Portfolio Data
This section identifies the specific information about each real estate asset and associated contracts within your real estate portfolio. This would include both leased and owned assets.
Several fields on the Portfolio Data Tabs contain drop-down boxes to select valid values for these fields. LA will reject the imported data file if values are entered that are not in the drop-down. Please consult your LAS Implementation Project Manager if additional values are appropriate to your organization.
Contract Tab
The Contract tab list the contracts associated with a particular asset and are broken into two distinct categories: Payable Contracts and Receivable Contracts. The contracts stored against each asset combine to produce LeaseAccelerator’s Real Estate Portfolio Manager’s view of a portfolio’s financial situation. The system also uses the critical dates associated with contracts, options and reviews to generate the reminders that allow users to manage critical dates effectively. You should have one line for each contract. You may have multiple contracts associated with a single asset or property.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
Alphanumeric (1000) |
Y |
Y |
|
B |
Contract Direction |
Identifies if the customer is receiving money from the other party of the contract (Receivable) or paying money to the other party of the contract (Payable). |
Payable, Receivable |
Drop-Down |
Y |
Y |
C |
Contract Category |
Grouping of similar contract types, outlining common characteristics in a binding legal agreement. |
Exact name configured within your environment |
Alphanumeric (1000) |
Y |
Y |
D |
Contract SubCategory |
A subset grouping of similar contract types with even more common characteristics in a binding legal agreement. |
Exact name configured under Contract Category within your environment |
Alphanumeric (1000) |
Y |
N |
E |
Lease Type |
Type of contractual agreement. This is required for any contract type that has been configured as Lease Accounting Significant. |
See Data Validation Below |
Drop-Down |
Y |
Y |
F |
Description |
Description of type of contract which may include if it is a service contract, lease agreement or the type of agreement or contract such as landscaping, maintenance, index-based lease agreement, etc. |
Alphanumeric (2000) |
Y |
N |
|
G |
Currency |
Currency the contract financials are transacted in. |
See Data Validation Below |
Drop-Down |
Y |
Y |
H |
Landlord |
The landlord, also known as the Lessor, leases the property to the tenant. The landlord may be the legal owner of the property, but can also be an individual, group, or company that the legal owner has allowed to lease the property. |
If Participant does not exist, new record will be created which includes a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
Y |
I |
Tennant |
The tenant, also known as the Lessee, holds the lease of the property. An individual, a group, or a business can be a tenant. If the tenant is a business entity, the legal nature of the business determines who is responsible for meeting the obligations of the lease. |
If Participant does not exist, new record will be created which includes a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
Y |
J |
Treasury Approver |
Name of employees responsible for approving deal from Finance organization. |
If Participant does not exist, new record will be created which includes a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
Y |
K |
Treasury Approver Company |
Name of the company the Treasury Approver is assigned to. |
If Participant does not exist, new record will be created which includes a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
N |
L |
Contract Start |
The commencement date or takedown date. The date when the duration of the contract starts and therefore the payment schedule begins. |
MM/DD/YYYY |
Y |
Y |
|
M |
Lease End Date |
The last day of the contractual lease term. |
MM/DD/YYYY |
N |
Y |
|
N |
Date of Make Good Obligation |
Specified date where Tenant must complete any Make Good obligation such as returning a property to the original state prior to exit. |
MM/DD/YYYY |
Y |
N |
|
O |
In Holdover |
Used to describe a tenant that continues to occupy the premises after the lease has expired. The lease defines the conditions by which the tenant continues to occupy the space, including the amount of rent, which is typically 150%-200% of what was being paid prior to expiration. |
