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User Manual - Wizard Software Solutions

1. Action Hint Buttons FileMaker Operations REportfolio is implemented using FileMaker a leading database and application development platform Using FileMaker s rich set of capabilities and tools Facility Wizards has developed Facility Management software that is simple and intuitive and at the same time is powerful with the ability to handle demanding Facility Management requirements Ze REportfolio User Manual V4 0 R1 0 Because this software has been implemented using FileMaker there are some FileMaker functions you will need to be able to use in order to successfully use REportfolio Like all parts of REportfolio these functions are easy to learn To get started let s distinguish between the display area that is used to display REportfolio s screens containing REportfolio s menus data fields and buttons among the fields and the display area that is used to perform FileMaker functions FileMaker Functions REportfolio Functions OY p rmar Pro LFA Sig ait 2 Ye ri Poma i sopii wia Hp ont ee ee Sue ma a i Eds a et Dak SP A ep DEI fies rite Been Pi Say ae or deed et preted Ont ei pe Cored oF Lark Display Areas used for FileMaker Functions and for REportfolio Functions As shown in this image there are two distinct portions of the display area that is used to perform FileMaker functions these contain the FileMaker menu and the FileMaker status bar The FileMaker menu is like
2. Starting value list Starting year for the report Selections are Last Year This Year and Next Year Basis value list Financial basis of the report Selections are Cash and Accrual For value list Financial input to the report Selections are All Costs Base Rent Only Subleases Sort By value list How the report will be sorted Selections are Lease Lease Name Region State and Country Type value list The type of report to be created and printed Selections are Detailed and Summary Go button Creates and prints the Dollar Forecast report This button provides the same function as the Forecast Report for Found Sites button e Commitment Summary button Creates and prints a Dollar Commitment Summary report e Security Deposits button Creates and prints a Security Deposits report 106 REportfolio User Manual V4 0 R1 0 MONTHLY PAYMENTS for ACTIVE LEASES For MAR 2004 Fixed Payments Setup gg Create Payments Records AR Setup Create Sublease and Tenant Monthy Payments Analysis for selected month vs prey month Use this portion of the Menu of Reports screen to create and print reports involving lease payments It has these data fields and buttons e Go button adjacent to the label Fixed Payments Setup Goes to the Lease Pay
3. Indicates a geographic region for the leased location Selections include Eastern Midwest Pacific Canada etc e Cost read write character field The cost center number for lease expenditures e Lease Comments read write character field Any comments regarding the lease Lease Term Original Start Jun 01 1995 Start Date May 01 2000 Month to Month Expiration Date FF GI 2 267 days lett Term 300 years 108 months Use this part of the Lease Information Part 1 screen to enter and view the lease term It has these data fields e Original Start read write date field Original contractual start date of the lease e Start Date read write date field Start date for the current lease term e Month to Month checkbox Indicates that the formal lease expiration date has lapsed and that the lease is continuing under a month to month arrangement Expiration Date read write date field Expiration date for the current lease term days left calculated character field Number of days left in the current lease term Term years calculated character field Number of years left in the current lease term months calculated character field Number of months left in the current lease term Spaces sq feet sq meters Floor Dept Usable Rentable Corpor at amp 21 300 25 S00 hlarketing 12 000 15 000 Finance 1 200 1 200 vacant g O00 10 000 Lease Sq Feet 43 200 ot 700 Lease Tot
4. rtfoli 5 LEASE AND SITE ADMINISTRATION SOFTWARE User Manual V4 0 R1 0 REportfolio User Manual V4 0 R1 0 Approach and Conventions Used in this Manual Understanding the approach and conventions used in this manual will allow you to learn and successfully use REportfolio as quickly as possible We ll present the information in this manual in a top down fashion first covering the fundamentals and then building upon information already covered to describe how to perform site and lease administration tasks Also configuration of your REportfolio software is covered in a chapter at the end of this manual The manual is divided into chapters sections and subsections You can distinguish these by their numbering and font size These examples are actual chapter section and subsection headers from this manual Chapter 3 Introduction to the REportfolio User Interface 3 1 Data Presentation in REportfolio 3 1 1 Data Fields We use italics font when we are defining a new term and also when we are referring directly to a term We use bold font to indicate a command executed through a menu or button and when specifying a label of a data field or button or the text or selection entered into a data field For commands entered using the menu at the top of the application s window this will specify the sequence of menu commands required to execute a specific function Here are some examples of how bold font is used F
5. Amount The purpose of assembling the lease payments is to give you the ability to finalize the actual payments This means that specific dates can be assigned cost accounts can be assigned and if necessary amounts can be adjusted Also any additional payments such as one time costs for maintenance legal fees or anything else can be added directly to the Lease Payments database 2 9 Currencies REportfolio s FX option is an additional REportfolio feature that your organization may have licensed In addition to REportfolio s standard capabilities REporttolio FX lets you manage lease financial information using foreign currencies These capabilities consist of taking into account foreign currency exchange rates for financial calculations screen displays and reports REportfolio FX includes a Currencies database that supports its foreign currency handling functions This table shows the major data elements contained in the Currencies database and the record that this data is contained in Currencies Database Country for the currency Currency records Currency name Currency exchange rate Source of the exchange rate REportfolio FX s Currencies database can be easily updated with recent currency exchange rate data To accomplish this you first download a file from Facility Wizard s FTP site Then you execute a function to update the database we ll provide a detailed description of this procedu
6. Data Fields and Buttons The following Automatic Emails wili be sent in addition to individuals checked to receive EMails on the SITE CONTACTS screen Days Email Address Filter Field Filter Value Notice dave fackiywiz com All Ao Welle DACOLINY 3s H marked inciyir com Regon Midwest w g seth faciitywit com Region Southeast iw g mark alach wir com USA in g shew Line Use this portion of the Email Notification Setup screen to enter and view email addresses that will receive Automatic Email Notifications for multiple sites and leases and to setup criteria for when the email messages will be sent It consists of a portal followed by button The portal contains these data fields and buttons SEND button under Email Address Creates a blank email message to send to the address specified in the Email Address field Email Address read write character field Email address for the person to receive the Automatic Email Notifications Filter Field and Filter Value value list and read write character field Causes Automatic Email Notifications to be sent when the specified conditions are met When Filter Field is set to AIR all Automatic Email Notifications for all sites and leases will be sent to the specified email address When Filter Field is set to Region Automatic Email Notifications will be sent to the specified email address for sites and their leases within the specified region When Fil
7. The screen area just below the portal contains this button New Item button Creates a new Site Transaction Note and stands by for data entry The Transaction Details screen does not have a bottom menu 61 REportfolio User Manual V4 0 R1 0 LEASE INFORMATION PART 1 SCREEN The Lease Information Part 1 screen lets you view enter and edit basic information for a lease including the address space utilization and lease term e From each of the lease screens you can navigate to the other screens that provide additional lease information consisting of lease financials Lease Key Dates Lease Terms and Conditions Lease Contacts and Lease Documents e Remember that in addition to leased properties you can also use REportfolio s Leases database to store information about owned properties These are portions of a site or an overall site that is owned The Lease Information Part 1 screen presents your data using a detail display with a portal and has a top menu and bottom menu Facility Wizards LEASE INFO PART 1 1001 MultiMedia Gulch w Ej rimary Ler City State Prov C Country Le Region Pacii Cost 124 Lease Comments Reis Late Abts here 3 Lease Tenn Original Start ann Pes Start Date day 2000 C Month to Month Expiration Date PEDEN 2 257 dave ten Term S00 years 106 motha op agia sqmeters Floor Dept Usable Rentable ge peor ad at a 23 H Marketing 12000
8. Username cllentusername Provided by Faciity blizards Password clientpassyword Go To Hele Site Hext Invoice 10044 ACR Module is Ache FY Start Month JUL Current Month Cale Cash Accrual View Active Leases fas detant State Prov label State Area Calc Pref E Deduct Sublease SF trom Active Totals When Opening O Alert Me of Key Dates in Next Daye Include Missed Dates Main Settings Web Settings Misc Settings System Miscellaneous Settings Screen Top Menu The System Miscellaneous Settings screen s top menu has these buttons e Client List button Goes to the Client List screen providing access to the different clients when REportfolio is used by a lease administration service provider e User List button Goes to the User List screen providing access to data about authorized users for a multi user client server REportfolio installation e Exit button Ends the REportfolio session 136 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons ONLINE HELP Username clientusername Provided by Faciiy lizards Password clientpassw ord Go fo Heip Site This portion of the System Miscellaneous Settings screen is set parameters for accessing Facility Wizard s online help website http help facilitywiz com It has these data fields and buttons Username read write character field User name for logging in to the online help website Password read write character fiel
9. e Active Sites calculated character field Number of active sites belonging to the client e VIEW SITES button Goes to the Site List screen showing the active sites belonging to the client e Active Total calculated character field Total RSF of all active sites belonging to the client Web Settings ABC Company Real Estate Administration Copy from Owner Into Use this portion of the Client Information screen to access e Images for the logo and company name that appear on REportfolio s screens for the client s sites and leases e Headers and footers that are printed on reports for the client s sites and leases This part of the screen has these data fields and buttons e Client Logotext container field Image for the client s company name e Client Logo container field Image for the client s company e Report Header read write character field Header that will be printed on reports for the client s sites and leases e Report Footer read write character field Footer that will be printed on reports for the client s sites and leases e Copy from Owner Info button Copies the Client Logotext and Client Logo images and the client s Report Header and Report Footer text from the owner data fields for these purposes as specified in the System Main Settings screen Active Sites Client Prefs Web Settings CLIENT WEB INTERFACE SETTINGS Client Web Logo J 150 Pixel high 10
10. e Lease read only character field Lease ID e Lease Name read write character field Lease name e Type value list Leased or owned property type Selections include Corporate Distribution Marketing Sublease etc e Unit read only character field Unit of measure for the area value for example SE indicates Square Feet e Usable read write character field Usable area for the leased or owned property e Rentable read write character field Rentable area for the leased or owned property e Notes read write character field Any notes about the area breakdown for the leased or owned property 113 REportfolio User Manual V4 0 R1 0 Bottom Menu The Lease Area Breakdown screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Lease Area records to be found 5 7 Subtenant Summary Report The Subtenant Summary report prints a list of your leased and owned properties that are subleased including subtenant information and the sublease dates REpOrtiOe Lease Administration Software Karn Pasa 2 Subtenant Summary Report To create and print this report select the Subtenant Summary button on the Menu of Reports screen 5 8 Insurance Report The Insurance report prints a list of lease insurance requirements and coverages REpertiolio Lease Administration Software INSURANCE REQUIREMENTS REPORT Juby 01 200 Liability Each
11. HOT be viewed as 4 substitute for 4 good automated or regularly scheduled separate media backup system Remember f your disk crashes local backup files may not be helpful Checking the box below will automatically remind you at the chosen interval to save R Automatically save backup copies every Day Week 2 Weeks O Month fast backup December 30 2002 Backup Now Backup Now f Import Files ww facilitywiz com Lease Backup Help Screen Top Menu The Files Backup screen s top menu contains these buttons e Back to Setup button Goes back to the System Main Settings screen e Exit button Ends the REportfolio session e Site List button Goes to the Site List screen providing access to the Sites database 141 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons The main portion of the Files Backup screen contains these data fields and buttons e Automatically save backup copies every day Week 2 Weeks Month checkbox and radio buttons Indicates that automatic backups will be performed and specifies the time period between the backups e last backup read only date field Date of the last backup e Backup Now button Performs a backup operation The Lease Backup Help screen does not have a bottom menu 142
12. e action hint button next to the Import Default Terms button Asks whether to edit the default Lease Terms and Conditions A Yes response goes to the Edit Term KeyDate Text screen Bottom Menu The Lease Terms and Conditions screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Lease Terms and Conditions to be found Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen button Goes to the Lease Financial screen Dates button Goes to the Lease Key Dates screen Contacts button Goes to the Lease Contacts screen Docs button Goes to the Lease Documents screen 82 REportfolio User Manual V4 0 R1 0 LEASE CONTACTS SCREEN The Lease Contacts screen lets you view enter and edit Lease Contacts which are persons involved in any capacity with the leased or owned property This screen also lets you view the Site Contacts for the site that the lease belongs to This screen presents your data using a detail display with two portals that display a Contact record for each Site Contact and Lease Contact The Lease Contacts screen also has a top menu and bottom menu R eee cls Linc Pahari eh Le ee coors o Fae Mulibtedis wich 341700 ASF Exp lato Company Phone Fax Patty Hayes Gargan Properties eo TEG eat GS 5 S008 aia Ritriani Fhia F 2 4S 7 2H Mark Colmes Wertwted Commercica
13. Date read only date field The date when the payment is made Bottom Menu The Payments History screen s bottom menu contains these buttons Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen button Goes to the Lease Financial screen Dates button Goes to the Lease Key Dates screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Contacts screen Docs button Goes to the Lease Documents screen 76 REportfolio User Manual V4 0 R1 0 LEASE KEY DATES SCREEN The Lease Key Dates screen lets you view enter and edit Lease Key Dates which allow you to track important upcoming events for the lease This screen presents your data using a detail display with a large portal that displays a Lease Key Date record for each Lease Key Date The Lease Key Dates screen also has a top menu and bottom menu Aligetleke Lhdte Paes a aisle HARF pa KEY DATES Listom 1014 Cicer Sai Sth Sete Biu Guh 61700 AIr bop ae cm Type Key Date Desoription Hotes 1 Leads Empir 2AN day ce DEFAULT 4 Contraction EHIE mon p a4 DEF AILT Tenant had 2 options bo rerea f r a benm ol 5 years options io Oroa D 1 days Sears Tenant thal provide mo lees than SOdeys written notices fo Landiond Rent for renewal period bo be get bry 106 oi Marioa Reale 5 CH EF AULT diy Ci CF ALT
14. Entering integer values into this field causes the Lease Contacts to be displayed in the designated order Type value list Lease Contact type Selections include Landlord Bldg Mgr etc Contact Name Company Name read write character field Lease Contact name Contact Name Company Title read write character field Lease Contact s title Contact Name Company Company read write character field Lease Contact s company Key Info Phone read write character field Lease Contact phone number 84 REportfolio User Manual V4 0 R1 0 e Key Info Fax read write character field Lease Contact fax number e Key Info Email read write character field Lease Contact email address e delete button Deletes the Lease Contact Once you delete a Lease Contact you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button This button is below the portal e New Contact button Creates a new Lease Contact and stands by for data entry Bottom Menu The Lease Contacts screen s bottom menu contains these buttons SITE CONTACT INFORMATION SCREEN The Site Contact Information screen lets you view enter and edit an individual Site Contact or Lease Contact This screen presents your data using a detail display which contains a portal The Site
15. Expiration date for the current lease term Company Phere Fax Patty Hayes Darpan Properties a Se BS PE S008 Aate Richens Farir J 2 04 0 5003 2 403 biri Comins Winstead Commerc JII 312 444 5005 Use this portal to view Site Contacts for the site that the lease belongs to It has these data fields and buttons Type read only character field Site Contact type Name read only character field Site Contact name Company read only character field Site Contact s company Phone read only character field Site Contact phone number Fax read only character field Site Contact fax number Be view enter more detaited info detote selected fem Contec Marne Comparry Key info nae Florence Anderson Phone 312 468 3699 x Tie Ehki Mank Fax MJT Compary AD Properties Emal Mence com hama Jemes Jones Phone 342 S270 Tite coo Fax 3 312 52740202 Company American Marwiacturers Emal jonesihanamig coer i Mew Contect Use this screen area to access the Lease Contacts It consists of a portal followed by a button The portal contains these data fields and buttons detail view button Goes to the Site Contact Information screen allowing the details of a Lease Contact to be viewed and edited Use the Site Contact Information screen to view enter and edit both Site Contacts and Lease Contacts read write character field An integer defining the sort order of the displayed Lease Contacts
16. Lease Amendment Owned Sublease etc Status read only character field Active or Inactive status of the lease The values are for Active leases are Active Occupied Vacant or Assigned the values for Inactive leases are Pending or Terminated RSF calculated character field Leased or owned property RSF Start read only date field Lease starting date Expire read only date field Lease expiration date SF calculated character field The current annualized cost of the leased or owned property calculated as dollars per square feet KD calculated character field Number of days to the next Lease Key Date for the lease if the next Lease Key Date is less than three years from the current date Otherwise displays the number of rounded down years to the next Lease Key Date delete button Deletes the lease from REportfolio Once you delete a lease you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The screen area just below the portal has these data fields and buttons New Lease button Creates a new lease and goes to the Lease Information Part 1 screen standing by for data entry Active Total calculated character field Total RSF for the site s leased and owned properti
17. REportfolio s standard user interface gives you the features and functions screens menus data fields and reports that you need to be successful in your site and lease administration responsibilities This chapter gives you preliminary information on getting REportfolio operational within your organization We ll cover the various installation and configuration options for REportfolio followed by our recommendations for implementing the software 1 1 REportfolio FX REportfolio s FX option is an additional REportfolio feature that your organization may have licensed In addition to REportfolio s standard capabilities REportfolio FX lets you manage lease financial information using foreign currencies This mostly consists of taking into account foreign currency exchange rates REportfolio FX s additional features and functions that provide its foreign currency handling capabilities are pointed out throughout this manual Contact Facility Wizards or your Facility Wizards distributor to license REportfolio FX 1 2 Product Configurations REportfolio can be installed and configured in several different ways Understanding these options is important to make the correct decisions about e How many seats of software to license e Any Facility Wizards add on kits that also need to be licensed add on kits provide additional optional capabilities for Facility Wizards software e The design and plan for your overall REportfolio so
18. aa Be ORAS 7h wos 42921 15607 rst 51230 13 079 6 000 29 471 123730 1 004 a e e lt lt lt lt ae ae oe e lt lt lt lt lt lt lt lt 2 As shown in the screen image each site contains a variety of data The following table shows the major data elements contained in the Sites database and the records that this data is contained in Sites Database Site address Site records Site type status and use Site Image records Site name Site Reminder records Site area Site Transaction records Site HVAC Site Transaction Note records Site security Site ADA compliance REportfolio User Manual V4 0 R1 0 Site images such as the site s building and floor plans Site Reminders that include due dates and other site events that watrant reminding Site Transactions such as lease negotiations relocations etc Site Transaction Notes regarding Site Transactions Probably the most significant data that that 1s contained in sites are leases These are not shown in the above table because leases are stored in their own database Leases are described below in Section 2 4 Leases Sites in REportfolio can be Active or Inactive Active sites are in active use Inactive sites are not in active use 2 3 1 Site Reminders One of the major data elements that are stored in the Sites database are Site Reminders Site Reminders are upcoming events for a site that wa
19. and these are stored in the Contacts database Contacts Database Contact s name Contact records Contact s title Contact type Whether the contact is a Site Contact or a Lease Contact Contact s phone and fax numbers Contact s company and address A Site Contact should be a person involved at the site level which can include involvement with multiple leased or owned properties within a site a Lease Contact is a person who is involved with one of the leases stored in REportfolio but who is not involved at the site level Here are some examples of Site Contacts and Lease Contacts e The Landlord should be a Site Contact if that person is the Landlord for more than one leased property within a site or across multiple sites However if that person is the Landlord for only one leased property within one site then the Landlord should be a Lease Contact e Like the Landlord a lease broker should be a Site Contact if involved with multiple leases or a Lease Contact if involved with only one leased property e A maintenance person who is responsible for maintaining the site which could consist of more than one leased or owned property should be entered as a Site Contact However a maintenance person that is only involved with a single leased or owned property should be a Lease Contact e A subtenant that is subleasing a leased property should be a Lease Contact We should also note that when you a
20. e Menu button Goes to the Main Menu screen e Refresh button Regenerates the Key Date Alerts for upcoming Site Reminders and Lease Key Dates Site List button Goes to the Site List screen providing access to the Sites database Print Report button Prints a Key Date Alert report listing the Key Date Alerts Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons The main portion of the Key Date Alerts screen has these data fields and buttons e detail view button Goes to the Site Reminders screen or Lease Key Dates screen providing access to the details of the Key Date Alert e Key Date read write date field Date of the Site Reminder or Lease Key Date e Type Location read only character field Key Date Alert type and the affected site and lease e Comments read only character field Additional comments about the Key Date Alert 9 REportfolio User Manual V4 0 R1 0 e Dismiss checkbox Indicates that a Key Date Alert is no longer of interest This causes the Key Date Alert to be displayed using a crosshatch pattern Bottom Menu The Key Date Alerts screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Key Date Alerts to be found e All Alerts button Causes all generated Key Date Alerts to be displayed e Active Alerts button Causes only upcoming or missed not dismi
21. import Defaut Key Dates P C Show Active Key Dates Oniy Lease Key Dates Screen Top Menu The Lease Key Dates screen s top menu contains these buttons e Alerts button Generates Key Date Alerts for upcoming Site Reminders and Lease Key Dates and goes to the Key Date Alerts screen displaying the Key Date Alerts e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen displaying core information for the site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Print button Prints a Lease Abstract Schedule of Lease Key Dates report showing upcoming and missed Lease Key Dates e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Leste ibe 1014 OTice Suite Spi Site Matitiadis Gulik O17 RE be GFE Use this part of the Lease Key Dates screen to view the lease that the Lease Key Dates belong to It has these data fields and buttons e Lease ID read only character field Lease ID e read only character field directly to the right of the Lease ID field Lease name 17 REportfolio User Manual V4 0 R1 0 e Site read only character field Site name e RSF read only character field RSF of the leased or owned property e Exp read only character field Expiration date for the current lease term te P
22. value of that same dollar in the future after taking interest into account e Base Rent Only checkbox Specifies that only base rent and no other costs will be used to calculate the values in the Lease Total Total Remaining and Lease NPV fields 73 REportfolio User Manual V4 0 R1 0 RE Taxes read write character field under the header base yr Base year for real estate taxes Op Expenses read write character field under the header base yr Base year for operating expenses RE Taxes read write character field under the header stop amt Stop amount for real estate taxes Op Expenses read write character field under the header stop amt Stop amount for operating expenses Notes read write character field Any notes regarding the financial information for the lease Payments button Goes to the Payments History screen showing overall lease payments history Bottom Menu The Lease Financial screen s bottom menu contains these buttons Find button Switches into Find mode allowing lease costs and payments to be found or leases to be found based on lease costs and payments or lease financial data Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen Dates button Goes to the Lease Key Dates screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Conta
23. 72 700 Shoe Aoire Lekes Oniy beduct Sublesied tsm Adisa Total L Use this portion of the Site Overview screen to access the leases that belong to the site It consists of a portal with some data fields and a button above and below the portal Remember that in addition to leases You can also use REportfolio s Leases database to store information about owned properties These are portions of a site or an overall site that is owned There are two data fields above the portal next to the label Site Leases e Active Leases calculated character field Number of Active leases for the site e Total calculated character field Total number of leases consisting of Active leases Inactive leases as well as owned properties within the site The portal which displays a Lease record for each lease contains these data fields and buttons e detail view button Goes to the Lease Information Part 1 screen for the lease The Lease Information Part 1 screen is a detail display screen that is the first of a series of screens for accessing lease information e ID button enabled character field Lease ID When selected REportfolio goes to the Lease Information Part 1 screen for the lease selecting this field behaves exactly the same as selecting the detail view button 46 REportfolio User Manual V4 0 R1 0 Name read only character field Lease name Type read only character field Lease type Values include
24. Annex Netson Office Court Magra Font Il REportiolio Lease Administration Software LEASE SECURITY DEPOSIT INFORMATION City Deposit Amt Notes 36 000 00 1 San Francece CA Kireland Seatie Indianapolis IN Columba WD Myrtle Beach SC Ann Arbor Ml Ann Arbor MI Raleigh Mic Raleigh NC Raleigh NG Bandon OR Barin FA Security Deposits Report 147 400 00 Universal 3 25 702 52 E 252 81 5 60 651 44 5 34 813 58 40 540 71 S 76 025 34 gt 46 000 04 6014 39 5 76 779 52 22 335 15 S 19 104 23 E V4 0 R1 0 To create and print this report select the Security Deposits button on the Menu of Reports screen 118 REportfolio User Manual 5 13 Payments Report The Payments report prints a list of lease payments One of two versions of this report can be printed An Account report that lists payments by cost account A Lease report that prints payments listed by site and lease V4 0 R1 0 Upon clicking the Go button under the Fixed Payments Setup label in the Menu of Reports screen REportfolio goes to the Lease Payments screen From this screen you click either the Acct Report button or Lease Report button to print the desired report version REportiobo Lease Lominigtration Software PAYMENTS REPOR Month Apri 2005 Latis E Hima Pat Dals cnie fhiis Lassa M00 institute Campus Chicago IL USA pon TERY Tas Deo 1001 Base Ren Total St Lege DOKL Liis Od Melon Office
