter 100 PCS as the capacity.
Go to the Posting Parameters tab page. In the upper screen area, select the line
Org. Assignment and enter the value 1470 (RE Garages comm.) in the Profit
Center field.
Go to the Conditions tab page and choose (Add Condition(s)). Select entry 15
(Parking space/garage rent) and confirm with (Copy).
Enter 38.00 as the unit price and Parking spaces as the Formula.
Save your pooled space by pressing Ctrl + S or clicking (Save).

© SAP AG RE200 1-46


2-4 Create a rental unit.
Select the Rental Objects entry, right-click and choose Create  Rental Unit 
Apartment.
Enter the following data:
Field Name Or Data Type Values
Company code 1000
Business entity 1##
Building 2
Name of RO Janitor’s Apartment
Cash Flow From January 1 of the previous
year
First Posting From January 1 of the previous
year
Go to the Measurements tab page and choose (Add Measurements). Select the
entry A004 (residential space) and confirm with (Copy).
Enter 120 m² as the size.
Go to the Fixtures/Fittings tab page and change the entry Without Reference to the
Representative List of Rents to Sample Representative List of Rents 2007 in the
upper screen area. Choose (Insert Characteristic) and select any characteristic
you want. Copy your selection with (Continue).
Go to the Posting Parameters tab page. In the top screen area, select the
Organizational Assignment line and enter the value 1410 (RE Apts Priv. & Pub.)
in the Profit Center field.
Go to the Conditions tab page and choose (Add Condition(s)). Select the entries
10 (Basic rent) and 20 (Operating costs advance pmnt). Confirm with (Copy).
Enter 210.00 for the Unit Price for the Operating costs advance pmnt condition
type.
In the upper screen area, select the line Basic Rent. Enter 780.00 as the Unit
Price.
Save your rental unit by pressing Ctrl + S or clicking (Save).
Update the overview in the navigation area by clicking .

© SAP AG RE200 1-47


2-5 Create a rental unit with the copy function.
Expand the Rental Objects entry by choosing on the left of this entry.
Select the line with your janitor’s apartment rental unit, right-click and select
Copy.
Enter the date January 1 of the previous year in the Transfer from field.
Copy all the selections and then choose (Create).
Change the Name of your rental unit to Apartment.
Go to the Measurements tab page. Change the measurement of your residential
space A004 (residential space) to 75 m².
Go to the Fixtures/Fittings tab page. Delete the characteristics you copied by
selecting the corresponding line and clicking (Delete Characteristic). To add
new characteristics, click (Insert Characteristic) and select any characteristics
you want. Copy your selection with (Continue).
Go to the Conditions tab page and change the amount of Operating costs
advance pmnt to € 155.00.
In the upper screen area, select the Basic Rent line and then change the amount
to € 575.00 the lower screen area.
Save your rental unit by pressing Ctrl + S or clicking (Save).

3 Extracting rental spaces using occupancy planning


3-1 Create a rental space from within the RE Navigator.
In the navigation area of the RE Navigator, switch to the My Objects entry and
choose (Display).

Select the Rental Objects entry, right-click and choose Create  Pooled Space
 Office.
Enter the following data:
Field Name Or Data Type Values
Company code 1000
Business entity 1##
Building 1
Name of RO First floor office right
Cash Flow From 01.01. Previous year
First Posting From 01.01. Previous year

Execute the assignment to the pooled space by clicking . In the dialog box,
enter the number of your pooled space (1) in the Pooled Space field and confirm
with (Enter).

© SAP AG RE200 1-48


Go to the Measurements tab page and choose (Add Measurements). Select
entry A101 (Office Space) and confirm with (Copy).
Enter 400 m² as the size.
Go to the Posting Parameters tab page. In the upper screen area, select the
Organizational Assignment line and in the Profit Center field, enter the value
1450 (RE Office).
Save your rental unit by pressing Ctrl + S or clicking (Save).
3-2 Create a rental space with the extraction function within the pooled space.
In the navigation area of the RE Navigator, switch to the My Objects entry and
choose (Display).