Yes, No – if blank, defaults to No |
Drop-Down |
N |
N |
P |
Fully Abstracted |
Has the contract been fully entered into the system. |
Yes, No |
Drop-Down |
N |
N |
Q |
Abstracted By |
Name of person/party that did the abstraction. |
Alphanumeric (1000) |
N |
N |
|
R |
Last Abstracted |
Most recent date when contract was reviewed and information entered into the system. |
MM/DD/YYYY |
N |
N |
|
S |
Reviewed Approved By |
Name of person or party that reviewed the details abstracted into the system. |
Alphanumeric (1000) |
N |
N |
|
T |
Approval Date |
Date the review approval was given. |
MM/DD/YYYY |
N |
N |
Asset Details Tab
The Asset Details tab lists all of the attributes for each asset or property in your portfolio.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
Y |
B |
Property Reference Number |
Unique Identifier for an asset. |
Alphanumeric (1000) |
Y |
Y |
|
C |
Product Category |
Grouping of assets by type. |
See Data Validation Below |
Drop-Down |
Y |
Y |
D |
Asset Type |
Grouping of assets by type. |
See Data Validation Below |
Drop-Down |
Y |
N |
F |
Ownership Type |
Ownership of asset: Leased if access to asset is granted by a lease; Owned if title of ownership exists; Mixed if asset is an operational grouping of multiple asset (i.e., a campus). |
Mixed, Leased, Owned |
Drop-Down |
Y |
N |
F |
Property Address 1 |
Physical address line 1 of asset/property. |
Alphanumeric (1000) |
Y |
N |
|
G |
Property Address 2 |
Physical address line 2 of asset/property. |
Alphanumeric (1000) |
N |
N |
|
H |
Property City |
Physical city of asset/property. |
Alphanumeric (1000) |
Y |
Y |
|
I |
Property Country |
Physical country of asset/property. |
See Data Validation Below |
Drop-Down |
Y |
Y |
J |
Property State/Province |
Physical state or province of asset/property. |
See Data Validation Below |
Drop-Down |
Y |
N |
K |
Property Postal Code |
Physical postal code of asset/property. |
Alphanumeric (1000) |
Y |
Y |
|
L |
Longitude |
Geographic coordinate that specifies the east–west position of a point on the Earth's surface, expressed as a number. Ex: -94.22358 |
Numeric (Total = 9, Precision = 6) Min: -180 Max: 180 |
N |
N |
|
M |
Latitude |
Geographic coordinate that specifies the north–south position of a point on the Earth's surface, expressed as a number. Ex: 36.359023 |
Numeric (Total = 9, Precision = 6) Min: -90 Max: 90 |
N |
N |
|
N |
Primary Use |
Principal use for which a property may be utilized. |
Alphanumeric (1000) |
N |
Y |
|
O |
Secondary Use |
Alternative use for which a property may be utilized that is different than the principal use. |
Alphanumeric (1000) |
N |
N |
|
P |
Primary Use Percentage |
Percentage of property allocated to the Primary Use. |
Field formatted to include % sign |
Numeric (Total = 14, Precision = 4 |
N |
N |
Q |
Secondary Use Percentage |
Percentage of property allocated to the Secondary Use. |
Field formatted to include % sign |
Numeric (Total = 14, Precision = 4 |
N |
N |
R |
Asset Name |
Nickname or short name used to describe asset/property. |
Alphanumeric (1000) |
Y |
N |
|
S |
Business Unit |
Operational group within customer organization primarily used for management reporting. |
Alphanumeric (1000) |
Y |
Y |
|
T |
Entity |
Primary business entity which should match one of the entities listed on Companies Tab. |
Alphanumeric (150) |
Y |
Y |
|
U |
Tax Jurisdiction |
The taxation authority that imposes the tax. An area, city, municipality, county, country with its own distinct regulations for taxation is a tax jurisdiction. |
See Data Validation Below |
Drop-Down |
Y |
N |
V |
Property Status |
State or condition of asset. |
Operational, Archived |
Drop-Down |
Y |
N |
W |
Notes |
Free form field to capture any relevant notes pertaining to the asset. |
Alphanumeric (1000) |
N |
N |
|
X |
Available For Use Date |
Date the asset becomes available for use by the Lessee. This date is used to define the effective dates for factors used in lease classification. |
MM/DD/YYYY |
Y |
Y |
|
Y |
Depreciation Start Date |
The date that assets should begin to depreciate. |
MM/DD/YYYY |
Y |
N |
|
Z |
Fair Market Value |
The price at which the property would change hands between a willing buyer and a willing seller, neither being under any compulsion to buy or to sell and both having reasonable knowledge of relevant facts. |