25. Chapter 5 REportfolio Reports You will use REportfolio s reports to print information from your REportfolio software You will use these reports to view the status and summaries of site and lease information stored in REportfolio MENU OF REPORTS SCREEN The Menu of Reports screen lets you create and print many of REportfolio s reports This screen consists of the reports menu itself and a top menu U ABC Company Exit MENU OF ERIS JH REPORTS Site List MONTHLY PAYMENTS FOUND SET GENERAL FOUND SET FINANCIAL for ACTIVE LEASES Site Directory Forecast Report For u List of sites with contact info Forecast af annual costs SS ee Directory of Contacts Years 5 Year Fixed Payments setup Go Listing of all site contacts Starting Last Year Create Payments Records Batch of Site Summaries Basis ash AR Setup One page site abstract summaries For ll Costs Create Sublease and Tenant Batch of Lease Abstracts Batch of Lease Abstracts Sort By Lease 4 Monthly Payments Analysis Full lease abstract reports Type etailed for selected month ve prey month Key Date Report Date ALERTS may take a few minutes to prepare Summarized by month Area Report View AREAS Commitment Summary Analysis of SF by type Total commitments plus remaining Subtenant Summary Security Deposits Sublease and Subtenanta List of security deposit data Insurance Report List of insurance re
26. Columbia Office Johnson Tower Myrtle Beach Office Raleigh Branch Raleigh Office Hiemi Point Il Berlin Office Sorich Blvd Tower Toronto Office 4 VIEW SITES Use this portion of the Client Information screen to access the sites belonging to the client This screen area contains a portal with some data fields and a button below the portal The portal which displays a Site record for each site contains these data fields and buttons e detail view button Goes to the Site Overview screen which is the first of a series of screens for viewing entering and editing site information ID read only character field Site ID Name read only character field Site name City read only character field Site city State read only character field Site state or province Country read only character field Site s country Use read only character field Primary use of the site Values include Office Garage Industrial etc RSF read only character field Total RSF of the site e delete button Deletes the site from REportfolio 39 REportfolio User Manual V4 0 R1 0 Once you delete a site you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The screen area just below the portal contains these buttons and data fields
27. Email Notification Setup screen lets you setup Automatic Email Notifications for persons and email addresses that need to be notified of upcoming Site Reminders and Lease Key Dates for multiple sites and leases This screen presents your data using a detail display which contains a portal that displays Email Notification Setup records The Email Notification Setup screen also has a top menu Facility Wizards n Exi EMAL NOTIFICATION tacktoseup EENEN ee List Het Email Aditices Fiter Fiekd Fitter Valen Hatin i aires doves pac arr com AN movar neitiiny 35 This emal has been eutornatically Region Michapest 10 Sini from the Eper real Bilak adrrandets alban eyel een Ragion Sonne Ihe Hiong key bres and sale Country USA TED daina are approaching and mary require your attention Eril Ending Signature mememe Gel of ial Riese feel frer to contati Awomatically Sond Emails Every 9 Week oe arty Default a Daya Notice ms Email Cantigurptign Aste Emails ACTIVE Email Notification Setup Screen Top Menu The Email Notification Setup screen s top menu contains these buttons e Back to Setup button Goes back to the System Main Settings screen e Site List button Goes to the Site List screen providing access to the Sites database e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen 129 REportfolio User Manual V4 0 R1 0
28. Lease Administration Software KEY DATE REPORT Site Lease Name JUNIE 2003 Muttiiedia Gulch 1914 Office Suie 500 Muititedia Gukeh 1014 Office Suite 500 Grand Rapis 10057 Grand Rapids JULY 2003 MultiMedia Gulch 1914 Office Suite 500 Shreveport 10025 Shreveport Type o6 04 03 MISSED QE MISSED oer2202 MISSED Rent Cost Update Lease Expre Key Date Report Tenant has 2 options to cenew for a term of 5 years options for years Tenant shall pro no less than 90days written notices to Landio Fient for renewal period to be se 1 by 105 of Market Rate 5 CFI Base Rent 5 90 000 Month To create and print this report select the Key Date Report button on the Menu of Reports screen 5 6 Area Report The Area report prints a list of Usable and Rentable areas for your leased and owned properties Repetioie Lease Adminsiaton Software LEASE AREA REPORT Lease Area Type 10002 Institute Campus Sales Subtotal 100030 Govi Affars Marketing Subtotal 10004 Nelon Office Court Subtotal 19003 gua Canter subia 106 045 10 703 140 779 Area Report RSF Notes 115 252 21 927 140 7793 To create and print this report select the Area Report button on the Menu of Reports screen This first goes to the Lease Area Breakdown screen where the report can be printed The Lease Area Breakdown screen is described next 112 REportfolio User Manual V4 0
29. Notifications This can be overridden by typing a different date into this field Email Configuration Use this portion of the Email Notification Setup screen to access email header data for the Automatic Email Notifications as well as data for the email server that will be used to send the emails t contains these data fields and buttons Email FROM read write character field Sender that will be contained in the Automatic Email Notification email messages Return Address read write character field Return email address that will be contained in the Automatic Email Notification email messages SMTP Server read write character field SMTP server that will send the Automatic Email Notification email messages SMTP User Name read write character field User name for the SMTP server SMTP Password read write character field Password for the SMTP server 131 REportfolio User Manual V4 0 R1 0 Ema Futari Line Appo ing Lega ord Ship Daise mai arn Tha oral hii Been hrii Cile irreal irili Galed ate agri r ares y Emad Ending Signature eee ES fe ds __ Parade Boel feo bi EiL Wi dard iy aa wars aay Dei Chose pte fren fares Use this part of the Email Notification Setup screen to access the standard subject line and standard text that will be included in the sent email messages It has these data fields and buttons e Email Subject Line read write character field Subject line that will b
30. R1 0 LEASE AREA BREAKDOWN SCREEN The Lease Area Breakdown screen lets you view enter and edit the Usable and Rentable area values of your leased and owned properties From this screen you can print the Area report This screen presents your data using a list display displaying Lease Area records that show the Usable and Rentable area values The Lease Area Breakdown screen also contains a top menu and bottom menu Colurten MD Cor pariah Piridan Lor porate re e e Corpearsie Jahren TAn Or porte TiS Hach Para vatani 100A Faisg Branch Corporate Bb iti Piera Poet E Corpora 1004 iure Cernii Corporate Doe Govt Afars Sales iiir Soeh Bouira Corpensie oes kahon Otto Court Carpine itii Dee Sute S Coreornaie iia One Sute S00 Market 1014 Once Saute 20 Pirwarie 10014 Cdhuniten MD Pade hooting iho Pret Certer Base Mey Biase Ehabi Why ond Afton s Marketing itid Gies Bute S00 Vipini 115 51 AES Co Subleade Corperaie of SF E oF SF zF ef of oF oy rg oF Lease Area Breakdown Screen Top Menu The Lease Area Breakdown screen s top menu contains these buttons Site List button Goes to the Site List screen providing access to the Sites database Print Report button Creates and prints the Area report Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons The main portion of the Lease Area Breakdown screen has these data fields and buttons
31. San Francisc Corporals E 27 H State Prov CA aJ Marketing Country Le Finance Region Pacific vacan Cost 1234 ARARE ENE EI EI n Lease Sq Feet a g Lease Commens Leare Tetai SF Add On Facto E Headcount Current Headcount FSF Peron 158 6 127 7 LEASE MIE E ST E E E E Lease Information Part 1 Screen As shown in the screen image a lease within REportfolio contains a lot of detailed data and there is much more data contained in the other lease screens that are described later in this manual This table shows the major data elements contained in the Leases database and the different types of records that this data is contained in Leases database Lease type and status Lease records Lease Terms and Conditions Lease Space records Security deposits Lease Term and Condition records Lease payee information Lease Cost records Space utilization Lease Key Date records Storage specifications Lease Document records Parking specifications Lease Area records Insurance requirements REportfolio User Manual V4 0 R1 0 Rent taxes insurance and other lease costs Lease Key Dates describing lease events that warrant reminding Attached external lease document files Indication whether the location is owned as opposed to leased The specific location within a site for sites that consist of multiple individually leased or owned flo
32. a set of default Lease Key Dates These are defined using the Edit Term KeyDate Text screen action hint button next to the Import Default Key Dates button Asks whether to edit the default Lease Key Dates A Yes response goes to the Edit Term KeyDate Text screen The Edit Term KeyDate Text screen is described in Chapter 6 Section 6 1 Software Configuration and Preparation screens N W OI EDIT TERM KEYDATE TEXT SCREEN gt Show Active Key Dates Only checkbox Causes only the Active Lease Key Dates to be displayed Active Lease Key Dates are those for which the inactive checkbox is not checked Bottom Menu The Lease Key Dates screen s bottom menu contains these buttons Find button Switches into Find mode allowing Lease Key Dates to be found Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen button Goes to the Lease Financial screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Contacts screen Docs button Goes to the Lease Documents screen 79 REportfolio User Manual V4 0 R1 0 LEASE TERMS AND CONDITIONS SCREEN The Lease Terms and Conditions screen lets you view enter and edit Lease Terms and Conditions which reflect the terms and conditions from your lease agreement This screen presents your data using a detail display with a large
33. data using a list display displaying a Lease Payment record for each payment The Lease Payments screen also has a top menu and bottom menu Leane Harter instiute Campus Petani Onltime Cort fires Center Kanch Piara Arpan Tisai ar S gee n Kirila Coimiia MD Codis MD Rochas Awchat Virata Takan Am AGN Bade Himi Bare Ren Bade Pont UM viet art Baie Kent Managemen Freee Amo Status Date 6 000 00 2000 00 DOP 100 000 00 14 400 06 5 067 00 13 685 00 39 258 00 70 000 00 000 00 60 0001 00 5000 00 5 05 123 730 00 OPER OFFS OPER FEM OFEM OFEM OPES oo D omens p noo D coo p ww g omnes D Ons Fj ooa D wn p iw g ow G tac H omens p Liptared Bane Rean P 2 00 onan D Erori Conte Base hiiti P oo p Erori Conte Base Roa Estate Tarot 4 i ooa fj Pior Bane Rem DN H ooa D aa n Bare Ron P Cm 1 000 cx mon D Lease Payments Screen Handling lease and site financial data using foreign currencies is enabled through REportfolio s FX option If your organization has licensed the FX option the Lease Payments screen will be affected when FX is activated The changes to this screen are explained later in this chapter in Section 4 3 Handling Lease Financials Using Foreign Currencies Top Menu The Lease Payments screen s top menu contains these buttons Menu button Goes to the Main Menu screen New Line button Creates a new lease payment and stands
34. database with data obtained from Facility Wizards To accomplish this the file FXRATES FP5 is first downloaded from Facility Wizard s FTP site tp tp fwiz com Then this button is clicked executing the function to update the database Once your foreign currencies are set up using the Foreign Exchange Rates screen you will then be able to use the following screens to enter view and edit the lease financial data using the foreign currencies The Lease Financial screen is where REportfolio s FX option is activated Once FX is active this screen displays lease costs in both foreign currency amounts and equivalent U S Dollar amounts When FX is active the Lease Information Part 2 screen lets you access certain financial data using both foreign currencies and equivalent U S Dollars The Lease Payments screen displays lease payments that were entered in foreign currencies using FX Let s go over the specific changes to these screens when you use REportfolio s FX feature to enter financial data using foreign currencies LEASE FINANCIAL SCREEN When the FX feature is inactive the Lease Financial screen s top menu contains a FX button Click this button to activate the FX feature site List Exit FX Button in the Lease Financial Screen s Top Menu 100 REportfolio User Manual V4 0 R1 0 Once the FX feature is activated the Lease Financial screen changes to include additional data fields and buttons that support t
35. for SHE g a Debete Sebected Condact Use this part of the Site Contacts screen to access basic information for the Site Contacts This screen is also used to navigate to the screen that provides more detailed information for each individual Site Contact This portion of the Site Contacts screen consists of a portal and a button below the portal The portal contains these data fields and buttons detail view button Goes to the Site Contact Information screen for the Site Contact providing more detailed information the Site Contact read write character field An integer defining the sort order of the displayed Site Contacts Entering integer values into this field causes the Site Contacts to be displayed in the designated order Contact Type value list The type of the Site Contact Selections include Bldg Mgr Landlord etc Name Company fields consisting of Name read write character field Site Contact s name Title read write character field Site Contact s title Company read write character field Site Contact s company Contact Info fields consisting of Phone read write character field Site Contact s phone number Fax read write character field Site Contact s fax number Email read write character field Site Contact s email AEM checkbox Specifies that the Site Contact will receive Automatic Email Notifications for the site A
36. found 87 REportfolio User Manual V4 0 R1 0 LEASE DOCUMENTS SCREEN The Lease Documents screen lets you attach view and change Lease Document files that are stored on your computer or computer network Examples of files that are worthwhile to reference in REportfolio include your lease agreement lease abstract floor plan drawing files spreadsheets and so forth When an external file is attached within REportfolio the actual files still exist outside of REportfolio on your computer or computer network We call these references to external files This screen presents your data using a detail display with a large portal that displays a Lease Document record for each Lease Document The Lease Document records contain the references to the external document files The Lease Documents screen also has a top menu and bottom menu Facility Wizards LEASE DOCUMENTS Site Info C oo L si IY did Ofico Suite Soe Gite Myledia Gulch O1 700 REF Dp C4009 L st Abstracted yer Ono Leaseinfile Oye ro Lease Language fetch Docurendt informatica Description Comments Type Uniram Fikes Typa Location C Program Files F aciity Slatus Phe Floor pian from archbect Location Program iss Y riy Salua Suita Date OF 702 Wierd Document Location C Progen Fie acity Slatue 8 Receved Date SnAg Hew Document EIME tease MOE oo N Dates EE Contacts Docs Lease Documents Screen Top Menu The Lease Documents scree
37. information mainly consisting of the address and geographic location of the leased or owned property It contains these data fields and buttons e action hint button next to Site Executes a function enabling the lease to be reassigned to another site e Site read only character field Site ID e Site Name unlabeled read only character field Site name e action hint button next to Lease ID Executes a function enabling the lease to copied within the same current site The copy of the lease can then be modified to create a new lease for the site e Lease ID read write character field Lease ID e Name read write character field Lease name e Type value list The type of lease Selections include Lease Amendment Sublease etc e Primary Lease checkbox Indicates that this lease is the primary lease for the site e Status value list Active or Inactive status of the lease Selections include Occupied Active Assigned Active Terminated Inactive etc e Suite read write character field Suite number part of the address for the leased property e City read write character field Site city e State Prov read write character field Site state or province e Zip read write character field Site zip code or postal code 63 REportfolio User Manual V4 0 R1 0 e Country read write character field Site country e Region value list
38. portal that displays a Lease Term and Condition record for each Lease Term and Condition The Lease Terms and Conditions screen also has a top menu and bottom menu Fi pest Rake Laide Acetate Lotte pa smemo p e Lease Ibe 1014 Tiir Meee dis Deth 1700 REF Exp GWIDO La tern Type ity Description Motes A gT Temani may bayi Or dubleache the premies Oriy wih pia concert of Fj Subletting Lanciord Temani mud notify Landiond of obgacioen io Ones stated within CK dart Of x dasa i __ How Torm _ import Default Terma 2 I delete selected tem ETA ense MO BC E ee Lease Terms and Conditions Screen Top Menu The Lease Terms and Conditions screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen providing access to basic information for site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Print button Prints a Lease Terms and Conditions report listing the Lease Terms and Conditions e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Tice Suite 500 Site MpHtittedia Pulih 41 700 Rif ihe F006 Use this part of the Lease Terms and Conditions screen to view the lease that the Lease Terms and Conditions belong to It has these data fields and buttons e Lease ID
39. screen to access basic site information It contains these data fields and buttons Site read write character field Site ID Site Name read write character field Site name Status value list Current Active or Inactive status of the site Active sites contain leased or owned properties are in active use Inactive sites do not contain leased or owned properties are in active use Type Leased checkbox Indicates that the site contains leased properties Type Owned checkbox Indicates that the site contains owned properties Primary Use value list Indicates the primary use of the site from a list of selections including Office Garage Industrial etc Site Location Address 65 idora Street City San Francisco MAP CA Zip San Francisco USA Pacific Use this part of the Site Overview screen to access a site s address and geographic location It has these data fields and buttons Address read write character field Site s street address City read write character field Site s city State Prov read write character field Site s state or province Zip read write character field Site s zip or postal code MAP button Links to the Internet Website http www mapquest com causing a separate browser window to display a map showing a geographic location of the site County read write character field Site s county Count
40. this screen you click the A R Report button to print the report 120 REportfolio User Manual V4 0 R1 0 5 15 Monthly Payments Analysis Report The Monthly Payments Analysis report prints a list of comparisons of month to month lease payments This report is valuable for comparing a month that has an abnormal or unusual payment level with a month that has a typical or average payment level PAYMENTS REPORT 7 MONTH COMPARISON ANELYT HS Abt l hams laa on Leber eet in itiote Campa Sleeps dA Kai Bae Ren Lespy 1066 Melon Office Gouri Broa QA USA hin Bau Rey 12 000 00 1200 00 Meo uma 2 000 00 2000 00 TOREN re Leea OO E sidai j 3 000 O Bal Sar Ret TARG S000 are edion Doe Hor Tpi Ep 2 tre Gt i Ca 61 Gomi on Doe Sete ee ee Ee ary 3 ee 61 Lease 10006 Mien Polini i Berlin PA USA EH Eim ent gt Sune tor Lesser 10008 60 vay Payments Month to Month Analysis Report To create and print this report select the Monthly Payments Analysis button on the Menu of Reports screen 121 REportfolio User Manual V4 0 R1 0 Chapter 6 Configuring REportfolio This chapter provides information on the screens that you use to configure your REportfolio software 6 1 Software Configuration and Preparation Screens You use some of REportfolio s screens to configure and prepare the software for your organization s day to day use Let s go over each of these screens SYSTEM MAIN SETTINGS SCREEN The System Mai
41. view enter and edit the following lease cost data using foreign currencies e Parking costs e Security deposits e Insurance requirements All of these items are displayed in both foreign currency amounts and in equivalent U S Dollar amounts F LEASE a so oe Lease IDF 41044 Office Suite 5i Site MuthMedia Gulch o96401 ASF Exp 4 2009 USO 1 067 50 Miia Lie Ll Ii TA Li oy eel z a i l for addons storage space by than Leasehold improvements Amit Landlord doU 000 Tenant 5 800 000 Fitas remember io add parking aod ronge costs to the 43 Total 3 300 000 OME be imali thea Go in calculations rd pepo Payee Into yf GBF 2 000 000 USO S 25000 Mailing Gargan Properties Lishslity Aggregate GEP 2000 000 USOS Se Di Address 345 Century Drive Each Occurrence GBF 00 000 USO 728 000 Suite 1000 SBP 670 000 a USO 5 12 571 500 Pier NET aN Fak SO2 9 s oo Email terry gigarganpron com Vendor ID S2r412841 F ro amp Employer Liability Plate Glass Landlord named additional insured LEASE ee 555 Dates Terms ooo Docs FX Foreign Currency Handling in the Lease Information Part 2 Screen 102 REportfolio User Manual V4 0 R1 0 LEASE PAYMENTS SCREEN Lease payments that are entered using foreign currencies will be displayed in the Lease Payments screen in those same foreign currency amounts The specific foreign currencies are shown in the Amount field using the currency code that was prev
42. year to date e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Lease IDF 1014 Site MultiMedia Guich 61 700 RSF Exp Sons Use this part of the Lease Information Part 2 screen to view basic information for the lease and the site that the leased or owned property belongs to It contains these data fields e Lease ID read only character field Lease ID read only character field directly to the right of the Lease ID field Lease name Site read only character field Site name RSF read only character field RSF of the leased or owned property Exp read only character field Expiration date for the current lease term Storage q Feet 1 500 Cost 750 monthly Hotes Must clear out by end of 2000 landlord will look for additional storage space by then Use this part of the Lease Information Part 2 screen to access information about the storage provisions of the leased or owned property It has these data fields e Sq Feet read write character field Storage area in square feet e Cost read write character field Cost of the storage area e Cost units unlabeled value list Period for when the storage cost is due Selections include Monthly and Annual e Notes read write character field Any notes regarding the storage provisions Parking Spaces Cost 230 monthly Hotes 230 is for all 5
43. your data 26 REportfolio User Manual V4 0 R1 0 3 2 Detail View Buttons Be emi enie more Get ated info 0 detiete eeiected tem aaa F b wearin ae Murer ae Pore 1 4 Be 3 ie Phabian Alert es ET inao Dangi AD Pi Daa eerste foe Tae dai ki Pree C710 A aa Tes as Fee i hao Compay Brari Mara ecturer 5 ral joren com Delete Buttons Detail View Buttons and Delete Buttons Delete Button Some of the portals in REportfolio s screens also contain a delete button This will appear in the last column within these tabular types of displays The delete button for each row lets you delete that record Once you delete a record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Action Hint Buttons Action hint buttons are also displayed on some of REportfolio s screens usually appearing next to one or several data fields Each of these buttons serves one of two purposes e Lets you execute some infrequently used function relating to the field or fields that the action hint button is next to e Displays a dialog box that gives you additional clarifying information telling you how to properly use the field or fields that the button is next to i i S 1001 MultiMedia Guict Action Hint Buttons _ M e 00 iMedia Gulch D Leaselo 1014 Type Lease E Fe Prima ry Le ate
44. 0 1003 1001 1010 Base Rent Real Esiste Tanes Base Rent Base Rent Base Rent Real Estate Taxes Wiis s Base Reni Utilities Base Rent CAM likes Base Rent CAM Heal Estate Taxes Wiles Base Rent CAM GL 1004 1004 1001 1001 1001 1001 104 1003 1001 1003 X122 1001 127 1010 X122 1003 M1210 X122 1018 M12d 1004 123 1003 M122 1001 Ki27 1010 Amt 85 000 00 S 10 000 00 2 500 00 s 85 000 00 s 2 500 00 s 85 000 00 10 000 00 2 500 00 5 35 000 00 3 2 500 00 3 65 000 00 s 2000 00 32 00 00 5 95 000 00 s 2 000 00 2 20 00 OD s 2 500 00 3 95 000 00 s 2 000 00 V4 0 R1 0 Oras OFS grima Oris orn Aes eens EEEE NE Giriama TAZZ ee Tae Hime 11711702 MI 11711702 Te 110802 This portal within the Payments History screen shows the individual lease payments It has these data fields and buttons Date read only date field Date when the payment is due Month Year read only character field Payment month and year Acct read only character field Cost account number for the payment Acct Name read only character field Cost account name for the payment GL read only character field General Ledger GL account number for the payment Amt read only character field Payment amount Status read only character field Payment status The value with be either OPEN for planned but unpaid costs or PAID for paid costs
45. 0 JPEG Background File Hame This file must be placed in VWvebdmages Backgroundss Client Uses Provider EJ lf you check this box the owner brovider s logo wil appear on the top right corner in the web interface and the Owner s background file vill be used instead of the ane above The client logo wil appear top lett 40 REportfolio User Manual V4 0 R1 0 Use this portion of the Client Information screen to access client settings for a lease administration service provider s web user interface to REportfolio It has these data fields and buttons Client Web Logo container field Image for the client s logo that is displayed when the service provider is accessing client data using the web user interface and when the client logs in to the web user interface Background File Name read write character field Filename for the background image file containing the client s logo and or client s name which is displayed in the background when the service provider is logged in to the web user interface Client Uses Provider checkbox Indicates that a client can log in to the service provider s web user interface When the client is logged in the service provider s logo is displayed in the top right corner of web user interface pages the client s logo is displayed in the top left corner of web user interface pages and the service provider s background image is displayed in the background Bottom Menu
46. 15 000 Finas 1 200 1 200 aat 5 000 10 000 HE HOEGE r Lesse Sq Fog 43 200 51 700 Lease Total SF 43 700 51 700 Add On Factor E 19 65 Current Headcount 335 aps ASF Pergo 158 6 127 7 Lease Information Part 1 Screen Top Menu The Lease Information Part 1 screen s top menu has these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen for the site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Abstract button Prints a Lease Abstract Summary report providing an abstract of the lease agreement for the current lease or for all the site leases This button first displays a series of dialog boxes for selecting whether to print This report for either the current lease for all of the site s leases A one page high level summary or a multi page detailed report 62 REportfolio User Manual V4 0 R1 0 Lease financial information for the current month or for the year to date e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons E Site Lease IDF Name Type Status Suite Address 65 idora Street Ste SOU City San Francisco State Prov CA Country USA Region Pacifi Cost 1234 Lease Comments Use this part of the Lease Information Part 1 screen to access basic lease
47. 230 mocthiy Amt I SF 230 amp for al 5 speces Landiord 2 500 000 43 35 Tenant FeO 0 15 A Please rememberte add pasting and storage cots to the SEF f soreen to include there cort in caloulations and reports ea RRL AES Payee Info Insurance Requirements Mailing Gargan Properties Liability Aggregate 2 000 000 Address 346 Century Drive Each Occumrence 400 000 Suite 1000 Property Damage gero Fhone E oga EAN Fax 53H00 Premises Replace 75 Errail kerry argano eam Workers Comp Employer Liability Plate Glass Vendor ID 557416541 E Landlord named additional insured Detail Display Presenting Detail View of Data The portal is the third type of data presentation in REportfolio This combines the detail display with the list display providing a tabular list of data fields that is contained within a detail display Also like the list display e There can also be one or more buttons within each row in the tabular display e Each row of data fields corresponds to a record contained in one of REportfolio databases Each portal contains a scroll bar that lets you scroll through the records shown in the portal 25 REportfolio User Manual V4 0 R1 0 Portal 1004 MultiMedia Gulch Lease Terr 1014 i Orhginad Start 01 1s Primary Office Suite 500 Sturt Date May 01 2000 C Merih to Morth Lease Expiration Date EMEEN 2208 dave it Activa T rr 100 yesa 105 months c Address c kkro Street Spa
48. Answer System Diagram Download Manual Lease Help Screen Top Menu The Lease Help screen s top menu contains these buttons e Exit button Ends the REportfolio session e Site List button Goes to the Site List screen providing access to the Sites database Data Fields and Buttons The main portion of the Lease Help screen consists of two data fields 1 A Question field which is a value list and 2 An Answer field which behaves as both a read only button enabled character field and a read only character field The Question field first provides a set of categories of questions Upon selecting a category the set of questions is displayed in the Answer field the field that takes up most of the screen area Next when a specific question 1s selected that question is displayed is the Question field and the answer is displayed in the Answer field Bottom Menu The Lease Help screen s bottom menu contains these buttons e System Diagram button Displays a diagram showing the relationship between REportfolio s screens and menus e www facilitywiz com button Opens a browser window and uses an Internet connection to go to Facility Wizard s website at http www facilitywiz com e Download Manual button Downloads this manual from Facility Wizard s FTP site 98 REportfolio User Manual V4 0 R1 0 The set of numbers that are shown between the System Diagram button and the www facilitywi
49. Contact Information screen also has a top menu ABC Company SITE CONTACT INFO Contact Type Contact iow THOTT Contact Hame Mike Strezo Title CEQ Company Ameritran Address 347 First Ave Sute 21 City Chicago Zip 28910 O Payee ID Comments COHTACT SITES D Hame 1002 Brent Center Plaza Site Contact Information Screen Phone Fax Pager EMail Cell Mobile State IL Other Phone Country USA Birthday Tax ID City State Country San dose CA USA 85 Find button Switches into Find mode allowing Lease Contacts to be found Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen button Goes to the Lease Financial screen Dates button Goes to the Lease Key Dates screen Terms button Goes to the Lease Terms and Conditions screen Docs button Goes to the Lease Documents screen Back to Contacts Print Contact Info 312 527 0200 312 527 0209 metrezomatran com 312 251 9251 E Delete This Contact REportfolio User Manual V4 0 R1 0 Top Menu The Site Contact Information screen s top menu contains these buttons Back to Contacts button Goes back to the screen that was used to navigate to this Site Contact Information screen which will either be the Site Contacts screen or the Lease Contacts screen Print Contact Info button Prints a Contact Data Sheet report that contains t