Expand the entry Rental Objects by clicking . Then select your rental space
First Floor – Office (1000/1##/1). The details of your rental space appear on the
right side of the screen.
Switch to edit by clicking and go to the Area Shares tab.
Start the extraction process for a new rental unit by clicking .
In the left screen area of the extraction function processing window, enter Usage
type Office (5) in the RS UsgType field of your pooled space and 250 m² in the
field Amt Wanted.
Start a search for the pooled space from which you want to extract by clicking
(Perform Search). Select the pooled space found. The pooled space is flagged with
a blue cube. Then click (Extract RSpace from Measuremt). Now choose .
Rentsp. Copy (SHIFT + F8).
You see the rental units you have extracted from your pooled space displayed in
table form in the right screen area.
Save the rental space that you have just created by choosing (Save).
Update the overview in the Navigation area by pressing .
Select your newly created rental unit by double-clicking.
Go to the General Data tab and switch the RE Navigator into change mode by
clicking .
Enter the name Office First Floor left into the Name of RO field.
Save your rental unit by pressing Ctrl + S or clicking (Save).
To view the changes in the Object Navigator, update the overview in the
navigation area by clicking .

© SAP AG RE200 1-49


Exercises

Unit: Business Partner Master Data


Topic: Creating Business Partners

After completing this exercise you will be able to explain the following:
 Business partner roles
 Business partner relationships

You define an organization and a natural person as business partners and


define their relationship.
You assign the organization to the master data in Flexible Real Estate
Management.

When creating business partners, the following generally apply:


Fill in the field Search Criterion 1, the field Postal Code, all address
fields and all country or language fields. For business partners with
customer and vendor accounts, ensure that the business partner you
create is assigned to the company code in which you are doing the
exercise. In this case, enter either A1 for vendor accounts or E7 for
customer accounts into the Planning group field.
Instead of using the RE Navigator, you can use transaction BP to create
new business partners.

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

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

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

© SAP AG RE200 1-50


Solutions

Unit: Business Partner Master Data


Topic: Creating Business Partners

1 Create a janitor as a business partner


In the SAP menu, choose: Accounting  Flexible Real Estate Management  Master
Data  Business Partner Master Data  Edit Business Partner (BP)
Choose Organization.

In the Create in BP Role field, change the business partner role to Janitor (TR0808)
and choose Create to create the business partner in the role you have selected.

Enter data of your choice into Name, Search Terms, Standard Address, Country,
Language and Communication fields, as well as January 1 of the previous year into
the Valid From field.
Save this partner by pressing Ctrl + S or by choosing (Save).

2 Create the contact person of business partner


In the SAP menu, choose: Accounting  Flexible Real Estate Management  Master
Data  Business Partner Master Data  Edit Business Partner (BP)
Choose Person.

In the Create in BP Role field, change the business partner role to Contact Person
(BUP001) and choose Create to create the business partner in the role you have
selected.
Enter data of your choice in the Name, Search Terms, Standard Address and
Communication fields. Enter the date January 1 of the previous year in the Address
Valid From field.
In the upper screen area, choose Relationships.
Change the Relationship Cat. to Is Contact Person For (TBUR001).
In the Relationship to BP field, enter the janitor company that you created earlier and
press ENTER.
Confirm the detail screen that is displayed by choosing (Continue).

Save this partner by pressing Ctrl + S or by choosing (Save).

© SAP AG RE200 1-51


3 Link the business partner with the object
Start the RE Navigator
SAP Menu  Accounting  Flexible Real Estate Management  Master Data 
RE Navigator (RE80)
In the navigation area of the RE Navigator, change the display to My Objects and choose
(Display).

Expand the Building entry by pressing the icon on the left of the entry and double-
click 1000/1##/1.
In the upper screen area, go to the Partners tab page and choose (switches between
display <-> change).
Choose (Assign New Partner) and select Janitor.

Enter the data for your janitor and confirm your entries with (Continue).

Double-click your janitor and save your building by pressing Ctrl + S or choosing
(Save).
Close the lower message area by choosing (Close Messages).

© SAP AG RE200 1-52


© SAP AG RE200 1-53