Numeric (Total = 18, Precision = 2) |
N |
Y |
|
AA |
Cost Center |
Department code asset is assigned to for responsibility/management reporting. |
Alphanumeric (1000) |
N |
Y |
|
AB |
GL Code |
GL Coding Convention ruleset that maps to the series of account codes where accounting transactions are recorded for this asset. |
During GL Configuration in LeaseAccelerator core accounting system; Settings: Ledger Number: Set of Books Edit: GL Code (Coding Convention) |
Alphanumeric (1000) |
N |
Y |
AC |
Asset User |
Name of employee with custodial responsibility. |
Must include a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
N |
AD |
Asset User Company |
Name of the company the Asset User is assigned to. |
Alphanumeric (1000) |
Y |
N |
|
AE |
Asset Owner |
Name of employee responsible from organization/fiduciary perspective. |
Must include a two part name; first last, separated by blank space |
Alphanumeric (1000) |
Y |
Y |
AF |
Asset Owner Company |
Name of the company the Asset Owner is assigned to. |
Alphanumeric (1000) |
Y |
N |
|
AG |
Zoning |
Refers to municipal or local laws or regulations that dictate how real property can and cannot be used in certain geographic areas. |
See Data Validation Below |
Drop-Down |
N |
N |
AH |
Building Area |
The sum of the floor area of all floors in a building. |
Numeric |
N |
N |
|
AI |
Building Area UOM |
The unit of measure used to identify the building area. |
Sqft, sqm |
Drop-Down |
N |
N |
AJ |
Land Area |
The area of ground of a particular asset. |
Numeric |
N |
N |
|
AK |
Land Area UOM |
The unit of measure used to identify the land area. |
Sqft, sqm |
Drop-Down |
N |
N |
AL |
Rentable Area |
Refers to the usable space, plus a proportional share of common areas of the building, such as the main lobby, elevator lobbies and hallways, and bathrooms that are outside a tenant’s leased space and available for use by other tenants, etc. |
Numeric |
N |
N |
|
AM |
Rentable Area UOM |
The unit of measure used to identify the rentable area. |
Sqft, sqm |
Drop-Down |
N |
N |
AN |
Usable Area |
Includes the specific area the tenant will occupy in order to do business. For a partial-floor lease, this includes all office space plus any storage or private restrooms. |
Numeric |
N |
N |
|
AO |
Usable Area UOM |
The unit of measure used to identify the usable area. |
Sqft, sqm |
Drop-Down |
N |
N |
AP |
Occupied |
Is the property currently occupied? |
Yes, No |
Drop-Down |
N |
N |
AQ |
Single/Multi-Tenant |
Is the property multi-tenant? A No selection means the property is Single Tenant. |
Yes, No |
Drop-Down |
N |
N |
AR |
FTE Headcount |
The number of Full Time Equivalent employees at the property. |
Alphanumeric (1000) |
N |
N |
|
AS |
FTE Capacity |
The maximum number of Full Time Equivalent employees that may use the property at a single time. |
Alphanumeric (1000) |
N |
N |
Reviews Tab
Reviews are the mechanism for recording payments and changes to payments for a contract.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
This field MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
Y |
B |
Review Number |
All reviews for a contract must have a review number, multiple rows with the same number allow changing of multiple costs via the same review within Real Estate Manager. |
Numbering should reflect the order that the reviews occur on the lease. |
Numeric |
Y |
Y |
C |
Review Date |
The date which the review is effective. |
MM/DD/YYYY |
Y |
Y |
|
D |
Review Type |
Indicates the type of review or change in payment. Fixed Amount = based on fixed payment schedule, Fixed % = based on interest rate or index basis, Market = based on evaluation of current market, or CPI = based on a change in the Consumer Price Index. |
Fixed Amount Review, Fixed % Review, Market Review, CPI Review |
Drop-Down |
Y |
Y |
E |
Start of Payment Period |
The date which begins the payment period. |
MM/DD/YYYY |
Y |
Y |
|
F |
End of Payment Period |
The date which ends the payment period. |
MM/DD/YYYY |
Y |
Y |
|
G |
Minimum Percentage Increase |
Field formatted to include % sign |
Numeric (Total = 14, Precision = 4 |
N |
N |
|
H |
Maximum Percentage Increase |
Field formatted to include % sign |
Numeric (Total = 14, Precision = 4 |
N |
N |
|
I |
Fixed Percent |
Indicates the fixed percentage. |
If Review Type = "Fixed % Review" this field is required. Field formatted to include % sign. |
Numeric (Total = 14, Precision = 4 |
Y |