50. Court Bandon OR USA T0008 NRO OT Court eguis 1001 Sat Rect TOO NRO Oe ot Cee 102 Lemme Total Sor Legar IDH Leapsa 1005 Zur Center Santo Domingo Dominican Republic TS gun ager TETU 100 Bae Flere Tomi for Lease F 1000S Lakes PGS Karsh Pikta Amn Aron M U 4 TO Each piza DEDIT 1001 Base Ren TAA Sor Lane E Na Payments Report Lease Report 119 DIF 5 4 5 3 5 brass sti 100 O00 2 2100000 90 800 05 6 00000 Peas she 1 ha 23 7200 REportfolio User Manual V4 0 R1 0 You can also print this report using the e Print Top Menu button on the Payments History screen which prints the Account report version e Acct Report Top Menu button on the Lease Payments screen which prints the Account report version e Lease Report Top Menu button on the Lease Payments screen which prints the Lease report version 5 14 Accounts Receivable Report The Accounts Receivable report prints a list of Accounts Receivable income payments for each leased and owned property that is subleased PaYMENT REPORT Lede a hee Lene PTFI oe Ca Ug TS SIH Ehi Gn TOG So ae eT Leases Mi 23 Viby i GM Steps fea Som CA URA 1253 PSE GE Ste Liris The VENE miT Seo miegi Tee WEM eas A maigi DR FOL et py One Tote Sr ae t Accounts Receivable Report Upon clicking the Go button under the A R Setup label in the Menu of Reports screen REportfolio goes to the Lease Accounts Receivable Billing And Payments screen From
51. Daie Muih 1 G83 A Stories 15 Total Mhig SF foo 000 Type Steel Curtaanerall HVAC A Security 24 hour gaard desk ADA Accessibie Byes Ono Cunina ADA Hotes Fuly compiari Al around great busking Aci mape a Site Property Information Screen Top Menu The Site Property Information screen s top menu contains these buttons e Site List button Goes back to the Site List screen providing access to the Sites database e Reports button Goes to the Menu of Reports screen e Print button Prints either a Site Summary report or a Site Images report The Site Summary report prints key site information and the Site Images report prints the site s stored images This button first displays a dialog box for selecting the desired report e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Use this part of the Site Property Information screen to view the basic information for the site that the property information belongs to It has these data fields e Site read write character field Site ID e Site Name unlabeled read write character field Site name 48 REportfolio User Manual V4 0 R1 0 Building Info Building Hame Idora Plaza Date Built 1985 Fetornes 15 Total Bldg SF e930 000 Type Steel Qurtainvvall HVAC VAM Security 24 hour guard f desk ADA Accessible yes Ono Ounknown ADA Hotes Ful
52. Docs button Goes to the Lease Documents screen The bottom menus in each of the lease screens are essentially the same From each of the lease screens you can navigate to the other screens that together provide all of the lease information 66 REportfolio User Manual V4 0 R1 0 LEASE INFORMATION PART 2 SCREEN The Lease Information Part 2 screen complements the Lease Information Part 1 screen and lets you view enter and edit additional basic lease information including e Storage e Parking e Payee contact information e Security deposit e Leasehold improvements e Insurance requirements This screen presents your data using a detail display and has a top menu and bottom menu Pere titel Lads Sete ee oh Pee Site List Exi Como oe eo Site MultiMedia Guich Sirei RSF Enp Bae Seactanity Deposit 1 200 Aumieurit E 147 S00 Oo Cosi 3 rsl montri Guarantor American Guarantor Hotes Must clear out by emd of 2000 landed wil kok Woles Liner sl foe aniline storms space bry tren Parking X Spaces Leasehold inp oeren Cosi f 230 monthty_ Amt RSF Hotere FAA tf Toe all D poai Lamrdiard 2 500 000 45 56 Tenant a oo PISAT Pipars comemberte add paking and Asirge copt bo he FEF 300 Jedn bs inslude theta seH in ealeulaiond and rapar Wo a hee ae Payee info Insurance Requirements Ping Car qe Properdbes Liability Aggregate u Paaa nans Address 145 Century Orive Each Occurrence 000 000 Suite 4000 Prop
53. EF ALT wna p ii CF ALT Tenant has 2 options io renew for atermot S years scoters ior O D 107 devs S yems Tenani chal provide no lets then Gidas writen notices z bo Landerd Rent tor reteeenl period io be sel by 10515 H Miba Rate 5 CM Use this part of the Lease Key Dates screen to access the Lease Key Dates It consists of a portal followed by some buttons and a checkbox The portal contains these data fields and buttons e read write character field An integer defining the sort order of the displayed Lease Key Dates Entering integer values into this field causes the Lease Key Dates to be displayed in the designated order e Type value list The Lease Key Date Type Selections include Lease Expire Renewal Termination etc The Lease Key Date Types that can be selected in the Type value list are set using the Edit Term KeyDate Text screen This screen is described in Chapter 6 Section 6 1 Software Configuration and Preparation screens EDIT TERM KEYDATE TEXT SCREEN e inactive checkbox Indicates that the Lease Key Date is Inactive Active Lease Key Dates are those for which the inactive checkbox is not checked Active Lease Key Dates indicate valid upcoming lease events Inactive Lease Key Dates indicate events that either have been handled or events that are no longer valid and for which action is no longer required Active Lease Key Dates will appear as Key Date Alerts Inactive
54. EFAS iFa 12202 11711702 iw 11711702 Via 1102 Tee LEASE Contacts Payments History Screen Top Menu The Payments History screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen displaying information for the site that the lease belongs to Reports button Goes to the Menu of Reports screen Print button Prints a Payments report listing lease payments Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons Leate Ibe 1014 Site MMi Medeg Gulo e170 Rif ibe O09 Use this part of the Payments History screen to view basic information about a lease that the payments history belongs to It has these data fields and buttons e Lease ID read only character field Lease ID read only character field directly to the right of the field Lease ID Lease name Site read only character field Site name RSF read only character field Total RSF of the leased or owned property Exp read only character field Expiration date for the current lease term 75 REportfolio User Manual Daie Month Year Acct Acct Name gidi 20031001 is Un DU AY 2003 1008 OS 20031001 ois 2003 1001 ggi 2003 1001 Daar 2003 100i urani fe E 10 C2010 FE 1003 gt 1001 1003 1001 110 1003 101 110 1
55. Email ETE e Top Menu Dave Johnson Seth Zurer Mark Hiemi Mark Sorich Scott Karch Brent Helzon Julie Adams Terry White Jennifer Speaker Russ Browning Kathy Duffy Hancy Hoover Meredith Moore ee oe en ee ee en M A M Facility Vvizards Facility Vvizards Facility Wizards Facility Wizards Facility Wizards Facility Wizards ABC Company ABC Company Facility Wizards x2 Enterprises M2 Enterprises RE Enterprises RE Enterprises Access Levels OOBAORAOOOOOO 856 606 4475 803 602 8639 53 4 3 3043 T22 458 97 46 369 674 3167 173 326 8250 390 374 6534 452 124 2060 476 859 8649 803 634 5504 253 0622 5517 443 957 2508 84 41 3 2529 q1 Read Write ALL 2 Read Only ALL User List Screen The System User List screen s top menu has these buttons e Client List button Goes to the Client List screen providing access to the different clients when REportfolio is used by a lease administration service provider davemtacilty com sethitacilty com markitacility com markitacility com scott tacility com brentitacility com juliefabe com terryigiabe com jenniterttacility com FUSSY COM kathyigixyz com nancyigre com meredithigre com 3 Read f Write Client Sites Only 4 Read Only Client Sites Only m e User Admin button Goes to the User Administration screen providing access to user passwords and authorization levels for a multi user client server REportfolio installation e Exi
56. I 0640403 Renewals Othice Sute 200 Coity SAn Francii 64403 Contraction Reminder Office Sule 300 Counnbry USA 1204103 Connection Ctfies Suia S Region Pacii AMA Terminiin Oiio Suba 500 Site Leases 4 Active Leases 6 Total D or Mannie Type Slatue RSF Start Empire SF KD Bina Office Suite S00 Lesse Active S700 CSO owawa a tor Bit E iiit Sth Fir Annex Lene Activa 10000 CANS baia pir oa D H iig Aaidendum meniran Actes 1b 1b JoAN 1200 avre B E iiit ADC Co Subleage Subleace Ceci iS COI fie 1128 pre D NEW Lease au Active Total 72 200 Stow Active Lessee Onty E Deduct Sublesres trom Active Totals C SITE Transaction Site Overview Screen Top Menu The Site Overview screen s top menu has these buttons e New Site button Creates a new site and stands by for data entry e Site List button Goes back to the Site List screen providing access to the Sites database e Reports button Goes to the Menu of Reports screen e Print button Prints a Site Summary report listing key site information including site locations building information a list of the site s leases upcoming Site Reminders upcoming Lease Key Dates for the site s leases and Site Contacts e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen 44 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons Acie F Leased ClOwmed iiics Use this portion of the Site Overview
57. Lease Key Dates do not appear as Key Date Alerts e Key Date read write date field Date of the Lease Key Date e days calculated character field under the date field in the Key Date column Number of days from the current date to the Lease Key Date e Description Notes read write character field Description of the Lease Key Date event e Reminder read write date field For determining Key Date Alerts overrides the date in the Key Date field That is the 90 day timeframe that results in a Key Date Alert will be based on this date instead of the date in the Key Date field The actual date for the Lease Key Date event is still considered to be the date in the Key Date field 78 REportfolio User Manual V4 0 R1 0 DEFAULT button Enters the default Lease Key Date text into the Description Notes field The default Lease Key Date text is defined using the Edit Term KeyDate Text screen delete button Deletes the Lease Key Date Once you delete a Lease Key Date you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these data fields and buttons New Key Date button Creates a new Lease Key Date including setting the Lease Key Date Type and stands by for data entry Import Default Key Dates button Creates
58. Leased button Causes the Site List screen to display only sites that have leased properties Owned button Causes the Site List screen to display only sites that have owned properties Exp 1 Year button Causes the Site List screen to display only sites with leases that have upcoming expiration dates within the next year 43 REportfolio User Manual V4 0 R1 0 e KD 1 Year button Causes the Site List screen to display only sites that have upcoming Site Reminders within the next year and that have leases that have upcoming Lease Key Dates within the next year SITE OVERVIEW SCREEN The Site Overview screen lets you view enter and edit general information about one of the sites stored in REportfolio The data contained in this screen includes e Site location and address e Site status and use e Approaching Site Reminders and Lease Key Dates e A list of the site s leases from which you can access each lease The Site Overview screen presents your data using a detail display that contains two portals and has a top menu and bottom menu F Epari fais Leapa Fabrtendcinion fathepre Faciity Wizaras CE E ce os e Sale x 41004 Taba Rolie Sie lame MutiMediaGuich Type EiLeased Owned Sita Location Primary Use Oftice Address S dora Street Approaching Key Dates Reminders 1 Year MAP Dae Type Lease City San Francisco Datini Ste Reminder landos annus party Sate Prov CA ip H
59. M read write character field Sender line that will be contained in the Automatic Email Notification email messages e Return Address read write character field Return email address that will be contained in the Automatic Email Notification email messages 123 REportfolio User Manual V4 0 R1 0 e SMTP Server read write character field SMTP server that will send the Automatic Email Notification email messages e SMTP User Name read write character field User name for the SMTP server e SMTP Password read write character field Password for the SMTP server e Auto Email Settings button Goes to the Email Notification Setup screen which allows setting up Automatic Email Notifications for multiple sites and leases Edit Value Lists Defauk Text for Key Dates Use this part of the System Main Settings screen to access default Lease Key Dates and default Lease Terms and Conditions It contains two buttons e Key Dates button Goes to the Edit Term KeyDate Text screen allowing default Lease Key Dates and default Lease Key Date text to be defined e Terms button Goes to the Edit Term KeyDate Text screen allowing default Lease Terms and Conditions and default Lease Term and Condition text to be defined Configure System Options for Document Management Use this portion of the System Main Settings screen to go to the screens for specifying settings for Lease Documents and to setup automati
60. Pr Work Empl LL Lease Name Aggregate Occurence Comp Liab Glass Addl i002 Brent Center Base Bids 23500 000 5 10 00100 510 00 00 1014 Griot Suite 500 S 2 000 000 S30 00 3E0070 San Francisco CA 101z Foreland T B41 235 E ae 54 S343 23 7 10011 IhianspHs 5 744454 22 114 5320A Indianapeis IN 10014 Columbia ME 207 2e 4TH 53512451 Colombia MO 10010 Johnson Tower 5 1 231 008 10 800 S8 2727 531 Myrtle Beach SC 1000S Karch Plaza S223 z 31 315 2591 558 Aun Aveo kil 1003 Karch Plaza z 3 fr2 ord S16 245 38 635 301 Ann Arbor Ml Insurance Report 114 REportfolio User Manual V4 0 R1 0 To create and print this report select the Insurance Report button on the Menu of Reports screen 5 9 Bar Chart Report There is a set of Bar Chart reports that provide graphical comparisons of various site and lease data according to different important criteria The available Bar Chart reports show e Total annual lease dollars per square footage area e Total lease dollars per month e Total lease dollars per year e Lease RSF e Lease headcount e Lease square footage area per person e Lease expiration dates REportiolio Lease Administration Software LEASE REPORT SITE COSTS PER RENTABLE SQUARE FOOT 76 Leases Toal Sie Lese O OS Rab Souare Foot Albuquerque Albuquerque Ann Arbor Ann Arbor Atlanta Atlanta Bellevue Bellevue Betancourt Court Nelson Office Court Brent Center Plaza Brent Center Base Bid
61. SE To Pe Cond Type Type _ Pam 4 ooo Oimai TIA Papel iela Tames oT 10000 bo oo sau 11 So aia ia EEr T iis E 117700 Erts Rori ki ELEN pU EA Curent Month 203 PISELLO AT for ian etal Milos Leaps Total j Pre hale Share Atua merestiree TOO Lene PY Lessa Type i z Aajt ba a CA a a eT ae Pj piiri Op Leper Bottom Menu REportfolio Top Menu Bottom Menu and Additional Buttons Menus are simply groupings of buttons that appear in a consistent placement and format in REportfolio s screens As shown in the above screen image most screens contain a top menu and a bottom menu In addition a few of REportfolio s menus such as in the Menu of Reports screen take up most of the screen area 3 1 3 Data Presentation within REportfolio Screens To present your data most REportfolio screens contain data fields usually including a mix of the types and variations we described above read write character fields checkboxes and so forth The screens that contain data fields can also contain buttons among the data fields All REportfolio screens contain one or more menus REportfolio presents your data in three different ways The most basic of these is a list display As part of a screen this lists the data fields in a table in rows and columns with column headers Each displayed row of data represents a record of data contained in one of REportfolio s databases There can also be one or more buttons within each row in the tabular d
62. Site Transactions in REportfolio can be Active or Inactive Active Site Transactions are upcoming transactions that have yet to be executed Inactive Site Transactions indicate transactions that have been executed as well as transactions that as it turns out did not need to be executed and were not executed REportfolio User Manual V4 0 R1 0 2 4 Leases Leases are contractual arrangements that allow occupation and utilization a portion of a site or an entire site for a specified term and for a specified rent A single site can have a single lease or can have multiple leases for example allowing different floors buildings or areas within the site to be governed by separate leases Leases are stored in REportfolio s Leases database This image shows the Lease Information Part I screen which is one of the screens that provides you with access to the detailed lease information in the Leases database Again it s a good idea to get a little familiar with this screen to begin developing an understanding of the data that s contained in leases in REportfolio FiGserticke Laas bren aet Site List INFO PART 1 Cara 1001 Piet ieh Lease Teri wi o Original Sari i Di 1a Haime Office Suite St O Siar Date May 01 2000 O honth te Month Type Lease Ele rimary Lear Expiration Date dada Cae MA Satire Active Tenn 900 years 108 months Site oF Ml Address 65 dora Street Spaces oq feet sqmeters ule F H Floor Dept Rentable City
63. Term KeyDate Text screen s top menu contains these buttons e To Leases button Goes back to the REportfolio Setup Customization screen e New Item button Creates a new Lease Term Key Date Text record and stands by for data entry e Exit button Ends the REportfolio session Data Fields and Buttons The main portion of the Edit Term KeyDate Text screen has these data fields and buttons e List Types value list Indicates whether the Lease Term Key Date Text record contains default data for a Lease Term and Condition or for a Lease Key Date Selections are Terms for Lease Terms and Conditions and Dates for Lease Key Dates e Default checkbox Indicates that the Lease Term Key Date Text record will be used as a default Lease Term and Condition or default Lease Key Date when defaults are inserted in the Lease Key Dates screen or the Lease Terms and Conditions screen e Default read write character field Indicates the order in which default Lease Term Key Date Text records will be inserted using the default functions in the Lease Key Dates screen or Lease Terms and Conditions screen e Selected Value read write character field The Lease Term and Condition Type or the Lease Key Date Type These values are displayed in the Type value list in the Lease Key Dates screen or the Item Type value list in the Lease Terms and Conditions screen 125 REportfolio User Manual V4 0 R1 0 Default Text rea
64. The Client Information screen s bottom menu contains this button Find button Switches into Find mode allowing clients to be found MAIN MENU SCREEN From the Main Menu screen you can get to all of REportfolio s features and functions This screen consists of the main menu itself and a top menu and bottom menu ABC Company ian J REportfolio Client List LEASE AND SITE ADMINISTRATION Menu of REportfofio Modules SITES View the Site List Create New Sites and Leases PAYMENTS View J Edit Payment History List COST ACCOUNTS View J Edit the List of Cost Accounts PAIR Manage Tenant and Sublease Billing Payments Exit Main Menu Screen Top Menu The Main Menu screen s top menu contains these buttons Login button Provides user name and password authentication for logging into a multi user client server REportfolio installation Client List button Goes to the Client List screen providing access to the different clients when REportfolio is used by a lease administration service provider 4 REportfolio User Manual V4 0 R1 0 Main Menu Buttons The main menu portion of the Main Menu screen contains these buttons e SITES button Goes back to the Site List screen providing access to the Sites database e COST ACCTS button Goes to the Cost Accounts screen providing access to the Cost Accounts database e PAYMENTS button Goes to the Lease Payments screen providing access to th
65. Total annual lease dollars per square footage area Total lease dollars per month Total lease dollars per year Lease RSF 17 REportfolio User Manual V4 0 R1 0 Lease headcount Lease square footage area per person Lease expiration dates Dollar Forecast report Prints a forecast of future site and lease costs Dollar Commitment Summary Prints a list of remaining committed and report unpaid lease costs Security Deposits report Prints a list of lease security deposits Prints a list of lease payments There are two versions of this report Payments report An Account report that lists payments by cost account A Lease report that prints payments listed by site and lease Accounts Receivable report Prints a list of Accounts Receivable income payments Monthly Payments Analysis report Prints a comparison of month to month lease payments Site List report Prints a list of sites including site locations types RSFs and the next upcoming lease expiration date within each site Site Images report Prints a site s stored images Contact List report Prints a list of site contacts and their contact information Site Reminders report Prints a list of Site Reminders Transaction Log report Prints the details of a Site Transaction including Site Transaction Notes Lease Abstract Rent Financial Prints a summary of overall lease Structure report information costs and financials Le
66. a is contained in Setup and Defaults Database Default Lease Key Dates Lease Term Key Date Text records Default Lease Terms and Email Notification Setup records Conditions User records Lease Key Date Types Lease Term and Condition Types Default Lease Key Date text Default Lease Term and Condition text Automatic Email Notifications for specified email addresses Authentication and authorization data for users of a multi user client server REportfolio installation Previously in this chapter we introduced how REportfolio can track Lease Terms and Conditions and Lease Key Dates We also introduced Automatic Email Notifications that cause emails to be automatically sent to Site Contacts and Lease Contacts These features are affected by the Setup and Defaults database 16 REportfolio User Manual V4 0 R1 0 e Default Lease Key Dates Lease Key Date Types and default Lease Key Date text are stored in Lease Term Key Date Text records e Default Lease Terms and Conditions Lease Term and Condition Types and default Lease Term and Condition text are also stored in Lease Term Key Date Text records e Specific email addresses that you want to receive Automatic Email Notifications for multiple sites and leases are stored in Email Notification Setup records In addition the Setup and Defaults database can contain User records These store authentication and authorization data for user
67. ag Brent Center Plaza San Jose Enterprises Brent Center Plaza Wendy s Grit Shop Brent Center Plaza Wizards Health Spa Charleston Charleston Charlotte Charlotte Cheektowaga Cheektowaga Chicago Chicago Chicago Creative Consortium Bar Chart Report To create and print this report select the Bar Chart of Data for Found Sites button on the Menu of Reports screen This causes the Lease Bar Chart Report Setup screen to be displayed which you use to select options for the report and then select a button to create and print the report The Lease Bar Chart Report Setup screen is described next 115 REportfolio User Manual V4 0 R1 0 LEASE BAR CHART REPORT SETUP SCREEN You use the Lease Bar Chart Report Setup screen to print a Bar Chart report This screen lets you select the specific type of Bar Chart report to be created and printed The Lease Bar Chart Report Setup screen is a detail display with a top menu E Facility Wizards i RESORT SETUP 4 Click on which data total annual lease SF you would like charted gt gt total lease month total lease year gt lease rentable square feet gt lease headcount lease square feet person O expiration date E 2 Edit the Report Title optional gt gt Proceed Lease Bar Chart Report Setup Screen Top Menu The Lease Bar Chart Report Setup screen s top menu contains this button e Back to List button Goes to the Sit
68. al SF 43 200 4 700 Add On Factor EJ 19 65 ee Use this part of the Lease Information Part screen to access space information for a leased property It contains a portal which lets you enter and view the Usable and Rentable area values of the leased or owned property s floors and departments There is also a data field above the portal and some data fields and a button below the portal This data field is above the portal e sq feet sq meters radio buttons Indicates whether the area values are in square feet or Square meters The portal contains these data fields and buttons e Floor Dept value list Floor or department name e Usable read write character field Usable area of the floor or department e Rentable read write character field Rentable area of the floor or department 64 REportfolio User Manual V4 0 R1 0 Pct calculated character field Percentage calculation of the Rentable area for the floor or department divided by the overall Rentable area for the leased of owned property delete button Deletes the Lease Space record The screen area below the portal contains these data fields and buttons read only character field directly to the right of the field label Lease in the first row under the portal and under the portal column Floor Dept this has the value Sq Feet in the screen image Indicates whether the values in the two calculated charact
69. ansactions Only checkbox Causes only Active Site Transactions to be shown in the portal Bottom Menu The Site Transactions screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Site Transactions to be found Overview button Goes to the Site Overview screen Property button Goes to the Site Property Information screen Contacts button Goes to the Site Contacts screen Reminders button Goes to the Site Reminders screen 59 REportfolio User Manual V4 0 R1 0 TRANSACTION DETAILS SCREEN The Transaction Details screen lets you view enter and edit an individual Site Transaction including Site Transaction Notes This screen presents your data using a detail display with a portal that displays a Site Transaction Note record for each Site Transaction The Transaction Details screen also has a top menu Fleet lilies laai Adres Sere OB Faciuty wizards She List Ex TRANSACTION _ DETAILS Client sY Enterprises FANSACHONS O Pit Hep Piuhihiedia Gulch City San Francio Stele 8 CA Rehocwtiion Sentry Tenbit Start Date Mea Laat Hest Action Building Tour 160 000 Active ilir TRARSAC TION HOTES LOG Data i Tima Ey Holms e002 Mark Hiewni Ried lunch wih fhe bey wig 11 Pea eA fare Johnaon 8 spoke wih Chia Tayi Z205 Pil AAS Dare Johnson poka wih Sety Cede repneceriainnes fit mote Sl aig foe rete Tre Aled Proposes from tree eaim stati J detete se
70. aracter field Contact cell phone or car phone number Other Phone read write character field An additional alternate phone number for the contact Birthday read write date field Contact s birthday Payee ID read only checkbox and read write character field Identification number for the contact s organization when the contact s organization is a payee for site and lease costs Tax ID read write character field Tax identification number for the contact s organization Comments read write character field Any comments regarding the contact 86 REportfolio User Manual V4 0 R1 0 CONTACT SITES IDs Hame City State Country 1002 Brent Center Plaza San Jose ca USA Use this portal within the Site Contact Information screen to view the sites that the contact is involved with It has these data fields ID read only character field Site ID Name read only character field Site name City read only character field Site city State read only character field Site state or province Country read only character field Site country Use read only character field Primary use of the site Values include Office Garage Industrial etc e RSF read only character field Site RSF Bottom Menu The Site Contact Information screen s bottom menu contains this button e Find button Switches into Find mode allowing Site Contacts and Lease Contacts to be
71. as Example Date and Time Fields Time Fields Time fields allow you to view enter and edit times in the format nn nn AMIPM for example 11 35 AM All of the time fields in REportfolio are read write Value Lists Value lists are data fields that contain a predetermined set of values Instead of typing your data into the field you click on a value list causing the set of values to be displayed and then you click again to select one of the values 2l REportfolio User Manual V4 0 R1 0 Status Active Type p Leased Owned Primery Vea Wotnice Value List Approaching Date Ty ampus ESAT Rig industrial Warehouse Cal Center Read Only Value List bined Edi Example Value Lists Almost all of the value lists in REportfolio have a predefined set of initial selections and many of the value lists get their range of selections from some data source in REportfolio or from the user These different types and variations of the value list fields in REportfolio are as follows Some of REportfolio s value lists have a selection entitled Edit When you click on this selection an Edit box appears displaying the currently defined list of selections for the value list You can then add one or more selections into the value list by typing them into the Edit box You can also edit the already existing selections From that point forward the new or changed selections will appear in the value list REportfol
72. ase Cost account category Cost Account records Cost account number Cost account name Corresponding General Ledger account number Any comments regarding the cost account There are three different cost account categories for the REportfolio s cost accounts supporting the different types of site and lease payments e You use Expense Accounts for normal typically recurring expenses Examples include rent utilities and insurance payments e You use Capital Accounts for major expenditures that are depreciated over multiple years Examples include major construction projects and the procurement and installation of capital equipment or machinery e You use Income Accounts for subleasing income payments Lease payments are described in further detail in the next section 2 8 Payments As we described above REportfolio tracks lease financials that takes into account lease costs such as rent utilities and insurance Using these as inputs REportfolio also lets you assemble that actual payments for these costs which are stored in the Lease Payments database This table shows the major data elements contained in REportfolio s Lease Payments database and the record that this data is contained in 14 REportfolio User Manual V4 0 R1 0 Lease Payments Database Due date Lease Payment records Payment date Lease ID and name Cost account category Cost account Cost type
73. ase Abstract Schedule of Lease Prints a list of upcoming and missed Key Dates report Lease Key Dates Lease Terms and Conditions Prints Lease Terms and Conditions report Contact List report Prints a list of Lease Contacts Contact Data Sheet report Prints a single Site Contact or Lease Contact Lease Documents report Prints a list of document files attached to a lease Key Date Alert report Prints Key Date Alerts Lease Cost Account Codes report Prints a list of the cost accounts stored in REportfolio REportfolio User Manual V4 0 R1 0 Currencies report Prints a list of the currencies and exchange rates stored in REportfolio Usable Square Feet USF and Rentable Square Feet RSF are standard definitions in the Real Estate industry e USF is the space in a leased or owned property that can actually be used e RSF is a leased or owned property s USF plus a pro rata share of the common areas of the overall site 19 REportfolio User Manual V4 0 R1 0 Chapter 3 Introduction to the REportfolio User Interface This chapter covers the underlying concepts and the basic parts that comprise REportfolio s user interface We ll cover these in a top down fashion by first defining the elements that makeup the user interface followed by the discussion of the functions that are common throughout REportfolio 3 1 Data Presentation in REportfolio In REportfolio your data is presented entered and edited using a variety of
74. ata Fields and Buttons Web Active Server Address 64 1 127 180 External localhost reporttolia_ med internal Use this portion of the System Web Settings screen to access basic data about a web enabled REportfolio implementation It has these data fields and buttons e Web Active checkbox Indicates that the REportfolio implementation is web enabled e Server Address External read write character field Web server IP address outside the firewall e Server Address Internal read write character field Web server IP address inside the firewall 133 REportfolio User Manual V4 0 R1 0 WEB PRINTING Win Dir for POF Prints Frogram This is the directory where POF is saved Ends With Win Dir for POF Driver CO ipdf995ivres This 5 fhe directory of the pagg Ie file Ends with Moie The Windows account that the keb Sener WiN De fogged In wader must have write access fo these Wwa directories Use this portion of the System Web Settings screen to specify settings for web printing It has these data fields and buttons e Win Dir for PDF Prints read write character field The directory where PDF files are temporarily saved for web printing e Win Dir for PDF Driver read write character field The directory where the PDF driver pdf995 in1 resides WEB DOCUMENTS DOWHLOADING VIEVAHG Download Type A directory aust fat set ap that to which aff users of the system fave network access Depending on s
75. atabase In the remainder of this chapter we Il describe REportfolio s software features including related databases and records 2 2 Support for Service Providers REportfolio can be used by lease administration service providers In this case you track multiple clients using REportfolio For each client you access just that client s lease administration data This table shows the major data elements contained in the Clients database and the record that this data is contained in Clients Database Client company name Client records Client company address Client primary contact person and contact information Clhient specific system settings and preferences Clients in REportfolio can be Active or Inactive e Active clients are currently contracted with for site and lease administration services e Inactive clients are not currently contracted with for lease administration services However maintaining the data for these Inactive clients is worthwhile because this data may be used for historical queries about these clients REportfolio User Manual V4 0 R1 0 2 30 Sites Sites are physical locations such as buildings floors or areas within a building and other facilities that your organization is leasing or owns Alternatively your organization may be administering sites for other organizations or major divisions within your own organization as a lease administration service provider Each site typi
76. buttons Indicates whether the lease agreement has been abstracted e Lease in File yes no 2 radio buttons Indicates that the lease agreement document is physically on file e Lease Language read write character field Indicates the language that the lease agreement is written in E imo plendwg Type Lindner Fis Typa Location C Program Fier Facity Satus Def e Fk plan froth architect Lotetion Program fies acity Talus Subada Date 0702 E Hime jerme tH TPs is fe campis pevnej ease Typo Viord Ehun Location C Frog am Fie F arity Taua Pecetved Daie OST Gu Use this part of the Lease Documents screen to access the Lease Document files It consists of a portal followed by a button and a data field The portal contains these data fields and buttons e detail view button Opens the attached file e Document Information Name read write character field Lease Document filename e Document Information Type read write character field Lease Document type for example MS Excel spreadsheet text file AutoCAD file etc e Document Information Location read write character field Computer or computer network directory path where the attached file is located 89 REportfolio User Manual V4 0 R1 0 Document Information Status value list Lease Document status Selections include 99 66 draft in progress released etc You build the Document Information Status va
77. by for data entry Export button Exports the lease payment to an external file Formats include Comma Separated Value csv files database Format dbf files and Extensible Markup Language xml files Acct Report button Prints an Account report version of a Payments report listing payments by cost account Reports button Goes to the Menu of Reports screen Lease Report button Prints a Lease report version of a Payments report listing payments by site and lease location Exit button Ends the REportfolio session 94 REportfolio User Manual V4 0 R1 0 Help button Goes to the Lease Help screen Data Fields and Buttons The main portion of the Lease Payments screen has these data fields and buttons Date read write date field Date when the payment is due Month Year read only character field Payment month and year Lease read only character field Lease ID for the lease that the payment applies to Lease Name read only character field Lease name for the lease that the payment applies to Acct read write character field Payment cost account number Acct read only value list Payment cost account name Cost Type read only character field Account category Values are EXP for Expense Accounts CAP for Capital Accounts and INC for Income Accounts Amount read only character field and read write character field Payment amount Status value lis
78. c backups of REportfolio data It contains these buttons e Document Management button Goes to the Documents Setup screen allowing setup of storage options for attached Lease Document files e Backups button Goes to the Files Backup screen providing setup of automatic backups of database files Bottom Menu The System Main Settings screen s bottom menu contains these buttons e Web Settings button Goes to the System Web Settings screen e Misc Settings button Goes to the System Miscellaneous Settings screen The Main Settings button is inactive and is displayed in grey signifying that the System Main Settings screen is the current screen 124 REportfolio User Manual V4 0 R1 0 EDIT TERM KEYDATE TEXT SCREEN The Edit Term KeyDate Text screen lets you view enter and edit default data for Lease Terms and Conditions and for Lease Key Dates This screen presents your data using a list display displaying Lease Term Key Date Text records The Edit Term KeyDate Text screen also has a top menu and bottom menu Tenani Fes Ot opmons io renew for a berm of 200 oars opiond for KK peers Tonan hal prosia no bods ean IEA rhon oboe to Lanckod Rant fee en eed a et cord Pee SO i awe Fie PE A EE ast Ore Pete Cry EAE tech bi Ese d Tenant aa Fe opion bo epad key Gea Lard 300 Geen ee Dewa pert per asd Delo piion dete ol E ipa feet cat KN Bohl nf Fiemt Offer Edit Term KeyDate Text Screen Top Menu The Edit
79. cally contains several leased or owned locations that you want to track separately Sites are stored in REportfolio s Sites database The following image shows the Site List screen which is one of the screens that provides you with access to the Sites database This screen lets you view a list of your sites and from this screen you can access the detailed information for each site At this point it s a good idea to get a little familiar with this screen to begin developing an understanding of the data that s contained in sites in REportfolio all of REportfolio s screens will be covered in complete detail later in Chapter 4 Section 4 2 REportfolio screens in Detail Facdey lard 00 l Ep f i gt FX LEASE AND SITE ADMINS TRATION cay Fatih dia titel Sin Fraea Ereni Cemier Para Tin i Kir kien Hiriani Sahk Ieee penis H Faras Columbes Genter Commies Johnson Tower Mirtle Beach Kerch Plaza Ann arbor Radoigts Brant Figg Bart arecduart Couri Eirion Hicri Pairi I Eigrlin funer Center Sinig Dario Sorith Bled Tower Toronto Caowt Afairs Viasirengion Seth urer Intrbte Chaga Rochester Rochester Ann Arbor Ann arbor Waneoiyer VAA falas Fae E is Fani Wiari Fori Aiai UZA LSE 23720 BASDI Finde Leased Ec Cos a Site List Screen RSF Mex Expire Meri KO a 2 BAS OTAG 4 5000 ONS gama 1 29298 Ie 1 13 655 1 Thooo 6oer 2 12000 BAT Dia 2 PENi i 1 1 1 1 1 l 1 1 1
80. ccess the Lease Contacts in REportfolio REportfolio also allows easy access to the Site Contacts for the site that the lease belongs The details about this are discussed later in this manual 13 REportfolio User Manual V4 0 R1 0 2 6 1 Automatic Email Notifications Automatic Email Notifications 1s a REportfolio feature that allows emails to be automatically sent to one or more designated Site Contacts and Lease Contacts when a Site Reminder or Lease Key Date is approaching or has been arrived at These can be setup in several different ways e For an individual Site Contact so that the contact person will receive emails regarding just that site and the site s leases e For any Site Contact or Lease Contact such that the contact person will receive emails regarding sites and leases within a specific geographic area e For any Site Contact or Lease Contact such that the contact person will receive emails regarding all sites and leases You can also specify the time period that determines when Automatic Email Notifications will be sent 2 Cost Accounts In REportfolio you use cost accounts to classify payments for leased and owned properties Each payment s cost account category and cost account identifies a broad and specific classification that the payment belongs to This table shows the major data elements contained in REportfolio s Cost Accounts database and the record that this data is contained in Cost Accounts Datab
81. ces Se Oa meters HEE F HA Floor Depi Uaebhes Fentihe City Sen Frrerecehoo Cpe patente 1 800 24 500 State T gais Miarki 17 000 15 000 Figi Pacific _ aoi 10000 Cost t i Leta n Sy F 43 m0 1 700 Lease Comments Larte Tan SF 43 700 51 700 Add On Faso Ey 19 Bs Headcount aren nae Current Headeount 05 py SF Peron Vit if Portal within Detail Display Simply stated a portal shows a list of related records displayed within a detail display For example as shown in the above screen image the portal shows a Usable and Rentable areas for list of the different assigned spaces within a leased property Note that there are also buttons in this portal We ll explain the purpose of these buttons next 3 1 4 More on REportfolio Buttons In this subsection we ll describe some additional details about some of REportfolio s buttons that are positioned among the data fields in REportfolio s screens You should be familiar with this to better understand the purpose of each of REportfolio s screens which we ll cover in Chapter 4 Using REportfolio The specific buttons we need to discuss are Detail View Button Some of the list displays and portals in REportfolio s screens contain a detail view button This will be displayed in the first column within these tabular types of displays The detail view button which appears on each row lets you expand that record taking you to another screen that presents a detail display of
82. checkbox As the default causes the total RSF for Active leases to not include subleases as shown in Active Total field in the Site Overview screen sublease RSF can also easily be displayed in the Site Overview screen by de selecting a checkbox in that screen 137 REportfolio User Manual V4 0 R1 0 e When Opening Alert Me of Key Dates in Next Days checkbox and value list Sets the time period for Key Date Alerts that are displayed when REportfolio is first opened e When Opening Include Missed Dates checkbox Causes missed dates to be included in the Key Date Alerts that are displayed when REportfolio is first opened Bottom Menu The System Miscellaneous Settings screen s bottom menu contains these buttons e Main Settings button Goes to the System Main Settings screen e Web Settings button Goes to the System Web Settings screen The Misc Settings button is inactive and is displayed in grey signifying that the System Miscellaneous Settings screen is the current screen SYSTEM USER LIST SCREEN You use the System User List screen to view enter and edit data about authorized users of a multi user client server REportfolio installation This screen is a list display displaying a User record for each user The System User List screen also has a top menu and bottom menu Fac Wiz Lease Admin Inc LEASE AND SITE ADMINISTRATION m e SYSTEM USER LIST CSC BEC Hame Level Company Client Phone
83. col will be used for web users to download documents enter IP address of machine in address above read write character field If FTP will be used by web users to download attached Lease Document files IP address of the computer that contains the directory specified in the read write character field at the middle of the screen area Wizards FTP Additional Charge When you add a document to a lease REportfolio copies your documents to a folder on Facility Wizards remote FTP site To acthvate this option please enter a username and password below Please call Facility Wizards at 773 832 0200 to complete the account setup User Name wizclient Password wizpass FIP Directory 0Oc FTF IP Use this part of the Documents Setup screen to setup remote storage of attached Lease Document files on Facility Wizard s FTP site It contains these data fields and buttons Wizards FTP radio button Specifies that attached files will be stored on Facility Wizard s remote FTP site User Name read write character field User name for accessing Facility Wizard s FTP site Password read write character field Password for accessing Facility Wizard s FTP site FTP Directory read write character field The directory within Facility Wizard s FTP site for storing the attached lease document files The Documents Setup screen has no bottom menu 128 REportfolio User Manual V4 0 R1 0 EMAIL NOTIFICATION SETUP SCREEN The
84. cts screen Docs button Goes to the Lease Documents screen 74 REportfolio User Manual V4 0 R1 0 PAYMENTS HISTORY SCREEN The Payments History screen lets you view the overall payments history for the lease This screen presents your data using a detail display with a large portal that displays a Lease Payment record for each lease payment The Payments History screen also has a top menu and bottom menu REisotlets Lease Ainiai Sod tere Site List Reports Exit os om e 655 401 ASF Enp Gaaraa Lease Tia See Muhikiedia Gulch Date Month Year Acela Acct Mame Sialis Date 85 000 00 OPEN O7 0103 10 000 00 OPEN O7701703 Oh MAY i 1004 Real Estate Taxes ahi OHS O12 daimia arapi dawina DUD Diiia 120102 darin 120102 Tiia 112 Tiia 111M 10H M2 1102 10014 1001 1001 1001 1004 1003 1001 1003 1001 1016 1003 1001 1016 1004 1003 1001 1016 Base Rent Base Rent Base Rent Base Rent Real Estate Taxes Unities Base Rent Utiliiies Base Rent CAM Utilities Base Rent CAM Real Estate Taxes Utilities Base Rent CAM X122 1010 M123 1003 X123 1001 X123 1010 M123 1004 M122 1003 X122 1001 M122 1010 2 50000 s gs 000 00 EAn E 585 000 00 5 10 000 00 2 500 00 85 000 00 2 500 00 85 000 00 2 000 00 2 500 00 596 000 00 5 2 000 00 20 000 00 5 2 500 00 56 000 00 5 2000 00 OPEN OPEN EREE grina gaa AES 206 03 Cae 03 EAEE NIE Tiria LPIA
85. cuments Setup screen Used to specify the location where external files that are attached within REportfolio are stored System Web Settings screen Used to specify settings for REportfolio web access System Miscellaneous Settings screen Files Backup screen Used to specify additional miscellaneous REportfolio configuration settings Provides access to REportfolio s function for performing automatic backups of database files Most of these screens in the above tables are covered in this chapter next in Section 4 2 REportfolio screens in Detail The screens that are not covered in this chapter are covered later in this manual e The Foreign Exchange Rates screen is covered later in this chapter in Section 4 3 Handling Lease Financials Using Foreign Currencies These screens are covered in Chapter 5 REportfolio Reports Menu of Reports screen Lease Bar Chart Report Setup screen These screens are covered in Chapter 6 Configuring REporttfolio System Main Settings screen Edit Term KeyDate Text screen Documents Setup screen Email Notification Setup screen System Web Settings screen System Miscellaneous Settings screen System User List screen User Administration screen Files Backup screen 35 REportfolio User Manual V4 0 R1 0 4 2 REportfolio Screens in Detail Now we re into the details of REportfolio features and functions The best way to gai
86. d Password for logging in to the online help website Go To Help Site button Opens a browser window and uses an Internet connection to go to Facility Wizard s online help website at http help facilitywiz com Hext Invoice 7 10044 WAR Module is Active FY Start Month JUL Current Month Cale Cash Accrual View Active Leases as derant State Prov label State Area Calc Pret Deduct Sublease SF from Active Totals When Opening C Alert Me of Key Dates in Next Days O Include Missed Dates Use this portion of the System Miscellaneous Settings screen to access additional settings for REportfolio It has these data fields and buttons Next Invoice read write character field The next invoice number for invoices generated using the Accounts Receivable module FY Start Month value list Fiscal year start month Current Month Calc Cash Accrual 2 radio buttons Specifies whether financial calculations for the current month will be made on a cash basis or an accrual basis View Active Leases as default checkbox As the default causes only Active leases to be displayed in the Site Overview screen Inactive leases can also easily be displayed in the Site Overview screen by de selecting a checkbox in that screen State Prov label read write character field The label to use for the State or Province in REportfolio s screens that contain data fields for the State or Province Area Calc Pref
87. d File Name read write character field Image file for the background that will be displayed in the web pages that are part of the browser based user interface e Owner Web Logo container field Image file for the logo that will appear in the main menu part of the browser based user interface e Provider Secondary Web Logo container field Image file for the logo that will appear in the upper right corner of client pages of the browser based user interface Bottom Menu The System Web Settings screen s bottom menu contains these buttons e Main Settings button Goes to the System Main Settings screen e Misc Settings button Goes to the System Miscellaneous Settings screen The Web Settings button is inactive and is displayed in grey signifying that the System Web Settings screen is the current screen 135 REportfolio User Manual V4 0 R1 0 SYSTEM MISCELLANEOUS SETTINGS SCREEN The System Miscellaneous Settings screen lets you view enter and edit additional miscellaneous settings for REportfolio including settings that affect Accessing Facility Wizard s online help website Processing site and lease financials Data display within REportfolio Key data alerts This screen presents your data using a detail display with a top menu and bottom menu Fac Wiz Lease Admin Inc REportfolio z LEASE AND SITEADMIMIsTRaTIon SYSTEM SETTINGS User List Misc Settings ONLINE HELP
88. d write character field Default Lease Term and Condition text or default Lease Key Date text delete button Deletes the Lease Term Key Date Text record Once you delete a Lease Term Key Date Text record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Edit Term KeyDate Text screen s bottom menu contains these buttons Find button Switches into Find mode allowing Lease Term Key Date Text records to be found TERMS button Causes only Lease Term Key Date Text records that contain default Lease Term and Conditions to be displayed Defaults button next to the TERMS button Causes the display to show only Lease Term Key Date Text records that will be used as the set of default Lease Term and Conditions when inserted using the Import Default Terms button in the Lease Term and Conditions screen These are the Lease Term Key Date Text records for which the Default checkbox is checked KEY DATES button Causes only Lease Term Key Date Text records that contain default Lease Key Dates to be displayed Defaults button next to the KEY DATES button Causes the display to show only Lease Term Key Date Text records that will be used as the set of default Lease Key Dates when inserted using the Import Default Key Dates button in the Lease K
89. data fields In addition buttons are displayed which when clicked perform various REportfolio features and functions and let you navigate throughout the software The data fields and buttons are grouped together in screens Each screen presents a meaningful set of related data and provides access to the features and functions that operate on that data In the following subsections we ll go into more detail about REportfolio s data fields buttons and screens 3 1 1 Data Fields The data fields in REportfolio are used to display your data and allow you to enter and edit your data Most data fields are positioned on the screen next to labels describing the data contained in the data fields We refer to these as labeled data fields However some data fields are not labeled because their placement on the screen makes it clear what their purpose is We call these unlabeled data fields Data fields contain or represent character and numeric data Most let you view enter or select and edit data We call these read write data fields Some data fields however just allow you to view data because their values have been set somewhere else in REportfolio We call these calculated data fields 1f their values have been calculated by REportfolio and we call these read only data fields if their values have simply been set by another of REportfolio s screens Here is detailed information about the different types of REportfolio s data fields C
90. depending on region Headcount future Current Headcount 3 405 RSF f Person Vat Use this part of the Lease Information Part 1 screen to enter and view headcount information for the leased property It has these data fields Current Headcount read write character field under the column header current Current headcount for the leased property Current Headcount read write character field under the column header future Future planned headcount for the leased property RSF Person calculated character field under the column header current RSF per person based on current headcount RSF Person calculated character field under the column header future RSF per person based on the future planned headcount 65 REportfolio User Manual V4 0 R1 0 action hint button Displays a dialog box that gives a hint explaining that a list of sites and headcount statistics are available from the Menu of Reports screen Bottom Menu The Lease Information Part 1 screen s bottom menu contains these buttons Find button Switches into Find mode allowing leases to be found Info 2 button Goes to the Lease Information Part 2 screen which provides additional basic lease information button Goes to the Lease Financial screen Dates button Goes to the Lease Key Dates screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Contacts screen
91. detail view button Name read write character field Site name City read write character field Site s city Country read write character field Site s country Actv read only value list Indicates whether or not the site is Active Active sites contain leased or owned properties are in active use Inactive sites do not contain leased or owned properties are in active use calculated character field Number of leases that belong to the site Type read only value list Indicates whether the specific properties in the site are owned OWN leased LSE or consist of a mix MIX of both leased and owned properties RSF calculated character field Total site RSF Next Expire read only date field Indicates the next upcoming expiration date for one or more of the site s leases Next KD read only date field Indicates the date of the next upcoming Site Reminder or Lease Key Date for the site or for one of the site s leases Bottom Menu The Site List screen s bottom menu contains these buttons Find button Switches into Find mode allowing sites to be found All Sites button Causes the Site List screen to display all stored sites This is the default upon first opening the Site List screen All Active button Causes the Site List screen to display only Active sites Inactive button Causes the Site List screen to display only Inactive sites
92. different selections you cannot actually make the selection In this manual we call these read only value lists whereas we refer to the normal read write type as just value lists For each read only value list there is a ZZ REportfolio User Manual V4 0 R1 0 corresponding value list on another screen that is read write So the purpose of a read only value list is to just remind you of what the valid selections in the read write value list on the other screen Checkboxes A checkbox 1s a data field that indicates a single value that can be true or false When the box is checked the value is true when the box is not checked the value is false mises Replace workers Comp Employer Liability Plate Glass Checkboxes Landiord named additional insured Example Checkboxes Another type of checkbox in Projecto is the read only checkbox This checkbox displays its state as either checked of not checked However you cannot actually manipulate this checkbox because this checkbox value is set internally by REportfolio when another action is taken Radio Buttons Radio buttons are data fields that exist in groups of two or more and represent mutually exclusive values that can be true or false That is only one of the radio buttons can be set to true and all of the others will be set to false A radio button is true when the inner circle of the radio button is filled in to show a solid color ADA Accessible yes Ono O
93. dures can occur in parallel with all of the above Ideally this should be completed when your organization begins its actual production use of REportfolio 1 4 Customization One of REportfolio s key strengths is that it can be readily customized to implement any unique and special requirements that your organization might have This could involve adding or re arranging fields or reports or adding new functions Usually this work is performed by Facility Wizards a Facility Wizards distributor or your own organization s staff depending on their technical capabilities Contact Facility Wizards or your Facility Wizards distributor for more information about customization options for REportfolio Chapter 2 REportfolio Key Concepts and Features This chapter introduces and describes REportfolio s major features and the key concepts behind these features This will give you the necessary background to go deeper into the specific functions for using the software From a high level view REportfolio lets you perform site and lease administration tasks by utilizing and tracking information about e Sites that your organization occupies and where it performs its business operations e Other organizations sites and leases for which your company performs lease administration as a service provider e Site business transactions REportfolio User Manual V4 0 R1 0 e Leased properties within sites including the details of the lease agreements
94. e Lease Payments database e CURRENCIES button Goes to the Foreign Exchange Rates screen providing access to the Currencies database This button will only appear if REportfolio s FX option has been licensed e A R button Goes to the Lease Accounts Receivable Billing and Payments screen providing access to the Accounts Receivable database This button will only appear if REportfolio s Accounts Receivable Module is active Bottom Menu The Main Menu screen s bottom menu contains this button e Exit button Ends the REportfolio session SITE LIST SCREEN The Site List screen lets you access information about the sites stored in REportfolio From this screen you can navigate to the screens providing the details for each site including each site s leases This screen presents your data using a list display displaying a Site record for each site The Site List screen also contains a top menu and bottom menu Facdey Aida Bea eerk mE LEASE AND SITE AMIS TRUS Tid i RSF Meet Expire Haxt KD Taai BA OS 3 000 SHS Oooo 2258 IAA 13 555 70 000 Gear 12000 BAT Dia 23 0 7a Be OA 17 Weg 429201 15 60 51230 13 079 6 000 2971 123730 1 004 Hama cay Patti hha tiae sien Fegan Brent Center Placa Sener ost Kirkland Kaien Satie letter apen lise H Fiara Columbia Center Commies Johnson Tower hirtie Beach Kerch Plaza Ann arbor Radeigty Bir anth Figg Fart arecdnart Couri Eirion Misrni Pimi I Eigr
95. e Overview screen Site Property Information screen and Site Property Information Enlarged Image screen 110 REportfolio User Manual 5 4 Lease Abstract Summary Report The Lease Abstract Summary report prints a summary of information belonging to lease abstracts including leased property addresses Usable and Rentable areas storage parking and headcount ABC Company LEASE ABSTRACT SUMMAR T Lease 10017 Lease Hame Kidd and S500 Green Street Kirkland Seattle 4 Way Pacific Lease Stabs Occupied Payee Phoe F Fax Storage amp Faking Storage Sq Ft Cost Ge honthhy O Annual Hotes No of Parking Spaces Cost Ge hdonthhy Annual Hotes Seat Date Gni Tem 7 00 Area Calculahon Floor Dept Corporate Lease Area sq feet lease Total RSF Adk On Factor Headcount Heak RSF f Person Comments Lease Abstract Summary Report V4 0 R1 0 barch 17 2004 Jan 01 200 Dec 31 200 1 041 days left years 84 0 months Mog feet O sq meters Lise Rem Pct 1 000 1 000 100 To create and print this report select the Batch of Lease Abstracts button on the Menu of Reports screen You can also print this report using the Abstract Top Menu button on the Lease Information Part 1 screen and Lease Information Part 2 screen 11l REportfolio User Manual 5 5 Key Date Report V4 0 R1 0 The Key Date report prints a list of upcoming and missed Lease Key Dates and Site Reminders REportiolia
96. e Accounts Receivable Billing and Payments screen if REportfolio s Accounts Receivable Module is active Contact Facility Wizards or your Facility Wizards Distributor for instructions to activate this module owt Ao BILLING amp PAYMENTS Hew Line AJR Report Facility Wizards Reports Exit telp Dale Lease Tenant Lease Acci Description Aimar Status OOS 100251 San Jose Enterpees 19 2001 Tenant Rent 5 6 60088 OPEM Sdu 100753 Wendy s Gift Shop 2001 Tenant Rent 7 6h6LT00 PEN COL W025 Witards Healh Soe ry 201 Tenant Rent E 2 500 00 OPER padina 10753 Wizards Heath Spa 2503 Tenant Utilities 4 00500 OPEN OLDI 10253 Wendy s Gift Shop 2002 Tenant Utilities S S00 00 OPEN OOO 10S Creative Consort Wy 2001 Tenant Ret S 2 001 00 OPEN dia 100005 Creatwe Comsortim eati 2002 Tenant Utilities 4 10 00 OPEN 001 10055 Greenville Dubenys i 1 eS 2001 Tenani Rent DOF 112 000 00 OPEN ois 100455 Greenvile Sublease 2002 Tenant Utilities 3P 10 000 00 OPER dwan 10088 Rakesh Branch 2001 Tenant Rent S 12 000 00 OPEN O10 1003 XZ Congulling Sublease Wo i005 2001 Tenant Rent 5 2600 OPEN Sng 115 51 ASC Co Sublease 10g 2001 Tenant Rent 43 778 00 OPEN Net AR Balance 130 255 66 ee ee ee ee o o E hind AN Lease Accounts Receivable Billing And Payments Screen Top Menu The Lease Accounts Receivable Billing And Payments screen s top menu contains these buttons e Menu button Goes to the Main Menu
97. e List screen providing access to the Sites database Data Fields and Buttons The main portion of the Lease Bar Chart Report Setup screen has these data fields and buttons e 1 Click on which data you would like charted gt gt total annual lease SF total lease month total lease year lease rentable square feet lease headcount lease square feet person expiration date 7 radio buttons Criteria for the Bar Chart report e 2 Edit the Report Title optional gt gt read write date field Report title e Proceed button Creates and prints the report The Lease Bar Chart Report Setup screen does not have a bottom menu 116 REportfolio User Manual V4 0 R1 0 5 10 Dollar Forecast Report The Dollar Forecast report prints a list of forecasted future yearly site and lease costs Either a detailed or summary report can be created REpoertiolia Lease Administration Software 3 YEAR LEASE COST FORECAST REPORT Lente i ligne cit Liner ingthuts Campis Oni Bact Rer Gace Fig TOOM Haiii Gia Ciar Zu Canis Operaia Exp Gace Ret Mieml Potit I Dollar Forecast Report To create and print this report from the Menu of Reports screen specify the parameters for the report and then click either the Forecast Report button or the Go button The button will first display a dialog box asking you to select either the detailed or summary report 5 11 Dollar Commitment Summary Report The Dollar Com
98. e Owned properties within sites e Site and lease related costs payments and finances e Key events and reminders for sites and leases e Contact persons involved with sites and leases e Site and lease finances using foreign currencies with REportfolio s FX option e Reports that provide visibility into site and lease administration activities 2 1 REportfolio Databases and Records REportfolio stores your site and lease administration data in databases Each database stores data that serves a specific purpose and all the databases together comprise the repository for all of the data that supports REportfolio s features and functions The databases in REportfolio contain records Regardless of how your data is displayed internally within REportfolio your data is stored as records A record is a set of closely related data For example the data that defines a contact person in REportfolio is stored in a record which consists of that person s name address phone number and so forth Continuing with this example the database containing the data for all of the contact persons consists of multiple records of this type one for each contact person Depending on the specific database a REportfolio database can contain just one type of record or several or many different types of records In order to be successful with REportfolio you should be familiar with the different REportfolio databases and the records that are stored within each d
99. e Property Information screen Contacts button Goes to the Site Contacts screen Transaction button Goes to the Site Transactions screen SITE TRANSACTIONS SCREEN The Site Transactions screen lets you view enter and edit Site Transactions for example site expansion or relocation This screen presents your data using a detail display with a large portal that displays a Site Transaction record for each Site Transaction The Site Transactions screen also has a top menu and bottom menu Hips che Legere Airani fee ex Current Transaction doles Descraption Team matiera must aS Bou eed Tiret Corie ol a aren ree SITE TRANSACTIONS 2 E Name Type RSF ext Activity Hotes E Relocation Sentry Cemer Mea Lengi ive 160 000 010187 Building Tour Renewal Wojas Piira Reread iS OME Receive niin Proposals gt camagan Option Faral 2 000 Hew Transaction ED Show Action Transactions Only Ej delete echeected tem Site Transactions Screen 3 REportfolio User Manual V4 0 R1 0 Top Menu The Site Transactions screen s top menu has these buttons e Site List button Goes to the Site List screen providing access to all the sites in the Sites database e Reports button Goes to the Menu of Reports screen e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Use this part of the Site Transactions screen to view information ab
100. e are contained in caution insets like this This is an example of how a caution inset looks These warn you about functions that are potentially harmful to your data if not used correctly Getting Support We at Facility Wizards believe that our software is so easy to use that your need for support will be minimal We stand by this belief with our support policy For as long as you license and use our software we ll never charge you for end user support by phone fax or e mail This includes helping to get you and your organization s other new users productive including answering any questions you may have about how to work with our software entering and editing data running reports and so forth To contact Facility Wizards Support e Our technical support is available Monday through Friday 9AM to 5PM CST e We can be reached at 773 832 0200 e We often will be able to assist our clients through our online remote administration service at support facilitywiz com You must first be speaking with one of our technical support staff before you click on the link Join an online tech support session REportfolio User Manual V4 0 R1 0 Chapter 1 Getting Started with REportfolio REportfolio is the ideal software for any organization that manages a portfolio of leased and owned properties REportfolio has been designed and developed with you the software user in mind The result is easy to learn and use powerful software
101. e contained in the Automatic Email Notification email messages e Email Intro read write character field Introductory text that will be contained in the Automatic Email Notification email messages e Email Ending Signature read write character field Ending text that will be contained in the Automatic Email Notification email messages e Send Emails NOW button Causes all Automatic Email Notification email messages to be sent e Auto Emails ACTIVE checkbox Activates the Automatic Email Notification feature for the email addresses and their parameters specified in the screen s portal The Email Notification Setup screen does not have a bottom menu 132 REportfolio User Manual V4 0 R1 0 SYSTEM WEB SETTINGS SCREEN The System Web Settings screen lets you view enter and edit settings for accessing REportfolio using a browser based user interface enabled using Facility Wizards Web Interface Add On Kit This screen presents your data using a detail display with a top menu and bottom menu Fac Wiz Lease Admin Inc REportfolio LEASE AND SITEADMINisTRaTION SYSTEM SETTINGS User List Web Interface Settings Web Active Server Address 64 1127 180 External localhostreportfolio_med internal WEB PRINTING WEB DOCUMENTS DOWHLOADING YIEWIHG Win Dir for POF Prints Program Download Type This 15 the directory where POF ls sawed Ends with A directory must bet set up that to which af users of tite system fave xotwo
102. e portal that displays a User record for each user The User Administration screen also has a top menu and bottom menu Fac Wiz Lease Admin Inc YT REn E H li New User Client List Exit LEASE AND SITE ADMINISTRATION USER ADMIN Hame Password Level Company Client Only Client PC Hame Dave Johnson dave Seth furer seth Facility Wizards Facility Wizards Facility Wizards Facility Wizards Facility Wizards Facility Wizards Mark Hiemi mark Mark Sorich mark2 Scott Karch scott Brent Nelson brent Julie Adams julie ABC Company 1 1 1 1 2 1 oF ABC Company Terry White terry 4 ABC Company 1 3 4 2 2 ABC Company Jennifer Speaker jennifer Facility Wizards AY Enterprises AYZ Enterprises RE Enterprises MY 2 Enterprises AYL Enterprises Russ Browning russ Kathy Duffy kathy Hancy Hoover nancy Meredith Moore meredith OOBAAORAOOOOOO OoOOOOOOBOBOBBOB RE Enterprises Invalid User Setup Update Changes to Web Acets O Auto Login Find a a Clients Access Lewels 1 Read Write ALL 3 Read Write Client Sites Only 2 Read Only ALL Wieb 4 Read Only Client Sites Only Wieb E User Admin Screen 139 REportfolio User Manual V4 0 R1 0 Top Menu The User Administration screen s top menu has these buttons New User button Creates a new user and stands by for data entry Client List button Goes to the Client List screen providing access to the different clients when REportfolio i
103. election above AR AA be Documents folder Within the FI bet folder FP ey De the directory sebib Documents Seiings AR FP account must De credited with thls directory ds its root Eater accounts reaclonly username and password Delon FIP Username wizclient FIP Passwd wizpass Use this portion of the System Web Settings screen to specify settings for web based document downloading and viewing It has these data fields and buttons e Download Type value list Protocol for document downloading Selections are http and ftp e FTP Username read write character field User name for the FTP account e FTP Passwd read write character field Password for the FTP account 134 REportfolio User Manual V4 0 R1 0 Multi Client System Owner Web Settings Owner Web bayrnid_ vwiz git This file must be placed in Webimages Backgrounds Background File Name ite Cheat Has Provider box ls checked thls value wil be used Owner Web Logo pas Provider Secondary yowere by l l 50 Pix High 100 JPEG Web Logo Facility Wizards 38 Fix High 100 JPEG A Avs Joga wi aoe On fhe MaN meny of the web Interface TRIS Jogo WIN appear On the oper Ngat commer on cient pages Use this portion of the System Web Settings screen to specify images that will be displayed in the web pages that are part of the browser based user interface to REportfolio It has these data fields and buttons e Owner Web Backgroun
104. elling from the FileMaker menu This function gives you the choice of checking all of your data the current record an individual data field or selected text within a field 3 2 6 Printing The File gt Print selection from the FileMaker menu prints the record or records that are displayed on your screen However generally instead you will want to use REportfolio s printing capabilities These consist of a Print button that is part of the top menu on many REportfolio screens and REportfolio s reporting capability The use of the top menu s Print button is described for each screen in Chapter 4 Section 4 2 REportfolio screens in Detail REportfolio s reporting capability is described in Chapter 5 REportfolio Reports 3 2 Exporting Data You can also use a FileMaker function to export data from REportfolio To do this use the File gt Export selection from the FileMaker menu This displays a dialog box that lets you specify the record fields to be exported as well as the output file format The output options include Comma Separated Value csv DataBase File dbf and eXtensible Markup Language xml Export operations also will export only the records found by Find operations 32 REportfolio User Manual V4 0 R1 0 Chapter 4 Using REportfolio In the previous chapters we described REportfolio s major features and the parts of REportfolio s user interface its data fields buttons menus and display t
105. ent server configuration described above In this implementation the server computer containing REportfolio s databases is remotely located and is communicated with using Windows Terminal Services or Citrix It is also possible to implement a hybrid configuration of REportfolio which combines elements of two or more of the above configurations For example it 1s possible to have a multi user client server configuration that also implements a web based user interface 1 3 Software Implementation Steps You and your organization will become productive with REportfolio as quickly as possible if you have a plan for making your software operational There are four basic elements to getting started with REportfolio that should be included in such a plan Installation and Configuration The first step in getting started with REportfolio is to install and configure the software You may or may not be the person who performs this task depending on your role within your organization Contact Facility Wizards or your Facility Wizards distributor if you will be involved in this installation task Once the software is installed the specific configuration features and instructions for REportfolio are located in Chapter 6 Configuring REportfolio Learning REportfolio Getting familiar with REportfolio s features and functions is also obviously necessary in order for you to become successful with the software This manual is the great place to gai
106. ents Setup screen s top menu contains these buttons Settings button Goes back to the System Main Settings screen Site List button Goes to the Site List screen providing access to the Sites database Data Fields and Buttons Local or Networked Drive When you add a document to a lease REporfolio copies your documents to a folder Called Documents within the Facility Wizards REportfolio folder By default this folder is in the directory C2 Program Files you installed REporfolio to a non defautt location please enter the correct location of the Documents folder below C Program Files Facilty Wizards REporttolio Documents If FTF protocol will be used for web users to download documents enter IF address of machine in address above Dol FTPIP Use this part of the Documents Setup screen to setup storage of attached Lease Document files It contains these data fields and buttons Local or Networked Drive radio button Specifies that attached Lease Document files will be stored on a local or networked disk read write character field at the middle of the screen area local or networked directory where the attached Lease Document files will be stored 127 REportfolio User Manual V4 0 R1 0 Browse button Opens a dialog box that allows browsing of local and networked directories to select the specific directory where the attached Lease Document files will be stored If FTP proto
107. er fields directly to the right are in square feet or in square meters calculated character field in the first row under the portal and under the portal column Usable Total Usable area for the floors and departments shown in the portal calculated character field in the first row under the portal and under the portal column Rentable Total Rentable area for the floors and departments shown in the portal Lease Total SF calculated character field under the portal column Usable Total USF for the floors and departments shown in the portal Lease Total SF calculated character field under the portal column Rentable Total RSF for the floors and departments shown in the portal value list and action hint button at bottom left of the screen area The value list selections are Add On Factor Loss Factor and Core Factor Depending on the value selected in the value list gives a hint for how Add On Factor Loss Factor and Core Factor are calculated calculated character field under the portal column Rentable The percent difference between total USF and total RSF for the floors and departments shown in the portal The Add On Factor Loss Factor and Core Factor are determined as follows Add On Factor Rentable Usable 1 Loss Factor Rentable Usable Rentable Core Factor Rentable Usable 1 Note that Add On Factor and Core Factor are the same One of these terms is typically used
108. er of users the greater the need will be for these standards and procedures The sequence of these software implementation steps should be as follows e Installation and configuration should be done as soon as your organization receives the software This will enable you and your organization to get productive with REportfolio as soon as possible e Since you are reading this manual you have obviously begun your learning of REportfolio You can continue to study this manual as your software is being installed and configured Then in combination with this manual and in combination with any training being provided by Facility Wizards or by your Facility Wizards distributor you can get hands on experience with the REportfolio software using the sample data This practice will prepare you for using REportfolio to perform your organization s actual site and lease administration tasks e The data preparation steps depend on the installation of the REportfolio software Also one of the data preparation steps the removal of the sample data depends on you and your organization s personnel being sufficiently up to speed on the software such that the sample data is no longer needed for learning Because of these dependencies the data preparation steps should take place when the software has been installed and when you and your organization s personnel no longer need to use the sample data for learning e The development of standards and proce
109. erty Benege S600 Phone ASSES Far 683s PremiessRephce 75 Se ar rebpergarerop com Li Workers Comp l Employer Liability Plate Glass Wendor i 507416641 Lendiond named additional insured MCC Lease Contacts Lease Information Part 2 Screen Handling lease and site financial data using foreign currencies is enabled through REportfolio s FX option If your organization has licensed the FX option the Lease Information Part 2 screen will be affected when FX is activated The changes to this screen are explained later in this chapter in Section 4 3 Handling Lease Financials Using Foreign Currencies Top Menu The Lease Information Part 2 screen s top menu has these buttons e Site List button Goes to the Site List screen providing access to all the sites in the Sites database 67 REportfolio User Manual V4 0 R1 0 e Site Info button Goes back to the Site Overview screen for the site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Print button Prints a Lease Abstract Summary report providing an abstract of the lease agreement for the current lease or for all the site leases This button first displays a series of dialog boxes for selecting whether to print This report for either the current lease for all of the site s leases A one page high level summary or a multi page detailed report Lease financial information for the current month or for the
110. es Show Active Leases Only checkbox Causes only Active leases to be shown in the portal Deduct Subleases from Active Totals checkbox Causes RSF of Active leases except for subleases to be shown in Active Total Bottom Menu The Site Overview screen s bottom menu contains these buttons Find button Switches into Find mode allowing sites to be found Property button Goes to the Site Property Information screen Contacts button Goes to the Site Contacts screen Reminders button Goes to the Site Reminders screen Transaction button Goes to the Site Transactions screen The bottom menus in each of the site screens except for the Site List screen are essentially the same From each of the site screens you can navigate to the other screens that together provide all of the information for a site 47 REportfolio User Manual V4 0 R1 0 SITE PROPERTY INFORMATION SCREEN The Site Property Information screen lets you view enter and edit a site s property information including total building area HVAC security provisions and ADA accessibility This screen also lets you to attach and view images such as the building itself and the building floor plans The Site Overview screen presents your data using a detail display and has a top menu and bottom menu REeeitede Lea ferent aE Stetist Pim Her Sale amp 1007 MhiahibA edia Cink Building Info Mans Phodos Building Hama idora Piira
111. ese buttons Find button Switches into Find mode allowing Lease Documents to be found Info 1 button Goes to the Lease Information Part 1 screen Info 2 button Goes to the Lease Information Part 2 screen button Goes to the Lease Financial screen Dates button Goes to the Lease Key Dates screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Contacts screen 90 REportfolio User Manual V4 0 R1 0 KEY DATE ALERTS SCREEN The Key Date Alerts screen displays Key Date Alerts that show upcoming Site Reminders and Lease Key Dates Any missed Site Reminders and Lease Key Dates are also shown The displayed Key Date Alerts can be dismissed when they are met or accomplished This screen presents your data using a list display displaying a Key Date Alert record for each Key Date Alert The Key Date Alerts screen also contains a top menu and bottom menu o E ata agi Sere Lease 10008 Toteds O E itia OO TION TO EXPAND Leave 10010 Johricon Tower Teresa hac fre opion te caged by gereg o H Mie LEASE FPFE Leate F iT E Pazo LI ba maa a a BA ea aM it Til Se a eee shlissed Heat 80 Days Dismissed E E active ects Dismissed 9 ii Key Date Alerts Screen pa Top Menu The Key Date Alerts screen s top menu contains these buttons
112. ey Dates screen These are the Lease Term Key Date Text records for which the Default checkbox is checked 126 REportfolio User Manual V4 0 R1 0 DOCUMENTS SETUP SCREEN The Documents Setup screen lets you setup the location where Lease Document files attached within REportfolio are stored This screen is a detail display with a top menu and bottom menu DOCUMENTS SETUP Fac Wiz Lease Admin Inc Site List DOCUMENTS Please select a document storage option Local or Networked Drive When you add a document to a lease REporfolio copies your documents to a folder called Documents within the Facility Wizards REporntolio folder By default this folder is inthe directory CProgram Files if you installed REporfolio to a non default location please enter the correct location of the Documents folder below C Program Files Facility Wizard REporttolioDocuments If FTP protocol will be used for web users to download documents enter IF address of machine in address above Dio FTP IP Co Wizards FTP Additional Charge When you add a document to a lease REportfolio copies your documents to a folder on Facility Wizards remote FTP site To activate this option please enter a username and password below Please call Facility Wizards at 773 832 0200 to complete the account setup User Name wizclient Password wizpass FIP Directory OOC FTPIP Lease Documents Help Screen Top Menu The Docum
113. ftware solution e The process for installing the configuring the software e The hardware that will be required to host the software e Any staff who will be required to install and configure the software e Any staff who will be required to support the software once it is operational The different REportfolio configurations are Standalone The standalone configuration is an implementation in which the REportfolio software is installed on a single computer for a single user Multi User Client Server The multi user client server configuration is an implementation in which REportfolio s databases are installed on a central server computer with multiple REportfolio users each REportfolio User Manual V4 0 R1 0 working on their own separate computers and accessing the data from these common databases REportfolio is installed on each user s computer and the computers are networked to the server computer that contains REportfolio s databases Web Based The web based configuration uses the Facility Wizards Web Interface Add On Kit to implement a web browser based user interface to REportfolio This allows users who do not need to use the full function REportfolio software to access REportfolio data using any computer with a Web browser Terminal Server using Windows Terminal Services or Citrix The terminal server using Windows Terminal Services and the terminal server using Citrix configurations are similar to the multi user cli
114. haracter Fields Some character fields contain both alphabetic data and numeric data and other character fields contain just numeric data The character fields that contain numeric data are often used to view enter or edit currency data Read write character fields let you view enter and edit the character data calculated character fields and read only character fields just allow you to view the character data 20 REportfolio User Manual V4 0 R1 0 Site Location Address 6 amp 5 kdora Street City Pa re Read Write Character Fields State Prov CA County San Firat Country USA Lease Sq Feet 43 200 51 700 Read Only Character Fields Lease Total F 43 200 51 700 Add On Factor _ K 19 65 Raleigh Branch Betancourt Court Button Enabled 10 Niemi Point il Character Fields 7 Zurer Center Sorich Blvd Tower Example Character Fields Another type of character field that is used in REportfolio is the button enabled character field These display character text are read only and behave just like a button when clicked causing REportfolio to go to another screen Date Fields Date fields display dates in the format mm dd yy for example 10 31 04 or in the format Mmm dd yyyy for example Apr 30 2005 The date fields in REportfolio are either read write date fields or read only date fields Read Write Date Field S Bete Time ee nm s 010 SETET m Read Only Date Fields a ier EDEL F IHA Time Field s
115. haracter field Client ID e Company read write character field Client s company name e Created read only date field Date that the client was created 38 REportfolio User Manual V4 0 R1 0 Address ceri Big Plaza Boulevard Client Contact wee Contact Phone Fax City Los Angeles State CA Zip Email Country Broker Joe Smith Office Santa Monica Use this portion of the Client Information screen to access the client s address and contact information It has these data fields and buttons Address read write character field Client s address City read write character field Client s city State read write character field Client s state or province Zip read write character field Client s zip code or postal code Country read write character field Client s country Client Contact read write character field Name of the primary client contact person Client Phone read write character field Client contact person s phone number Fax read write character field Client contact person s fax number Email read write character field Client contact person s email address Broker read write character field Name of the client s real estate broker Office read write character field Office city or location for the client s real estate broker Client Prefs Web Settings Brent Center Plaza San Jose Mixed Indianapolis HQ Indianapolis Office Columbia Center
116. he Site Contact or Lease Contact Data Fields and Buttons Contact Type Ofc Head Contactibe cT1041 Contact Hame Mike Strezo Phone 312 527 0200 Title CEO Fax 312 527 0209 Company Amerttran Pager Address 347 First Ave EMail metrezomatran com suite 21 Cell Mobile 312 281 9281 City Chicago State IL Other Phone Zip 20910 Country USA Birthday O Payee ID Tax ID Comments Use this part of the Site Contact Information screen to enter and view the detailed information for the contact It contains these data fields and buttons Contact Type value list Contact type Selections include Bldg Mgr Landlord etc Contact Name read write character field Contact name Title read write character field Contact s title Company read write character field Contact s company Address read write character field Contact street address City read write character field Contact city State read write character field Contact state or province Zip read write character field Contact zip code or postal code Country read write character field Contact country Phone read write character field Contact phone number Fax read write character field Contact fax number Pager read write character field Contact pager number EMail read write character field Contact Email address Cell Mobile read write ch
117. he foreign currency and its conversion to U S Dollars FX Se MAg View Exchange Aste Table gi Pay GEP x Rate USD FF osmime oazama 558491 Insurance wot 3625 1 4500 Current Month 09 03 352 50 GEP 0 04 Annual RSF for CurrentMonth Dmie AT Lease Total GBP M23 USS 62 743 Sh 3 14155 Pro Rata share 314153 Ji toteifiemaining GBP 40 588 USD 5 35 724 Lease Type her Hotes Heed to focus on CAM Reconcdaton fer 2002 RE Taxes iat 4 00 OpExpenses 1925 54 00 Payments Terms Contacts Dits FX Foreign Currency Handling Data Fields and Buttons in the Lease Financial Screen The additional buttons and data fields in this screen that support foreign currencies are US button in the top menu Deactivates FX mode causing the screen to revert back to its original set of buttons and data fields that support only U S currency Currency value list and read only character field Foreign currency and its exchange rate amount View Exchange Rate Table button Goes to the Foreign Exchange Rates screen last table update read only date field The date in which the Currencies database was last updated using the Foreign Exchange Rates screen read only character field directly to the right of the portal s Pay column header has the value GBP in the screen image Currency code for the foreign currency this is the Same currency that was set using the Cu
118. ile gt Print prints the records displayed on the screen The Lease ID field specifies the lease ID Selections to the Type field include Lease Amendment Sublease etc Worthwhile information that supplements a topic but that doesn t relate directly to the topic being discussed is shown in clarifying information insets like this This is an example of how a clarifying information inset looks These provide supplemental information for the topic Instructions on how to use the REportfolio as effectively and efficiently as possible using shortcut keys and other productivity enhancing techniques are shown in power user insets like this TE a 0 7 This is an example of how a power user inset looks These A gt provide instructions on how to more efficiently and effectively a Pat use the software X REportfolio User Manual V4 0 R1 0 Information to help you better find your way around this manual such as giving you information about where a certain topic will be covered are shown in manual navigation insets like this This is an example of how a manual navigation inset looks 5 JE These provide information to help you get around this manual There are certain REportfolio functions mainly for deleting data that are potentially harmful to your data When these functions are described we also provide a caution reminding of potential bad consequences 1f the user is not careful Thes
119. into REportfolio unlabeled container field The image itself Bottom Menu The Site Property Information Enlarged Image screen s bottom menu contains these buttons Find button Switches into Find mode allowing sites and related site images to be found Overview button Goes to the Site Overview screen Property button Goes back to the Site Property Information screen Contacts button Goes to the Site Contacts screen Reminders button Goes to the Site Reminders screen Transaction button Goes to the Site Transactions screen 52 REportfolio User Manual V4 0 R1 0 SITE CONTACTS SCREEN The Site Contacts screen lets you view enter and edit Site Contacts including phone and fax numbers and email addresses This screen also allows you to set Automatic Email Notifications for the Site Contacts This screen presents your data using a detail display that contains a large portal which displays a Contact record for each Site Contact The Site Contacts screen also has a top menu and bottom menu Freer ees La det BETaren Hea wary Facility Wizards Exit CONTACTS sees Print Hen Site a ioii Muh itedia Gulch Ej Contact Type Hare Company Contact info H i Landa Patty Hayes Phone EEB TGG BEA7 P 1015 Proerty IET Fax Peet bbs Gergen Properties EMail dewedtifacitpeat com Site Condact Seoti Richman Phone 312 404 0pb ul i Whe Fredik File 3S aS Recher Partners EMail soot bettecibpait com o F
120. io also uses value lists that get their range of selections from one of REportfolio s databases This means that when you enter or edit a specific set of data in the REportfolio database that data will show up as a range of selections in the value list An example of this are the Lease Term and Condition Types which are defined in the Setup and Defaults database and then are selected from a value list when constructing the Lease Terms and Conditions Some of REportfolio s value lists have a selection entitled Other When you click on this selection an Other box will be displayed You can use this Other box to specify a value other than one of the selections displayed in the value list For some of the value lists in REportfolio you can also override the values in a value list field by typing in a value that is not one of the selections You can also select a value from the value list and then edit it Any value lists can easily be customized to change or add to their initial range of selections For instructions on how to accomplish this contact Facility Wizards or your Facility Wizards distributor Almost all of the value lists in REportfolio are read write That is you can make a selection using the value list and then view the selection in the value list after you made the selection However there are a few value lists in REportfolio that are read only This means that although you can click on the value list and see its
121. ions shown in the portal The portal contains these data fields and buttons e detail view button Goes to the Transaction Details screen for the Site Transaction allowing access to all information belonging to the particular Site Transaction e Name read write character field A name for the Site Transaction e Type value list Site Transaction Type Selections include New Lease Sublease Build to Suit etc e Status value list Specifies whether the Site Transaction is Active or Inactive Active Site Transactions are upcoming or underway Inactive Site Transactions are completed or no longer required e RSF read write character field RSF of the portion of the property that the Site Transaction is for e Next Activity read write date field Date for the next upcoming activity for the Site Transaction e Notes read write character field Description of the next upcoming activity for the Site Transaction e delete button Deletes the Site Transaction Once you delete a Site Transaction you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The screen area below the portal contains this button and data field e New Transaction button Creates a new Site Transaction and stands by for data entry e Show Active Tr
122. iously set using the Foreign Exchange Rates screen Menu Exit Mew Line Acct Report f Lease Kept Month Year Lease Lease Name Acct Acct Cost Type Amount Status Date ETO AUG 1H khyitue Lampus TOI Base Rent BOO 00 OPEN Dew H TEDIN AWG i TPH Neon Ofhce Cout 1003 Utilities eer E OL IOD E C2010 AUG 05 Zurer Center 1001 Base Rent OP 100 000 00 OF tains B dwd AUG i TiS Karch Paza 1001 Base Rent E j ow A COIN AUG A 10010 donngen Tower 1001 Base Rent Aran 2103 H TEDNI AUG Z003 10011 Wot elie fo hs 1001 Baste Rent 13 655 00 ona g C0102 AG i iii Kirkland 1001 Base Rent 99 258 00 owas H C2102 AUS 10014 Columia MA THQI Base Rent 0 000 00 er RNE H 010 AUG i 114 Dikimi MA 1003 Utilities 2000 00 oma p O01 AUG 1 di5 Rochester 1001 Base Rent 60 000 00 oasis A 0010 AUG H 10015 Rochester 1002 Utilities 000 00 osa B DEDIN AUG 2007 10018 Ann Aror 1001 Base Rent 123 30 00 e203 H 00 AUG 2003 12 Brent Center Dase i003 Utilities 00 00 wz B ddini AUG 03 iii Brent Center Base 1it4 Real Estate Taxes 6 200 00 F104 H DOT ANG T020 Hudson 1001 Base Rent Le ee EOS H TEDNI AUG 7 thet Vancguwer 1001 Base Rent CAD 8621 00 00 PEN wez H 01s AUG 4 0024 Waneouver 1002 Operating Exp 5 000 00 GPEN 031403 B tiia AUG J 123 Fort Wigi 1001 Base Rent resus OPEN daii E 2 5 5 i a E 2 5 E mom eo aon a oe bas a Find Month Foreign Currency Handling Elements of the Lease Payments Screen 103 REportfolio User Manual V4 0 R1 0
123. isplay which you use to execute various functions on the record 24 REportfolio User Manual V4 0 R1 0 El Site i Hanne City State i h ee i M M G M M O a a ee M A A grana 089105 12102 E itii MultiMedia Gulch San Francisco E iti Brent Highlands San Jone E i103 Kirkland Kirklarsd PICE Indianapolis HO naanapoks E im Columbia Center Tolurnbia E ime Johnson Tower E imr Karch Plaza Ann Arbor E itg Raleigh Branch Rateigh E iwa Betancourt Court Bandon io Hieni Poirt M Berlin E iri Zurer Center E i2 Sorich Blvd Tower 1013 Govt Affaire itis Seth Zurer Inetitute E ine Roche ster E i020 Ann Arbor 2607 sos 05 108 06 9006 cA CA Wi in ik he hic oF PA ota EJAZ Dri Ure ok ch oma E h h oh mo wh a a E ak oh at B2Fk 3 List Display Presenting Data In Tabular Format Another common type of presentation for your data is a detail display As part of a screen this organizes a record or several different types of records of your data into individual data fields and groups of data fields that are meaningfully laid out to create a form The data fields and groups of data fields can be labeled data fields or unlabeled data fields Like the list display the detail display can also contain buttons Lease IDS 1014 Primary Office Suite 00 Storage 5q Feet 1 500 Cost 750 morthi Hotes Mul clear cut by end of A000 landlord well look for acdifional storage space by then
124. ker mode you have certain capabilities Browse Mode You use Browse mode to normally view enter and edit data This is the default mode that is in effect when you enter REportfolio and usually you will not need to tell REportfolio to switch into Browse mode If during your work you find that you cannot view or enter data then probably your REportfolio system has been accidentally placed in another mode and you will need to switch back into Browse mode To switch to Browse mode use the shortcut keys Windows CONTROL B Macintosh MacCOMMAND B 29 REportfolio User Manual V4 0 R1 0 Find Mode Find mode lets you locate a record or a group of records You will only be in Find mode when you switch into it and up until you retrieve your records We refer to these operations as Find operations this is discussed in more detail later in this chapter Preview Mode Preview mode lets you view a report prior to printing This is valuable because it allows you to see what the printed page will look like enabling you to ensure that your desired information is contained in the report To switch to Preview mode use the shortcut keys Windows CONTROL U Macintosh MacCOMMAND U Reports are covered later in this manual in Chapter 5 REportfolio Reports 3 2 2 Entering and Editing Data Entering and editing data couldn t be easier using REportfolio s read write data fields For character fields you simply type i
125. l Fl hed Er 31244 50045 BB view enter more detailed info g delete selectod hem Fiame Fiorenie Amie son Phone 212 468 655 Title Eakin Mr Fax 3174 Capa AD Properties Erra nF n aiee isme Lames Jones Phone 42 S27 07e0 Tite Oo Fee 3 312 527 02 Oupa American Mearuieciurert Eri Besiana Ct Er em aa EPE Ese SC E Lease Contacts Screen Top Menu The Lease Contacts screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen displaying basic information for the site that the lease belongs to Reports button Goes to the Menu of Reports screen Print button Prints a Contact List report listing the Lease Contacts Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons Lease IDS 1014 Site biti Madea Gulch HORE bp oe Use this part of the Lease Contacts screen to view the lease and site that the Lease Contacts and Site Contacts are related to It has these data fields and buttons e Lease ID read only character field Lease ID e read only character field directly to the right of the Lease ID field Lease name 83 REportfolio User Manual V4 0 R1 0 Site read only character field Site name RSF read only character field RSF of the leased or owned property Exp read only character field
126. l V4 0 R1 0 CLIENT INFORMATION SCREEN The Client Information screen lets you view enter and edit detailed information for each client that has sites and leases to administer This screen is used when REportfolio is used by a lease administration service provider This screen also provides access to the sites that belong to the client This screen presents your data using a detail display that contains three tabbed screen areas with a top menu and bottom menu ABC Company CLIENT Exit INFO Client List Client ABC Company ABC Company Address iif Big Plaza Boulevard Client Contact Suite 200 Contact Phone City Los Angeles Fax State TA Zip Country Email Broker Joe Smith Santa Monica Client Prefs Web Settings Brent Center Plaza San Jose Mixed Indianapolis HG Indianapolis Office Columbia Center Columbia Office Johnson Tower Myrth Beach Office Raleigh Branch Raleigh Office Hiemi Point ll Berlin Office Sorich Blvd Tower Toronta Office 34 VIEW SITES Client Information Screen Top Menu The Client Information screen s top menu has these buttons e Exit button Ends the REportfolio session e Client List button Goes back to the Client List screen Data Fields and Buttons Client ABC Company ABC Company E Created 01412004 Use this portion of the Client Information screen to access basic client information It has these data fields and buttons e Client read write c
127. ld Expiration date for the current lease term 117 700 Utea 117 700 Breo Rara Use this part of the Lease Financial screen to access a lease s costs and payments It consists of a portal followed by some buttons and data fields The portal contains these data fields and buttons e From read write date field Beginning date of the period that the payment applies to e To read write date field End date of the period that the payment applies to e RSF read write character field The leased or owned property s RSF e Cost Type value list Cost type Selections include Base Rent Insurance Operating Exp etc e Type value list Period type of the cost Selections are MO for monthly QT for quarterly SM for semi monthly AN for annually and 1X for a one time payment e Payment read write character field Amount of the cost payment e Notes read write character field Any notes regarding the cost e delete button Deletes the lease cost Once you delete a lease cost you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these data fields and buttons e New Line button Creates a new lease cost and stands by for data entry e read only character fie
128. ld to the right of the New Line button this has the value Current Month 02 03 in the screen image Indicates whether the calculated character field that is directly to the right displays the total costs for either the current 72 REportfolio User Manual V4 0 R1 0 month the last month the next month or for all months The value displayed in this field is determined by the for value list field that is on the line below e calculated character field under the portal column Payment Total of cost payments for either the current month the last month the next month or for all months The value displayed in this field is determined by the for value list field that is on the line below e calculated character field and value list under the portal column Notes Depending on the value selected in the value list displays Annual cost per RSF when the value list is set to Annual RSF Monthly cost per RSF when the value list is set to Monthly RSF Total annual cost when the value list is set to Total Annual e Show value list The cost type for the costs and payments that are shown in the portal In addition to Al the selections in the value list are determined by the values entered into the Cost Type value list in the portal e for value list Specifies whether all costs are shown in the portal or just costs for the last month the current month the next month The corres
129. lin fuer Center Trig Carrere Sorith Bled Tower Toronto wont Aiaia Viesirerngon Seth Zurer Inesthbute Checage Rochester Rochester Ann Arbor Ann arbor VWanenyer ee cela 21 178 1005 Fani Werth Fort Worth USA LSE 23720 BASDI ETO ECE Ee E Coc Cos a Site List Screen a e e lt lt e e e lae ee e lt lt lt lt lt e e e 2 42 REportfolio User Manual V4 0 R1 0 Top Menu The Site List screen s top menu has these buttons New Site button Creates a new site and goes to the Site Overview screen standing by for data entry Menu button Goes back to the Main Menu screen Reports button Goes to the Menu of Reports screen providing access to REportfolio s reporting capability Print List button Prints a Site List report listing the displayed sites including site locations types RSFs and the next upcoming lease expiration date within each site Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons The main portion of the Site List screen has these data fields and buttons detail view button Goes to the Site Overview screen which is the first of a series of screens for viewing entering and editing site information Site read only button enabled character field Site ID When selected REportfolio goes to the Site Overview screen for the site selecting this field behaves exactly the same as selecting the
130. lue list dynamically When you first select this value list the value list will be empty So instead of making your selection from the value list you type in your selection From that point forward the value that you had typed will show up as a selection in the value list If you want to add additional selections to the value list you first type them in Document Information Date read write character field Date when the file was created last edited or was attached Description Comments read write character field A description of and or any comments regarding the attached file Attach button Attaches the external file within REportfolio Open button Opens the attached file delete button Deletes the Lease Document record including the reference to the Lease Document This does not delete the actual file that exists outside of REportfolio The area below the portal contains these data fields and buttons New Document button Creates a new Lease Document record and stands by for data entry Docs Folder read only character field Shows the computer or computer network directory where the attached files are stored This directory is set using the Documents Setup screen P N The Documents Setup screen is described in Chapter 6 Section 6 1 wW E Software Configuration and Preparation screens DOCUMENTS S SETUP SCREEN Bottom Menu The Lease Documents screen s bottom menu contains th
131. ly compliant Location Hotes All around great building Use this part of the Site Property Information screen to access information about a site s building It contains these data fields Building Name read write character field Name of the site s building Date Built read write character field Date the building was constructed Stories read write character field Number of floors in the building Total Bldg SF read write character field Building s total square footage area Type read write character field Type of building s construction HVAC read write character field Type of HVAC installed in the building Security read write character field Type of building s security arrangements or security system ADA Accessible yes no unknown radio buttons Whether the building meets the ADA accessibility code ADA Notes read write character field Any additional notes regarding ADA accessibility Location Notes read write character field Any additional notes about the building and the building s geographic location 49 REportfolio User Manual V4 0 R1 0 Add Image Use this part of the Site Property Information screen to attach and view images of the site s building space plan and any other worthwhile site related images It consists of a portal and a button The portal which displays a Site Image record for each image has these data fields and bu
132. m User List screen providing access to REportfolio user and authorization data e Exit button Ends the REportfolio session 36 REportfolio User Manual V4 0 R1 0 e Login button Provides user name and password authentication for logging into a multi user client server REportfolio installation Data Fields and Buttons The main portion of the Client List screen has these data fields and buttons e detail view button Goes to the Client Information screen for the client providing detailed information for the client including the client s sites e ID read write character field Client ID e Company read write character field Client s company name Actv checkbox Indicates that the client is Active which signifies a client that is currently contracted with for site and lease administration services City read write character field Client s city State read write character field Client s state or province Broker read write character field Name of the client s real estate broker Actv Sites calculated character field Number of active sites belonging to the client VIEW SITES button Goes to the Site List screen displaying the client s sites Bottom Menu The Client List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing clients to be found e All button Causes all clients to be displayed 37 REportfolio User Manua
133. ments screen where two versions of the Payments report can be printed An Account report listing payments by cost account A Lease report listing payments by site and lease location The Lease Payments screen was described in Chapter 4 Section 4 2 REportfolio screens in Detail the Payments reports are described below e Go button adjacent to the label A R Setup Goes to the Lease Accounts Receivable Billing And Payments screen where the Accounts Receivable report can be printed The Lease Accounts Receivable Billing And Payments screen was described in Chapter 4 Section 4 2 REportfolio screens in Detail the Accounts Receivable report is described below You can only access the Lease Accounts Receivable Billing And Payments screen if REportfolio s Accounts Receivable Module is active Contact Facility Wizards or your Facility Wizards Distributor for instructions to activate this module e Monthly Payments Analysis button Creates and prints a Monthly Payments Analysis report The Menu of Reports screen does not have a bottom menu The following reports are not accessed through the Menu of Reports screen Instead you print each of these reports by selecting a Top Menu button on REportfolio s screens e The Site List report is printed using the Print List button in the Top Menu of the Site List screen e The Site Images report is printed using the Print button in the Top Menu of the Site Pro
134. mitment Summary report prints a summary of paid and remaining committed and unpaid site and lease costs REporialo Lesse Administration software LEASE COMMITMENTS REPORT Lease Lea Lease Name 10158 Sh Fir Annex 1013 57 ABC Co Sublease 10150 Addendum Hid Office Fuite 300 1002 Brent Center Base 100251 San Jose 100253 Wendy s Git Shop San Jose 100252 Witards Health 564 San Jose 1012 Kirkland 10011 Indianapolis 144 Columbia WO 190 Johnson Tower City San Francisco San Francisca San Francesc San Francisco San Jose San Jos Indianapats Cumin E Total 5 360 000 5 600 600 10 300 5 504 000 556 451 10 113 333 25 000 127 6 g 2 241825 0 S 521 187 0 1 134 000 5 8 021 353 1 564 642 3 4 075 087 S 559 008 Dollar Commitment Summary Report Remaining 5 120 0 54826 157 5 36 7523 77 4 3130 6 5 185 5 1 053 0 5 5 055 2 474 2 5 1 985 8 212 5 To create and print this report select the Commitment Summary button on the Menu of Reports screen 117 REportfolio User Manual 5 12 Security Deposits Report The Security Deposits report prints a list of your leases security deposits 100z 1014 WOT 10071 10014 10010 10005 1003 10A 10058 10051 10158 10 100 Lease Hame Brent Center Base Bldg Office Suite 500 kirkland iIndianapols Columba MO Johnson Tower Karsh Fima Karch Pisza 2 Raleigh Branch Raleigh Branch OYE Consulting Sth Fr
135. n s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen displaying core information for the site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Print button Prints a Lease Documents report listing the document files attached to the lease e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen SS REportfolio User Manual V4 0 R1 0 Data Fields and Buttons Site MMi Media Gyl 41 0 2f ike 18 Use this part of the Lease Documents screen to view the site and lease that the attached Lease Documents belong to It has these data fields and buttons e Lease ID read only character field Lease ID read only character field directly to the right of the Lease ID field Lease name Site read only character field Site name RSF read only character field RSF of the leased or owned property Exp read only character field Expiration date for the current lease term Lease Abstracted yer Cine Lease in File Oye ro Leese Language Erih Use this part of the Lease Documents screen to enter and view information about the disposition of the lease agreement which is one of the Lease Documents that is typically attached It has these data fields and buttons e Lease Abstracted yes no 2 radio
136. n this familiarity Working with the sample data which is installed as part of software installation is also an important learning activity In addition Facility Wizards and Facility Wizards distributors offer in depth training which is another effective way of getting up to speed Contact Facility Wizards or your Facility Wizards distributor for more information Data Preparation The sample data that is installed with the software is useful for learning the software However before your organization actually starts using the software for real site and lease administration tasks it is important to remove this sample data In addition there are several other data preparation tasks that should be done including setting up default data and changing the headers and footers that are printed on reports Again you may or may not be the person who performs these tasks If you will be involved in these tasks refer to Chapter 6 Configuring REportfolio REportfolio User Manual V4 0 R1 0 Standards and Procedures Organizations often develop standards and procedures for properly using software like REportfolio These standards and procedures can provide common guidelines for how REportfolio will be utilized including conventions for inputting data and defined roles and responsibilities for performing software functions and for performing accompanying site and lease administration tasks The larger your REportfolio installation in terms of numb
137. n Settings screen lets you select certain configuration settings for your REportfolio software These settings include the headers and footers that are printed on owner reports images for the owner s logo and company name that appear on REportfolio s screens and email settings In addition from this screen you can access the additional screens that let you setup e Default Lease Key Dates e Default Lease Terms and Conditions e Settings for Lease Documents e Automatic backups of your REportfolio data The System Main Settings screen is a detail display with a top menu and bottom menu Fac Wiz Lease Admin Inc RE ef li the Client List Exit LEASE AND SITE ADMINISTRANTON SYSTEM SETTINGS User List Main Settings Edit Value Lists Default Text for Key Dates Configure System Options for Report Header Fac Viz Lease Wiz Report Document Management Report Footer Facility Wizards Software Backus Mail Server Settings Email FROM REportfolio Date Mailer Return Address wWizardsia itacilty wiz com SMTP Server mail tacilityyiz com SMTP User Hame wizards SMTP Password password Auto Email Settings Main Settings Web Settings Misc Settings System Main Settings Screen 22 REportfolio User Manual V4 0 R1 0 Top Menu The System Main Settings screen s top menu has these buttons e Client List button Goes to the Client List screen providing access to the different clients when REportfoli
138. n a comprehensive understanding of REportfolio is to review each of REportfolio s screens and each screen s menus data fields and buttons We ll start with the Client List screen In this section we ll walk through most of REportfolio s screens We ll accomplish this by first showing an image of the screen Then when applicable we ll walk through 1 the screen s top menu 2 the screen s data fields and buttons and 3 the screen s bottom menu We ll often also show additional images of parts of a screen to further clarify a screen s description CLIENT LIST SCREEN The Client List screen lets you access each client that has sites and leases to administer This screen is used when REportfolio is used by a lease administration service provider This screen presents your data using a list display displaying a Client record for each client The Client List screen also has a top menu and bottom menu Fac Wiz Lease Admin Inc ba Thi Hew Client Exit LEi P i s LEASE AND SITE ADMINISTRATION CLIENT LIST Login Company Actu City State Broker Actu Sites ABC Company Los Angeles TA Joe Smith AYZ Enterprises Long Beach C4 Betty Johnson Client List Screen Top Menu The Client List screen s top menu has these buttons e New Client button Creates a new client and stands by for data entry e User List button For a multi user client server REportfolio installation goes to the Syste
139. n your data To edit data you simply either type over the existing data or delete the existing data and type in your new data For checkboxes and radio buttons you just click the checkbox or radio button to change it to the setting you desire As a reminder value lists are data fields in which there is a predefined set of values to select from To enter data into a value list you simply click on the field and select the desired value 3 2 3 Find Operations You use Find mode to retrieve a record or a group of records To Find one or more records you switch into Find mode from the FileMaker status bar enter your Find criteria into one or more data fields and then execute the Find operation by pressing the Return Key In a list display or a portal the retrieved records will be displayed in a detail display one of the records will be displayed the detail display only displays one record at a time and the other found records are also available for viewing and editing As a result of a Find operation the number of records found will be shown in the record marker in the status bar Also in a detail display you can use the record marker to move between the found records Find is important for viewing a desired subset of your REportfolio data You can also use Find to create a report In this case you first perform a Find to locate the records you want to appear in the report and then you create and print the report 30 REportfolio U
140. ndition can refer to the specific location in the lease agreement where it is originally and contractually stated When you enter a new lease in REportfolio you can load a set of default Lease Terms and Conditions You can also load individual blank Lease Terms and Conditions each of which has a Lease Term and Condition Type and then load default Lease Term and Condition text for any or all of these These capabilities let you easily and quickly create a template for your Lease Terms and Conditions which you can edit to create and store the specific terms and conditions from the lease agreement The default Lease Terms and Conditions data is described further below in Section 2 11 REportfolio Setup and Default Data 2 4 4 Lease Documents Site and lease administration efforts always involve documents and other computer files of various types These Lease Documents can be word processing documents containing lease agreements CAD files containing floor plans spreadsheets containing financial analysis and so on In REportfolio you can attach these files which lets you track and open these files from within REportfolio When an external file is attached within REportfolio the actual files still exist outside of REportfolio on your computer or computer network We call these references to external files REportfolio s Lease Document management feature lets you consolidate and manage all files related to your leases from within REpor
141. o is used by a lease administration service provider e User List button Goes to the User List screen providing access to data about authorized users for a multi user client server REportfolio installation e Exit button Ends the REportfolio session Data Fields and Buttons Report Header Fac Viz Lease Wiz Report Report Footer Facility Wizards Software Use this portion of the System Main Settings screen to specify e Images for the logo and company name that appear on REportfolio s screens for the owner s sites and leases e Headers and footers that are printed on reports for the owner s sites and leases This part of the screen has these data fields and buttons e Owner Logo container field Image for the owner s company name e Owner Logotext container field Image for the owner s company e Report Header read write character field Header that will be printed on reports for the owner s sites and leases e Report Footer read write character field Footer that will be printed on reports for the owner s sites and leases Mail Server Settings Email FROM REporttolia Date Mailer Return Address wWizaerdsmtacity wiz com SMTP Server mail facilityyviz com SMTP User Hame wizards SMTP Password password Auto Email Settings Use this portion of the System Main Settings screen to specify email settings for Automatic Email Notifications It has these data fields and buttons e Email FRO
142. on screen Site Property Information Enlarged Image screen Site Contacts screen Contacts database Contact records Site Reminders screen Sites database Site Reminder records Site Transactions screen Sites database Site Transaction records Transaction Details Sites database Site Transaction records screen Site Transaction Note records 33 REportfolio User Manual V4 0 R1 0 Lease Information Part Leases database Lease records I screen Lease Space records Lease Information Part Leases database Lease records 2 screen Lease Financial screen Leases database Lease records Lease Cost records a ee ae History screen Lease Payments database Lease Payment records Lease Lease Key Dates screen Dates screen Leases database Lease Key Date records Lease Terms and Leases database Lease Term and Condition a screen o O Lease Lease Contacts screen screen Contacts database database Contact records records Site Contact Information Contacts database Contact records Lease Documents screen Documents screen Leases Leases database Lease Document Lease Document records Key Date Alerts screen Key Date Alerts database Key Date Alert records Cost Accounts screen Cost Accounts database Cost Accoun
143. ors or areas Usable Square Feet USF and Rentable Square Feet RSF REportfolio s Leases database is used to store lease information But the Leases database can also store information about parts of an owned site that you wish to track individually In this manual we refer to e A leased portion of a site as a leased property e An owned portion of a site as an owned property Overall sites are tracked in the Sites database whereas both leased properties and owned properties within a site are tracked in the Leases database The Leases database can also track owned or leased parts of site that are subleased to another tenant Leases in REportfolio can be Active or Inactive e An Active lease indicates a lease that is currently in force or an owned property that is in use e An Inactive leases 1s a lease that is not in force which indicates a lease that is either pending or terminated You can also use an Inactive lease to indicate an owned property that is not in use 2 4 1 Lease Financials Some of the most critical data that is tracked in REportfolio are the financials for a leased or owned property These allow you to enter and track costs and payments such as rent insurance and utilities Based on this data financial information 1s calculated that shows the overall value of the leased or owned property This image shows the Lease Financial screen Once again it s a good idea to get a little familiar with this sc
144. out the site that the Site Transactions belong to It contains these data fields e Site read write character field Site ID e Site Name unlabeled read write character field Site name Current Trannection Motes eecrpion Team members must asaue accurate and timely content of Broker Dhed bhn Ae Ane i TA Office Chicago Loop Use this part of the Site Transactions screen to access general information about the Site Transactions It has these data fields e Broker read write character field Name of the real estate broker who is handling the transaction e Office read write character field The name of the specific office of the real estate broker who is handling the transaction e Current Transaction Notes Description read write character field Any notes regarding the transaction SITE TRANSACTIONS 4 E Hama RSF Mest Activity Hotes Relocation Sentry Center 1 bitii Puiiding Tour Fy E Renewal Woods Plaza cine 150 000 O44 Receive initial Proposals H New Transaction El Show Active Transactions Only Use this part of the Site Transactions screen to access the Site Transactions It contains a portal with a data field above the portal and a button and a data field below the portal 58 REportfolio User Manual V4 0 R1 0 This data field is above the portal e SITE TRANSACTIONS calculated character field in the parenthesis next to the label The number of Site Transact
145. perty Information screen and the Site Property Information Enlarged Image screen o The Contact List report is printed using the Print button in the Top Menu of the Site Contacts screen e The Site Reminders report is printed using the Print button in the Top Menu of the Site Reminders screen 107 REportfolio User Manual V4 0 R1 0 e The Transaction Log report is printed using the Print button in the Top Menu of the Transaction Details screen e The Lease Abstract Rent Financial Structure report is printed using the Print button in the Top Menu of the Lease Financial screen e The Lease Terms and Conditions report is printed using the Print button in the Top Menu of the Lease Terms and Conditions screen e The Contact List report is printed using the Print button in the Top Menu of the Lease Contacts screen e The Contact Data Sheet report is printed using the Print Contact Info button in the Top Menu of the Site Contact Information screen e The Lease Documents report is printed using the Print button in the Top Menu of the Lease Documents screen e The Key Date Alert report is printed using the Print Report button in the Top Menu of the Key Date Alerts screen e The Lease Cost Account Codes report is printed using the Print List button in the Top Menu of the Cost Accounts screen e The Currencies report is printed using the Print Report button in the Top Menu of the Foreign Exchange Rates screen Most of these screens were covered in Chap
146. ponding selections are AI Last Month Current Month or Next Month e Show All checkbox and button Causes costs and payments for all cost types and all months to be shown in the portal Leate Total FIRII Tota Remaining ETAL Arrua riae rae 1000 Lean hey 6 742 640 L Gare Aaa Gry Holga heed BG apui gi CAM Pea ce BOS Oop Cxpet nied 1900 Use this part of the Lease Financial screen to access various lease financial information It has these data fields and buttons e Pro Rata Share read write character field The percentage of the site s building utilized by the leased or owned property e Lease Type value list The type of lease Selections are Net for Net leases Full Service for Full Service leases Gross for Gross leases and NNN for Triple Net leases e Lease Total calculated character field Total cost of the leased or owned property e Total Remaining calculated character field Total remaining unpaid costs for the leased or owned property e Annual interest rate read write character field Annual interest rate that is used for the Net Present Value NPV calculation e Lease NPV calculated character field NPV for the lease or site location costs Net Present Value NPV is an approach where the present value of cash inflow is subtracted from the present value of cash outflows NPV compares the value of a dollar today versus the
147. quirements Bar Chart of Data for Found Sites Menu of Reports Screen Top Menu The Menu of Reports screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen 104 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons FOUND SET GENERAL Site Directory List of stes with contact info Directory of Contacts Listing of all ste contacts Batch of Site Summaries One page site abstract summaries Batch of Lease Abstracts Full lease abstract reports Key Date Report Date ALERTS Summarized by month Area Report View AREAS Analysis of SF by type Subtenant Summary Sublease and Subtenanta Insurance Report List of insurance requirement Bar Chart of Data for Found Sites Use this portion of the Menu of Reports screen to create and print general REportfolio reports as well as to perform a couple of other related functions It has these data fields and buttons e Site Directory button Creates and prints a Site Directory report e Directory of Contacts button Creates and prints a Directory of Contacts report e Batch of Site Summaries button Creates and prints a Site Summary report e Batch of Lease Abstracts button Creates and prints a Lease Abstract Summary report Key Date Repo
148. r data using a detail display with a large portal that displays a Site Reminder record for each Site Reminder The Site Reminders screen also has a top menu and bottom menu Ripert cen Lage erie Sere Reports m cs e meed aual Ae rabian report bo head office LJ Inactive g andiorda anmes party O inactire D Hew R mimider E delete acleeted Hem sE SE BCC E a ET Site Reminders Screen 55 REportfolio User Manual V4 0 R1 0 Top Menu The Site Reminders screen s top menu contains these buttons e Alerts button Generates Key Date Alerts for upcoming Site Reminders and Lease Key Dates and goes to the Key Date Alerts screen to display the Key Date Alerts e Site List button Goes back to the Site List screen providing access to the Sites database Reports button Goes to the Menu of Reports screen Print button Prints a Site Reminders report listing the Site Reminders Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons Use this part of the Site Reminders screen to view information about the site that the Site Reminders belong to It has these data fields e Site read write character field Site ID e Site Name unlabeled read write character field Site name LILII peed anme CA reconcikstion report bo Feed office nective C2 leeds eel penty C imective E gt delete selected item Use this pa
149. re later in this manual 2 10 Subleasing Payments and the Accounts Receivable Module REportfolio supports subleasing of leased and owned properties To provide for this REportfolio s Accounts Receivable Module lets you record and track tenant income payments such as for rent utilities and so forth This data is stored in the Accounts Receivable database This table shows the data elements contained in the Accounts Receivable database and the record that this data 1s contained in 15 REportfolio User Manual V4 0 R1 0 Accounts Receivable Database Payment date Accounts Receivable Payment records Lease ID Tenant name Invoice number Cost account number Payment type Amount When REportfolio is first installed the Accounts Receivable Module is not active and cannot be accessed This is because many REportfolio users are not involved in subleasing so keeping this module out of the way makes the software easier to use for these users Contact Facility Wizards or your Facility Wizards Distributor to get the easy instructions for activating the Accounts Receivable Module 2 11 REportfolio Setup and Default Data REportfolio has a variety of setup and default settings that affect how site and lease data is entered processed stored displayed and printed This table shows the major data elements contained in REportfolio s Setup and Defaults database and the corresponding records that this dat
150. read only character field Lease ID e read only character field directly to the right of the Lease ID field Lease name e Site read only character field Site name SO REportfolio User Manual V4 0 R1 0 e RSF read only character field Total RSF of the leased property e Exp read only character field Expiration date for the current lease term Deti iphon Mates Tern aay neigh Gr buble The prerines Only wilh prior oigani of E ae a Teun awed nobty Lendiond of obecion bo Opie statement wiin OX days of x rece DEF AILT Use this part of the Lease Terms and Conditions screen to access the Lease Terms and Conditions It consists of a portal followed by some buttons The portal contains these data fields and buttons e read write character field An integer defining the sort order of the displayed Lease Term and Conditions Entering integer values into this field causes the Lease Term and Conditions to be displayed in the designated order e Item Type value list The Lease Term and Condition Type Selections include Assignment Subletting Lease Expire etc e Lease Section read write character field The section number and header from the lease agreement corresponding to the specific term and condition e DEFAULT button Enters the default Lease Term and Condition text into the Description Notes field The default Lease Term and Condition text is defined using the Edi
151. reen which you will use to track the financial information for a leased or owned property 10 REportfolio User Manual V4 0 R1 0 Flint tke Ladies Ate ere FX Stels f Repons Exi Site MultiMedia Gulak 1700 RSF Isp GAJO 117 700 Ripal Estelio Tutta 117 700 Utilities 117700 Fito Rar Current Marth 0203 37 0000 77 63 Annual RSF Show All for Current Month OD Show All Lease Total 40 493 333 Total Remaining Taras Pro Rata Share lea AreuM terest rate 10 00 Lease NPY 6 742 690 Lease Type di bint Hini RE Taxes 139 4 00 Op Expenses t333 5 0 ETZAN cesses OE So aCe ee E Lease Financial Screen Gade Reet City Hotes gt Heed to heui on CAM Recordar for SOT Topics that affect lease financials are discussed in more detail below in Section 2 7 Cost Accounts Section 2 8 Payments Section 2 9 Currencies Section 2 10 Subleasing Payments and the Accounts Receivable Module 2 4 2 Lease Key Dates One of REportfolio s major data elements are Lease Key Dates Lease Key Dates are important upcoming events for a lease Examples include the date for accepting an option to renew a lease the lease termination date and so forth The information stored in each Lease Key Date includes the date itself a category that the Lease Key Date belongs to and text describing the Lease Key Date Lease Key Dates are stored in Lease Key Date records in the Leases database Lease Key Date
152. remises Replace 75 L Workers Comp lt Employer Liability Plate Glass Landlord named additional insured Use this part of the Lease Information Part 2 screen to access lease insurance requirements It contains these data fields e Liability Aggregate read write character field Amount of liability or aggregate insurance coverage required e Each Occurrence read write character field Amount of insurance coverage required for each occurrence e Property Damage read write character field Amount of property damage insurance coverage required e Premises Replace read write character field Required premises replacement percentage for property insurance coverage e Workers Comp checkbox Indicates if worker s compensation insurance is required e Employer Liability checkbox Indicates if employer liability insurance is required e Plate Glass checkbox Indicates if plate glass coverage is required as part of property insurance coverage e Landlord named additional insured checkbox Indicates if the landlord is also named as a beneficiary as part of the property insurance coverage Bottom Menu The Lease Information Part 2 screen s bottom menu has these buttons Find button Switches into Find mode allowing leases to be found Info 1 button Goes back to the Lease Information Part 1 screen button Goes to the Lease Financial screen Dates button Goes to the Lease Key Date
153. rk access Depending on selection ahove ees BSE WHITE twill be Documents folder within the FIM Web folder Pils Js the directory of the paraga in file Ends with RETR feel be the directory set In Documents Seitings Note The kindas account thatthe keb Seaver win be An FTP account must be created with fils directory as its root fogged In gader myst have write access io these devo Enter accousrs r actonly username and password below directories FTF Username wizclient FTF Passwd wizpass Multi Client System Owner Web Settings Owner Web byrnd viz git This tile must be placed in Webimages Backgrounds Background File Hame W ihe Chent Has Provider box is checked this valve wil be used Owner Web Logo a Provider Secondary 50 Pix High 100 JPEG Web Logo Facility Wizards 30 Pix High 100 JPEG TAS fog wy appear On fhe main mend of fhe web Interface PANS Jogo WII appear on the doper right corner on cient pages Main Settings Web Settings Misc Settings System Web Settings Screen Top Menu The System Web Settings screen s top menu has these buttons e Client List button Goes to the Client List screen providing access to the different clients when REportfolio is used by a lease administration service provider e User List button Goes to the User List screen providing access to data about authorized users of a multi user client server REportfolio installation e Exit button Ends the REportfolio session D
154. rmation It contains these data fields e Amount read write character field Amount of the security deposit e Guarantor read write character field Guarantor of the security deposit e Notes read write character field Any notes regarding the security deposit Leasehold Improvements Amt Landlord 2 500 000 Tenant 300 000 Total 3 300 000 Use this part of the Lease Information Part 2 screen to enter and view leasehold improvement information It has these data fields e Landlord read write character field under the column header Amt Landlord s contribution to the leasehold improvements e Landlord calculated character field under the column header RSF Landlord s contribution to the leasehold improvements per RSF 69 REportfolio User Manual V4 0 R1 0 e Tenant read write character field under the column header Amt Tenant s contribution to the leasehold improvements e Tenant calculated character field under the column header RSF Tenant s contribution to the leasehold improvements per RSF e Total calculated character field under the column header Amt Total contribution to the leasehold improvements e Total calculated character field under the column header RSF Total contribution to the leasehold improvements per RSF Insurance Requirements Liability Aggregate F 2 000 000 Each Occurrence f S00 000 Property Damage f 6 670 000 P
155. rrant reminding Examples include the due date for submitting your organization s financial statement a site emergency planning meeting site related social occasions and so on The information stored in each Site Reminder includes a date for the event and a description of the event Site Reminders are stored in Site Reminder records Site Reminders are one of the inputs that are used to construct REportfolio s Key Date Alerts Key Date Alerts are discussed below in Section 2 5 Key Date Alerts Site Reminders in REportfolio can be Active or Inactive Active Site Reminders are for upcoming site events that still need reminding Inactive Site Reminders indicate site events that have passed and no longer need reminding as well as events that as it turns out did not need to occur and did not occur 2 3 2 Site Transactions REportfolio can track various business transactions for your sites called Site Transactions Examples include site expansion retraction relocation and so forth Site Transactions are stored in Site Transaction records in the Sites database In addition to a Site Transaction itself REportfolio also lets you track Site Transaction Notes about each transaction These can be minor notations about the steps that have taken place leading to the execution of the transaction for example phone conversations and meetings Site Transaction Notes are stored in Site Transaction Note records also in the Sites database
156. rrency value list Pay read write character field portal column Amount of the lease cost in the foreign currency x Rate read write character field portal column Foreign currency exchange rate USD calculated character field portal column Equivalent amount of the lease cost in U S Dollars calculated character field and read only character field directly below the portal s Pay and x Rate columns has the value 362 50 GBP in the screen image Total of the lease costs in the Foreign currency for either the current month the last month the next month or for all months calculated character field directly below the portal s USD column has the value 525 63 GBP in the screen image Total of the lease costs in U S Dollars for either the current month the last month the next month or for all months 101 REportfolio User Manual V4 0 R1 0 e Lease Total read only character field and 2 calculated character fields Total of the lease payments over the lease s term showing the amount in both the foreign currency and in equivalent U S Dollars e Total Remaining read only character field and 2 calculated character fields Total remaining unpaid lease costs showing the amount in both the foreign currency and in equivalent U S Dollars LEASE INFORMATION PART 2 SCREEN When FX is active the Lease Information Part 2 screen also displays additional data fields These data fields let you
157. rt button Creates and prints a Key Date report e Date ALERTS button Generates Key Date Alerts for upcoming Site Reminders and Lease Key Dates and goes to the Key Date Alerts screen to display the Key Date Alerts e Area Report button Creates and prints an Area report e View AREAS button Assembles USF and RSF values for the leases and sites and goes to the Lease Area Breakdown screen to display this information e Subtenant Summary button Creates and prints a Subtenant Summary report e Insurance Report button Creates and prints an Insurance report e Bar Chart of Data for Found Sites button Creates and prints a Bar Chart report 105 REportfolio User Manual V4 0 R1 0 FOUND SET FINANCIAL Forecast Report Forecast of annual costs Y ears 5 Year Starting Last Year Basis Cash For Son By Lease Type etailed nay take d few minutes fo prepare Commitment Summary Total commitments plus remaining Security Deposits List of security deposit data Use this portion of the Menu of Reports screen to create and print REportfolio s financial reports It has these data fields and buttons e Forecast Report button Creates and prints a Dollar Forecast report The inputs to this report are set using the following data fields which are under this button Years value list Period for the report in number of years Selections are 5 Year and 10 Year
158. rt of the Site Reminders screen to enter and view the Site Reminders It contains a portal followed by a button and a data field The portal contains these data fields and buttons e Due Date read write date field Date by which the Site Reminder should or must be initiated or accomplished e Description read write character field Description of the Site Reminder e Inactive checkbox Marks the Site Reminder as Inactive which means that the Site Reminder has been successfully initiated or accomplished and or that it no longer needs to be initiated or accomplished e delete button Deletes the Site Reminder from REportfolio 56 REportfolio User Manual V4 0 R1 0 Once you delete a Site Reminder you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The screen area just below the portal contains this button and data field e New Reminder button Creates a new Site Reminder and stands by for data entry e Show Active Reminders Only checkbox Causes only Active Site Reminders to be shown in the portal Bottom Menu The Site Reminders screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Site Reminders to be found Overview button Goes to the Site Overview screen Property button Goes to the Sit
159. ry read write character field Site s country Region value list Indicates a geographic region for the site from a list of selections such as Eastern Midwest Pacific Canada etc 45 REportfolio User Manual V4 0 R1 0 Approaching Key Dates Reminders 1 Year Date Type Lease C2843 Sie Reminder landhorcs annual party 00109 Renewal Office Sute 300 0644103 Contraction Reminder Office Sute 500 120103 Contraction Ottice Suite 500 HAs Termination Glice Sure 500 Use this portal to view approaching Lease Key Dates and Site Reminders for the next one year period for the site and its leases The Lease Key Dates are set within the Lease Key Dates screen and the Site Reminders are set in the Site Reminders screen both of these screens are described later in this chapter The dates for any of the displayed Lease Key Dates and Site Reminders can also be changed using this portal This portal contains the following data fields e Date read write date field Date of the approaching Lease Key Date or Site Reminder e Type Lease read only character field For Lease Key Dates displays the Type of the Lease Key Date and the Lease Name for Site Reminders displays the Description of the Site Reminder Site Lawses 4 Active Leatee 45 Total Hame Type RSF Siari Expire tise HD Laas 70 00100 2S 2186 107 ito TAS 86d 1346 S547 iS TOA 64D 1200 4R D ionam DAS ee 411 24 SiR
160. s oom Florence Anderson pl i 312 456 2895 Building Manager X J1Z 458 338 AD Properties fa 312 421 3355 312 458 3301 773 COS 2a83 forenonads com 312 404 0203 312 804 0303 aoe num 555 1212 Directory of Contacts Report 109 REportfolio User Manual V4 0 R1 0 To create and print this report select the Directory of Contacts button on the Menu of Reports screen 5 3 Site Summary Report The Site Summary report prints summary information for your sites including site names uses addresses statuses building information whether the sites contain leased and or owned properties and upcoming Lease Key Dates Re amp ponfohs Lease Adminastranen Software SITE SUMMARY duty 01 Site 1001 Type L3 Site Name MultiMedia Gulch Primary Use Office Address 5 idora Street Status Acie City San Francesco Upcoming Key Dates State Prov CA Date Type Lease Zip Code 34105 121 08 Contraction Office Suite 500 County San Francesco Country USA Hotes Building Info Building Name Idora Plaza Year Built 1565 Stories 15 Bldg SQFT 550 000 All around great building Type Steel Curtainwall HVAC VAW Security 24 hour guard desk Sprinklers Dyes Ono O unknoan ADA yes Ono O unknown ADA Notes Fuly compan Site Summary Report To create and print this report select the Batch of Site Summaries button on the Menu of Reports screen You can also print this report using the Print Top Menu button on the Sit
161. s are one of the inputs that are used to construct REportfolio s Key Date Alerts Key Date Alerts are discussed below in Section 2 5 Key Date Alerts Lease Key Dates in REportfolio can be Active or Inactive Active Lease Key Dates indicate valid upcoming lease events that you need to pay attention to Inactive Lease Key Dates indicate events that have either been handled or that are no longer valid and for which action is no longer required lI REportfolio User Manual V4 0 R1 0 When you enter a new lease in REportfolio you can load a set of default Lease Key Dates You can also load individual blank Lease Key Dates each of which has a Lease Key Date Type and then load default Lease Key Date text for any or all of these These capabilities let you easily and quickly create a template for your Lease Key Dates which you can edit to create and store the specific Lease Key Dates that you need to track The default Lease Key Dates data is described further below in Section 2 11 REportfolio Setup and Default Data 2 4 3 Lease Terms and Conditions Another of REportfolio s major data elements are Lease Terms and Conditions These are the terms and conditions from your lease agreements stored in REportfolio Examples include a lease s renewal option the ability to assign and sublet a leased property and a lease s termination requirements In addition to the data that describes a Lease Term and Condition each Lease Term and Co
162. s of a multi user client server REportfolio installation including user names passwords and access permissions 2 12 Reports REportfolio s reports provide you and your organization with important visibility into the status of sites leases and leased and owned properties These reports give you the capability to spot bottlenecks and other issues and to take proactive steps to keep your organization s site and lease administration efforts on track Site Directory report Prints a list of sites including site locations Directory of Contacts report Prints a list of Site Contacts and Lease Contacts including contact information Site Summary report Prints key site information including site locations building information a list of the site s leases upcoming Site Reminders upcoming Lease Key Dates for the site s leases and Site Contacts Lease Abstract Summary report Prints a summary of information belonging to lease abstracts Key Date report Prints upcoming and missed Lease Key Dates Area report Prints a list of lease Usable Square Feet USF and Rentable Square Feet RSF Subtenant Summary report Prints a list of leased and owned properties that are subleased including the subtenants and the sublease dates Insurance report Prints a list of lease insurance requirements and coverage s Bar Chart report Prints one of a set of Bar Chart reports that provide graphical comparisons of various site and lease data
163. s screen Terms button Goes to the Lease Terms and Conditions screen Contacts button Goes to the Lease Contacts screen Docs button Goes to the Lease Documents screen 70 REportfolio User Manual LEASE FINANCIAL SCREEN V4 0 R1 0 The Lease Financial screen lets you view enter and edit lease costs and view the financial status of the lease From this screen you can also access a history of lease payments This screen presents your data using a detail display with a portal that displays a Lease Cost record for each lease cost The Lease Financial screen also has a top menu and bottom menu Fiat tok Ladte Ae eee Ste List Reports Site Meuyltiktedia Gulai 117 700 Real Fetete Tamga 117 700 Uilities 117 700 B to Rare Tureni Month 0283 37 200 00 Show All for Current Morth O Show All Leate moast 18113 093 Tota Remaining f Pro Rata Share oosa Annum interest rata 10 00 Leare NY Lease Type lia beet giao ot RE Taxes 173 4 0 Op Expenses EEE 5 00 LEASE MCTIM BCC E E E Lease Financial Screen Motes gt heed to ioci on CAM Aprereia for ONI Top Menu The Lease Financial screen s top menu contains these buttons 22 63 Annual RSF 31700 RSF tbe OD Eiis Reri Daly e FX button Switches into Foreign Exchange FX mode allowing lease and site location financial information processed using an international non U S currency Currencies If your organiza
164. s used by a lease administration service provider User List button Goes back to the User List screen Exit button Ends the REportfolio session Settings button Goes to the System Main Settings screen providing access to all of REportfolio s configuration settings Data Fields and Buttons The main portion of the User Administration screen consists of a large portal followed by a button and a checkbox The portal contains these data fields ID read write character field User ID Name read write character field User name Password read write character field User s password Level value list User Access Level Allowable values are 1 for Read Write All 2 for Read Only All 3 for Read Write Client Sites Only 4 for Read Only Client Sites Only Company read write character field User s company Client Only checkbox Indicates that the user works for a client company Client value list The client company PC Name read write character field User s computer name SYS ADMIN checkbox Grants the user Administrator permission This button and data field are just below the portal Update Changes to Web Accts button Updates the user authentication and authorization settings for a web browser based user interface to REportfolio This button will appear only if the Web Active checkbox is checked on the System Web Settings screen Selecting this bu
165. screen New Line button Creates a new Accounts Receivable income payment and stands by for data entry Reports button Goes to the Menu of Reports screen A R Report button Prints an Accounts Receivable report listing Accounts Receivable income payments Exit button Ends the REportfolio session Help button Goes to the Lease Help screen 96 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons The main portion of the Lease Accounts Receivable Billing And Payments screen has these data fields and buttons Date read write date field Date that the payment is scheduled and or expected Lease read write character field Lease ID for the leased property that is subleased or for the owned property that is leased Tenant Lease read only character field Lease name This field is automatically set when a Lease ID is entered into the Lease field Type value list Payment type Selections are INV for invoiced payments PMT for payments received without an invoice and ADJ for follow on adjusted payments Inv read write character field Invoice number for invoiced payments Acct read only character field Payment cost account number Based on the payment description selected for the Description field described next this field is automatically set using the appropriate value from the Cost Accounts database Description value list Cost account payment de
166. scription from the Cost Accounts database The selections are the cost accounts indicated using the A R checkbox in the Cost Accounts screen Amount read write character field Income payment amount Status value list Payment status Selections are OPEN for payments that have not yet been received PART for partially paid payments and PAID for payments that have been received Net A R Balance calculated character field Total of the Accounts Receivable payments delete button Deletes the Accounts Receivable income payment Once you delete a Accounts Receivable income payment you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Lease Accounts Receivable Billing And Payments screen s bottom menu contains these buttons Find button Switches into Find mode allowing Accounts Receivable income payments to be found Find All button Causes all Accounts Receivable income payments to be displayed 97 REportfolio User Manual V4 0 R1 0 LEASE HELP SCREEN The Lease Help screen gives you answers to common questions about using REportfolio This is a detail display screen with a top menu and bottom menu AGC Company Exit 2 Site List HELP Sa Question gt gt click here for list of help categories lt lt
167. ser Manual V4 0 R1 0 wal d yz To switch to Find mode use the shortcut keys G TF ae Windows CONTROL F ea ag Macintosh MacCOMMAND F Find can be repeated to refine the last executed Find operation This means that you can do an initial Find to locate a group of records and then based on your examination of those records you can perform another Find with more limiting criteria further narrowing the set of returned records You can repeat this procedure as many times as necessary to get just the records you need For Find operations the status bar contains a button that lets you include logical operators and pattern matching operators in the fields Once you learn the meaning of these symbols you can optionally just type them into the fields instead of using the button These symbols give you the ability to do things like Find sites that have a square footage area greater than a specific value or Find lease payments made within a certain range of dates The symbols that you can use for Find operations are enactmatch SSS Co mumesicrange Duplicates 5 terate When in Find mode the status bar also contains an Omit button This lets you omit the records that were found based on your Find criteria This has the effect of returning all the records in your data except the records found by your criteria In other words this has the opposite effect of performing a normal find as we described above Mos
168. spaces Please remember to add pating and storage costs to the PSF screen to include these costs in calculations and reports Use this part of the Lease Information Part 2 screen to access information about the parking area of the leased or owned property It contains these data fields e Spaces read write character field The number of parking spaces 68 REportfolio User Manual V4 0 R1 0 e Cost read write character field Cost of the parking area e Cost units unlabeled value list The period for when the parking cost is due Selections include Monthly and Annual e Notes read write character field Any notes regarding the parking area Gargan Properties 246 Century Drive Suite 1000 Phone GS3 393 8937 x357 Fax 885 393 8999 terry iiqarganprop com Vendor ID 357416641 Use this part of the Lease Information Part 2 screen to enter and view lease payee information It has these data fields e Mailing Address read write character field Payee s mailing address Phone read write character field Payee s phone number Fax read write character field Payee s fax number Email read write character field Payee s email address Vendor ID read write character field Payee s vendor ID Security Deposit Amount f 147 500 00 Guarantor American Guarantor Hotes Universal Use this part of the Lease Information Part 2 screen to enter and view lease security deposit info
169. ssed Key Date Alerts to be displayed e Dismissed button Causes only dismissed Key Date Alerts to be displayed COST ACCOUNTS SCREEN The Cost Accounts screen lets you view enter and edit the cost accounts that lease payments are logged against This screen presents your data using a list display displaying a Cost Account record for each cost account The Cost Accounts screen also contains a top menu and bottom menu Faroe Rect Operating Exp Lies Real Extate Taxes geek i gm Management Fees Plena RLS Parton orage CAM Veork Orders Comite Tanit Aen Tahari Ltities Thani hiit Tanit Parkia Payre E Os es ee Cost Accounts Screen Top Menu The Cost Accounts screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Menu button Goes to the Main Menu screen e New Item button Creates a new cost account and stands by for data entry e Print List button Prints a Lease Cost Account Codes report listing the cost accounts stored in REportfolio Data Fields and Buttons The main portion of the Cost Accounts screen has these data fields and buttons e Acct read write character field Cost account number 92 REportfolio User Manual V4 0 R1 0 Name read write character field Cost account name Cat value list Cost account category Selections are EXP for Expense Accounts CAP for Capital Acco
170. t Payment status The value with be either OPEN for committed or planned but unpaid costs or PAID for paid costs Date read write date field Payment date delete button Deletes the lease payment Once you delete a lease payment you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Lease Payments screen s bottom menu contains these buttons Find button Switches into Find mode allowing lease payments to be found Find Month button Switches into Find mode and locates lease payments belonging to the current month or to the previous month First displays a dialog box for making this selection This dialog box also displays help for finding lease payments belonging to months other then the current month or the previous month 95 REportfolio User Manual V4 0 R1 0 LEASE ACCOUNTS RECEIVABLE BILLING AND PAYMENTS SCREEN The Lease Accounts Receivable Billing and Payments screen lets you enter and view income payments that result from subleasing of leased and owned properties This screen presents your data using a list display displaying an Accounts Receivable Payment record for each income payment The Lease Accounts Receivable Billing and Payments screen also has a top menu and bottom menu You can only access the Leas
171. t button Ends the REportfolio session e Settings button Goes to the System Main Settings screen 138 REportfolio User Manual V4 0 R1 0 Data Fields and Buttons The main portion of the System User List screen has these data fields and buttons e ID read write character field User ID e Name read write character field User name e Level read only value list User Access Level Values are 1 for Read Write All 2 for Read Only All 3 for Read Write Client Sites Only 4 for Read Only Client Sites Only This is set by the Level value list in the User Administration screen described next Company read write character field User s company Client checkbox Indicates that the user works for a client company Phone read write character field User phone number Email read write character field User email address Bottom Menu The System User List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing users to be found e All button Switches out of Find mode causing all users to be displayed e Clients button Causes the display of just the users that work for client companies USER ADMINISTATION SCREEN You use the User Administration screen to setup user passwords and authorization levels for a multi user client server REportfolio installation This screen displays your data using a detail display with a larg
172. t REportfolio screens also contain a bottom menu that includes a Find button This button does the same thing as selecting the Find mode button that is part of the FileMaker display area 3 2 4 Sorting Records Sort operations determine the order in which you view your records You can sort and view them in numerical order alphabetical order or by date For the tabular types of data displays list displays and portals you can sort the records quickly by clicking a column heading You can also perform a more complex sort by executing the Records gt Sort command from the FileMaker menu This displays a dialog box that lets you define a sort order using any of the data fields including two or more data fields as well as giving you full control over all other sort parameters 31 REportfolio User Manual V4 0 R1 0 Sort operations also work with Find operations and with reports If you execute a Find and then perform a sort of your data then just your found records will be sorted if you perform a sort prior to creating a report then given that the report is intended to operate on the data you have sorted the report will contain your data in the sorted order ah 0 To perform a complex sort ole 7 Windows CONTROL S a lt a Macintosh MacCOMMAND S 3 2 5 Spelling Correction Another useful FileMaker function that is available in REportfolio is spelling correction To check and correct spelling select Edit gt Sp
173. t Term KeyDate Text screen e Description Notes read write character field Description of and or notes pertaining to the specific Lease Term and Condition e delete button Deletes the Lease Term and Condition Once you delete a Lease Term and Condition you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these data fields and buttons e New Item button Creates a new Lease Term and Condition including setting the Lease Term and Condition Type and stands by for data entry e Import Default Terms button Creates a set of default Lease Terms and Conditions 8l REportfolio User Manual V4 0 R1 0 Use the Edit Term KeyDate Text screen to define the e Lease Term and Condition Types that are entered for new Lease Term and Conditions created using the New Item button e Lease Term and Condition Types that are selected using the Item Type value list e Default Lease Term and Conditions that are created using the Import Default Terms button e Default Lease Term and Condition text that can be loaded into the Description Notes field using the DEFAULT button The Edit Term KeyDate Text screen is described in Chapter 6 Section 6 1 Software Configuration and Preparation screens EDIT TERM KEYDATE TEXT SCREEN
174. t records Lease Payments screen Lease Payments database Lease Payment records Lease Accounts Accounts Receivable Accounts Receivable Receivable Billing and database Payment records Payments screen Foreign Exchange Rates Currencies database Currency records screen Lease Area Breakdown Leases database Lease Area records screen Edit Term KeyDate Text Setup and Defaults Lease Term Key Date screen database Text records Email Notification Setup Setup and Defaults Email Notification Setup screen database records System User List screen Setup and Defaults User records User Administration database screen This table lists additional REportfolio screens that do not directly affect one of REportfolio s databases Screen Purpose Main Menu screen Main switchboard for accessing all of REportfolio s features and functions Provides access to the Sites database Lease Payments database Cost Accounts database Currencies database and Accounts Receivable database 34 REportfolio User Manual V4 0 R1 0 Lease Help screen Provides question and answer help for REportfolio Menu of Reports screen Provides access to REportfolio s reports Lease Bar Chart Report Setup screen Used to setup parameters for REportfolio s Bar Chart reports System Main Settings screen Used to specify general REportfolio configuration settings Do
175. te List button Goes to the Site List screen providing access to the Sites database e Menu button Goes back to the Main Menu screen e New Rate button Creates a new currency exchange rate and stands by for data entry 99 REportfolio User Manual V4 0 R1 0 Print Report button Prints a Currencies report showing the currencies and exchange rates Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons The main portion of the Foreign Exchange Rates screen has these data fields and buttons Country read write character field Currency country Code read write character field Unique three letter currency code Currency Name read write character field Currency name which is typically the country name FX Rate read write character field Exchange rate per U S dollar Updated read write date field Date the currency exchange rate was last updated Source read write character field Source of the exchange rates Notes read write character field Any notes about the currency and its exchange rate Bottom Menu The Foreign Exchange Rates screen s bottom menu contains these buttons Find button Switches into Find mode allowing currency exchange rates to be found Find ALL button Causes all currency exchange rates to be displayed Update Rates from FWIZ button and read only date field Updates the Currencies
176. tected tem Transaction Details Screen Top Menu The Transaction Details screen s top menu contains these buttons e Site List button Goes to the Site List screen providing access to the Sites database e Transactions button Goes back to the Site Transactions screen e Reports button Goes to the Menu of Reports screen e Print button Prints a Transaction Log report showing the details of the Site Transaction including Site Transaction Notes e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons City San Francisco Use this part of the Transaction Details screen to view information about the site that the Site Transaction belongs to It has these data fields e Site read write character field Site ID e Site Name unlabeled read write character field Site name e City read write character field Site city e State read write character field Site state or province 60 REportfolio User Manual V4 0 R1 0 Relocation Sentry Center Sart Date Hew Lease Hed Action Building Tour 160 000 Actwe Deadline 4 1 2002 Use this part of the Transaction Details screen to access the details of a Site Transaction It contains these data fields Name read write character field A name for the Site Transaction Type value list Site Transaction Type Selections include New Lease Sublease B
177. ter 4 Section 4 2 REportfolio Screens in Detail the Foreign Exchange Rates screen was covered in Chapter 4 Section 4 3 Handling Lease Financials Using Foreign Currencies 108 REportfolio User Manual V4 0 R1 0 5 1 Site Directory Report The Site Directory report prints a list of your sites including site addresses REportfiolio Lease Administration Software SITE DIRECTORY Site Name Address City State Zip Region 1001 Multidedia Gulch 5 Idora Street SanFrececo CA WI Eastern Brent Center Plaza 123 Sera Monte San Jose CA eile Kirkland 500 Green Street Karin Seatte WA Indianapolis HG 2 Hoosier Way rcherapokes IM Columbia Center S01 Huron River Drive Columa MD Johnson Tower 1102 Hasper Drive Myris Beach SC Karch Plaza HI Larchrmeat Aas Arbor Mi Raleigh Branch SEN Chevy Chase Park Raleigh NC Betancourt Court 2100 Agante Bandon Niemi Point Il 500 Pittsburgh Avenue Berin Site Directory Report To create and print this report select the Site Directory button on the Menu of Reports screen 5 2 Directory of Contacts Report The Directory of Contacts report prints a list of Site Contacts and Lease Contacts including contact information REportiolio Lease Administration Software CONTACT LIST Type Contact Name i Title Com site HOH MultiMedia Gulch San Francisco GA USA Bigg Mer Mark Hieni Alora y Dewey Cheatem and Howe Patty Haves phone BeTa Gargan Properties noel davedifaciitya
178. ter Field is set to Country Automatic Email Notifications will be sent to the specified email address for sites and their leases within the specified country Days Notice read write character field Causes Automatic Email Notifications to be sent when an upcoming Site Reminder or Lease Key Date falls within the specified number of days delete button Deletes the Email Notification Setup record The area below the portal contains this button New Line button Creates a new Email Notification Setup record and stands by for data entry 130 REportfolio User Manual V4 0 R1 0 Automatically Send Emails Every Vieck Last Email Date 112402 Default Days Hotice 365 Next Email Date 1201 02 Use this part of the Email Notification Setup screen to access miscellaneous parameters for the Automatic Email Notifications It has these data fields and buttons Automatically Send Emails Every value list Frequency at which Automatic Email Notifications will be sent to the email addresses shown in the portal Selections are Week or Month Default Days Notice value list Default number of days that will be entered into the Days Notice field when a new Email Notification Setup record is created and displayed in the portal Last Email Date read write date field Date the last Email Notifications were sent Next Email Date read write date field Scheduled date for sending the next set of Email
179. tfolio In addition to the references to the files REportfolio also stores certain information about each file for example the file s status and date 2 5 Key Date Alerts Another of REportfolio s features is determining and communicating Key Date Alerts Key Date Alerts are upcoming important events for sites and leases The Key Date Alerts are generated from upcoming Site Reminders and Lease Key Dates when you enter REportfolio or when you specifically execute the Key Date Alerts function inside REportfolio The Key Date Alerts are then temporarily stored in the Key Date Alerts database and are displayed to remind you about the upcoming events The Key Date Alerts that REportfolio displays show Site Reminders and Lease Key Dates that are upcoming within the next 90 days as well as any passed due Site Reminders and Lease Key Dates This table shows the major data elements contained in the Key Date Alerts database and the record that this data is contained in I2 REportfolio User Manual V4 0 R1 0 Key Date Alerts Database The date itself Key Date Alert records Site ID and name Lease ID for Lease Key Dates Site location Topic of the Lease Key Date or Site Reminder Additional comments 2 6 Contacts A contact is a person who is involved with sites and leases in some capacity REportfolio contains different sets of contacts for sites and for leases We call these Site Contacts and Lease Contacts
180. the application menu found in many Windows and Macintosh software applications There are only a few operations that you will perform using the FileMaker menu most REportfolio operations are accomplished using REportfolio s menus and the other buttons that are contained in the REportfolio s screens Here s a close up of the FileMaker menu FileMaker Menu The FileMaker status bar contains a record marker that is useful for moving between your records as well as displaying a count of how many total records you have The FileMaker status bar also contains buttons that allow you to change the magnification of your screen and a button that lets you toggle on or off the part of the status bar containing the record marker and record count Also important the status bar contains a button that tells you what FileMaker mode you are in and allows you to switch modes FileMaker modes are discussed below Here s a close up of the FileMaker status bar 28 REportfolio User Manual V4 0 R1 0 FileMaker Status Bar 100 ale I Browne 3 2 1 FileMaker Modes File Maker has four modes Browse mode Find mode Preview mode and Layout mode Layout mode will rarely be used by a REportfolio user it is used for customizing REportfolio The other three modes however are key for your day to day use of REportfolio You will find yourself toggling between these modes often and it s important to know what each mode does Within each FileMa
181. tion has licensed the FX option the Lease Financial screen will be affected when FX is activated The changes to this screen are explained later in this chapter in Section 4 3 Handling Lease Financials Using Foreign e Site List button Goes to the Site List screen providing access to the Sites database e Site Info button Goes to the Site Overview screen displaying basic information for the site that the lease belongs to e Reports button Goes to the Menu of Reports screen e Print button Prints the Lease Abstract Rent Financial Structure report providing a summary of overall lease information costs and financials This button first displays a dialog box for selecting whether to print all lease financials or just the financial data currently shown in the screen e Exit button Ends the REportfolio session 71 REportfolio User Manual V4 0 R1 0 e Help button Goes to the Lease Help screen Data Fields and Buttons Cite MpMi Medea Guji 41 0 AGr ike See Use this part of the Lease Financial screen to view the lease that the payments and financial information belong to It has these data fields and buttons e Lease ID read only character field Lease ID read only character field directly to the right of the Lease ID field Lease name Site read only character field Site name RSF read only character field Total RSF of the leased or owned property Exp read only character fie
182. tton opens a browser window and enters the web based system for completing the operation Auto Login checkbox Causes the user to automatically be logged in to REportfolio if the user s name and password matches the user name and password stored in Filemaker s system authentication file Bottom Menu The User Administration screen s bottom menu contains these buttons Find button Switches into Find mode allowing users to be found All button Causes all users to be displayed Clients button Causes the display of just the users that are employed for client companies 140 REportfolio User Manual V4 0 R1 0 FILES BACKUP SCREEN REportfolio s automatic backup function provides some protection against lost data due to accidental changes to or deletions of REportfolio database files Use the Files Backup screen to setup these automatic backups REportfolio s automatic backup function stores its backups on the same disk that your original data is stored on This means that this backup function does not protect against disk crashes We strongly recommend that your organization setups regular backups of your REportfolio data onto separate media which will need to be done outside of REportfolio LEASE BACKUP HELP Site List BACK UP YOUR FILES Facility Wizards software has a built in Backup feature will help you make copies of your data on your disk AKhough H may come in handy this feature should
183. ttons e gt gt button Goes to the Site Property Information Enlarged Image screen which displays an enlarged presentation of the image e unlabeled container field The image itself e unlabeled character field Image title e delete button Deletes the Site Image record including the reference to the image The image file itself will not be deleted The screen area just below the portal contains this button e Add Image button Creates a new Site Image record and stands by for data entry The image file is pasted into the container field in order to attach it and display it Bottom Menu The Site Property Information screen s bottom menu contains these buttons e Find button Switches into Find mode allowing sites and related site images to be found Overview button Goes to the Site Overview screen Contacts button Goes to the Site Contacts screen Reminders button Goes to the Site Reminders screen Transaction button Goes to the Site Transactions screen 50 REportfolio User Manual V4 0 R1 0 SITE PROPERTY INFORMATION ENLARGED IMAGE SCREEN The Site Property Information Enlarged Image screen lets you view or change a specific site property image This screen presents your data using a simple detail display with a top menu and bottom menu F Eporiigho baart Padre kn oo cane Facility Wizards r z Em 7a l Pn INFO ENLARGED IMAGE O Pit Hep 4004 Mutattedia G
184. uild to Suit etc RSF read write character field RSF of the portion of the property that the Site Transaction is for Status value list Specifies whether the Site Transaction is Active or Inactive Active Site Transactions are upcoming or underway Inactive Site Transactions are completed or no longer required Start Date read write date field Start date for when the Site Transaction effort should begin Next Action read write character field Description of the next action that needs to be accomplished to accomplish the Site Transaction Deadline read write character field Required completion date for the Site Transaction TRANS AC TOW HOTES LOG O Date Time By Holes BERETE Mark Heer Hed kawih ath thee beg wig 03492 Deve bohnson spoke with Chis Terket 706 PM MERER F Deve Johnson spaka with Sentry Center representatives this menig SH aiir for rewised 1st AH proponi irom Thee beating stafi Use this portion of the Transaction Details screen to access Site Transaction Notes It consists of a portal followed by a button The portal contains these data fields and buttons Date read write date field Date when the note was recorded Time time field Time when the note was recorded By read write character field Name of the person who recorded the note Notes read write character field The note itself delete button Deletes the Site Transaction Note from REportfolio
185. ulch Tile SPACE PLAH a ee CEC ee Mi Site Property Information Enlarged Image Screen Top Menu The Site Property Information Enlarged Image screen s top menu contains these buttons Site List button Goes to the Site List screen providing access to all of the sites in the Sites database Reports button Goes to the Menu of Reports screen Print button Prints either a Site Summary report or a Site Images report The Site Summary report prints key site information and the Site Images report prints the site s stored images This button first displays a dialog box for selecting the desired report Exit button Ends the REportfolio session Help button Goes to the Lease Help screen Data Fields and Buttons Use this part of the Site Property Information Enlarged Image screen to view the basic information for a site that the image belongs to It has these data fields Site read write character field Site ID Site Name unlabeled read write character field Site name 51 REportfolio User Manual V4 0 R1 0 Title SPACE PLAH This part of the Site Property Information Enlarged Image screen provides an enlarged view of a site s image and also setting information about the image This screen area contains these data fields Title read write character field A title for the image Image Date read write date field Date when the image was created or was inserted
186. unknown Radio Buttons Example Radio Buttons Container Fields Container fields contain references to external image files and each container field displays the image contained in its file The container fields in REportfolio are used to contain images for your sites building and floor plans or any other site or lease related image Container fields are also used to contain images of your organization s logo and name or the different clients logos and names if your company is a lease administration service provider These images replace the Facility Wizards logo and name that appear in each REportfolio screen Images can be BMP GIF JPG PICT or TIFF files It s important to clarify that container fields do not actually contain the image files themselves Instead they contain references to the files The image files still exist as separate disk files outside of Projecto For more information on changing the displayed screen images see Chapter 6 Configuring Projecto 23 REportfolio User Manual V4 0 R1 0 3 1 2 Buttons and Menus Buttons can be part of menus and can be placed among the data fields that are contained in the screens You click on the buttons to move among the various screens and to perform various REportfolio functions for example calculating a value or printing a report Top Menu Additional Buttons Pa F acumy wizards Leave Ee 104 Coane Sue ukh TER min LEL E ALEE EE
187. unts and INC for Income Accounts G L read write character field General Ledger account number corresponding to the cost account Comments read write character field Any comments about the cost account checkbox Causes the value in the Name field to be a selection in the Cost Types value list in the Lease Financial screen A R checkbox Causes the value in the Name field to be a selection in the Description value list in the Lease Accounts Receivable Billing And Payments screen You can only access the Lease Accounts Receivable Billing And Payments screen if REportfolio s Accounts Receivable Module is active Contact Facility Wizards or your Facility Wizards Distributor for instructions to activate this module delete button Deletes the cost account Bottom Menu The Cost Accounts screen s bottom menu contains these buttons Find button Switches into Find mode allowing cost accounts to be found All Accts button Causes cost accounts for all cost account categories to be displayed EXP Accts button Causes only Expense Accounts to be displayed INC Accts button Causes only Income Accounts to be displayed CAP Accts button Causes only Capital Accounts to be displayed 93 REportfolio User Manual LEASE PAYMENTS SCREEN The Lease Payments screen lets you view enter and edit individual payments for leased and V4 0 R1 0 owned properties This screen presents your
188. urn Dealer Mark Collis Phone 342 444 90 bat 10 Title COM Fak 312 444 5505 Company V etherood Commercial BM ncgettieried com Mew Contact BEM ecrire Aubo Mails for Sate Fj Delete Selected Condact Site Contacts Screen Top Menu The Site Contacts screen s top menu contains these buttons e Site List button Goes back to the Site List screen providing access to the Sites database e Reports button Goes to the Menu of Reports screen e Print button Prints a Contact List report listing site contacts and their contact information e Exit button Ends the REportfolio session e Help button Goes to the Lease Help screen Data Fields and Buttons Use this part of the Site Contacts screen to view information about the site that the Site Contacts belong to It has these data fields e Site read write character field Site ID 53 REportfolio User Manual V4 0 R1 0 Site Name unlabeled read write character field Site name E F Contec Type Name Company Contact info Boi Lando Hame Patty Hepes Phone 88 766 B647 iM Title Property Maret Face Seo pe p Company Gangan Propertii EMail gyvnpiaityeir com B Harme Soott Richman Phone 12 4040303 F Tithe Whee Presidert Fac 3472 44 9 Company Ficheon Partness EMail scot kiMacktywir com r Harn Mack Coline Phono We ebb Sho Tithe DD Tax Si ted dd Company Verberood Comrhorcanl EMail mogpeiiwed coe AEM Receme Awol Mads
189. utomatic Email Notifications can also be setup for persons and email addresses that need to be notified of upcoming Site Reminders and Lease Key Dates for multiple sites and leases This is done using the Email Notification Setup screen which is covered in Chapter 6 Configuring REportfolio EMAIL NOTIFICATION SETUP SCREEN delete button Deletes the Site Contact from REportfolio 54 REportfolio User Manual V4 0 R1 0 Once you delete a Site Contact you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button This button is below the portal e New Contact button Creates a new Site Contact and stands by for data entry Bottom Menu The Site Contacts screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Site Contacts to be found Overview button Goes to the Site Overview screen Property button Goes to the Site Property Information screen Reminders button Goes to the Site Reminders screen Transaction button Goes to the Site Transactions screen SITE REMINDERS SCREEN The Site Reminders screen lets you view enter and edit important reminders for a site Site Reminders can include events like planning meetings social occasions or any other event that warrants reminding This screen presents you
190. ypes as well as FileMaker s functions In this chapter we ll expand on these topics to walk through REportfolio s user interface in detail and to show you how to use REportfolio for performing site and lease administration tasks REportfolio s reports are not covered in this chapter and instead are covered in their own chapter Chapter 5 REportfolio Reports 4 1 Overview of REportfolio Screens REportfolio s screens present your data using data fields and also display menus and buttons that you use to execute the software s functions and to navigate between the screens The next section covers each of REportfolio s screens used for administering sites and leases However it s a good idea to first give you a high level perspective of REportfolio s screens including the relations between the screens and REportfolio s databases and records that we defined earlier in Chapter 2 The following two tables lists these screens This first table lists REportfolio s screens that you use to access REportfolio s databases and the records within the databases Client List screen Clients database Client records Client Information screen Site List screen Sites database Site Overview screen Sites database Site records Site Reminder records Leases database Lease records Lease Key Date records Site Property Sites database Site Image records Informati
191. z com button is the version number of your REportfolio software system Although it kind of looks like one this is not a button 4 3 Handling Lease Financials Using Foreign Currencies Handling lease financial information using foreign currencies is enabled through REportfolio s FX option which your organization may have licensed This section explains how to use REportfolio s FX option To use REportfolio s FX option you first must setup any foreign currencies that you plan on using This is done using the Foreign Exchange Rates screen FOREIGN EXCHANGE RATES SCREEN The Foreign Exchange Rates screen lets you view enter and edit foreign currency exchange rates You can use exchange rates to track lease costs and payments using foreign currencies This screen presents your data using a list display displaying a Currency record for each currency exchange rate The Foreign Exchange Rates screen also has a top menu and bottom menu FX Baste i hoor ra Do FPS LEGNE UET ETI UE ET 030703 non T3 OSE i tora 1 00606 PGS SST a 050800 tora 0 40000 0 004 64 1 00600 es Co eo Updated Source Motos Ca oS Cri as Pe Dagio Ono oo Orava ak oan 0s Gar wr ery hg Orr OG Orr 0G PP LEE Ceara ad no Gai oo feng Rute Cave EE gagoz ono 0 Crate wos Update Rates from PAAL 020703 Foreign Exchange Rates Screen Top Menu The Foreign Exchange Rates screen s top menu contains these buttons e Si

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