N |
J |
Cost Name |
Identifies specific cost name when multiple costs in the same cost category exists. |
If multiple costs for the same cost category exist on the same review (review number) for a contract they require distinct names. |
Alphanumeric (1000) |
Y |
Y |
K |
Property Reference Number |
Unique identifier for an asset. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE ASSET DETAILS TAB |
Alphanumeric (1000) |
Y |
N |
L |
Cost Group |
A way to bundle similar cost categories together, primarily for reporting purposes. |
Must match a configured Cost Group within your environment. |
Alphanumeric (1000) |
Y |
N |
M |
Cost Category |
A grouping of similar cost types. |
Must match a configured Cost Category within your environment. |
Alphanumeric (1000) |
Y |
Y |
N |
Jurisdiction |
The taxation authority that imposes the tax. An area, city, municipality, county, country with its own distinct regulations for taxation is a tax jurisdiction. |
See Data Validation Below |
Drop-Down |
Y |
N |
O |
Tax Rate Name |
Identifies the name of the tax rate used in the specified tax jurisdiction. |
See Data Validation Below |
Drop-Down |
Y |
N |
P |
Payment Base |
Payment amount before any taxes are applied. |
Payment amounts are required for Fixed Amount or Actioned Reviews |
Numeric (Total = 18, Precision =2) |
Y |
N |
Q |
Payment Tax |
Total amount calculated when tax rate is applied to the payment base. |
Payment amounts are required for Fixed Amount type reviews or for Actioned Reviews |
Numeric (Total = 18, Precision =2) |
Y |
N |
R |
P.A. Ex Tax |
Field used to note PA amounts that are different to annualized periodic payments due to rounding. |
Payment Base multiplied by number of payments per year. |
Numeric (Total = 18, Precision =2) |
Y |
N |
S |
Repayment Mode |
Indicates if payment is made before or after payment period. |
Advance, Arrears |
Drop-Down |
Y |
N |
T |
Payment Frequency |
Periodic nature of payments – monthly, quarterly, bi-monthly, annual, bi-annual, etc. |
See Data Validation Below |
Drop-Down |
Y |
N |
U |
Review State |
Indicates the status of a particular review. |
Pending, Actioned |
Drop-Down |
Y |
Y |
V |
Notes |
Free form field to capture any relevant notes pertaining to the review. |
Alphanumeric (1000) |
N |
N |
|
W |
CPI Region |
The Consumer Price Index (CPI) is a measure that examines the weighted average of prices of goods and varies by region. This value must match a configured CPI Region within your environment. This field is required for CPI Reviews only. |
See Data Validation Below |
Drop-Down |
Y |
N |
X |
Estimated Percent |
Estimated percentage increase of CPI. |
Field formatted to include % sign |
Numeric (Total = 18, Precision =2) |
N |
N |
Y |
Generate Invoices |
This prompts the system, upon bulk import of leases via the REPIW, to generate representations of recurring invoices that will be used when creating and processing invoice batches for A/P export. |
True, False – if blank, defaults to False |
Drop-Down |
N |
N |
Guarantees Tab
A Guarantee is an agreement by an entity (or person) who is not a party to a lease, to guaranty the performance of the tenant under the lease. Often, the guaranteeing party (guarantor), is an owner of the business (such as in a small retail establishment).
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
Y |
B |
Guarantee Type |
Identifies the type of Guarantee being entered. |
See Data Validation Below |
Drop-Down |
Y |
N |
C |
Amount |
Monetary amount of guarantee |
Numeric (Total = 18, Precision =2) |
Y |
N |
|
D |
Guarantor |
Person or organization that guarantees the asset or payments. |
Alphanumeric (1000) |
Y |
N |
Renewal Options Tab
Renewal options for contracts.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
Y |
B |
Option Name |
Unique name of specific option. |
Alphanumeric (1000) |
Y |
Y |
|
C |
Option Status |
Execution status of option. |
Exercised, In Progress, Pending |
Drop-Down |
Y |
Y |
D |
Option Start Date |
First day of option period. |
MM/DD/YYYY |
Y |
N |
|
E |
Option End Date |
Last day of option period. Required if you have more than one renewal option per contract. |
MM/DD/YYYY |
Y |
N |
|
F |
Earliest Exercise Date |
Earliest date when option may be exercised. |
MM/DD/YYYY |
N |
N |
|
G |
Latest Exercise Date |
Latest date when option may be exercised. |
MM/DD/YYYY |
N |
N |
|
H |
Option Notes |
Free form field to capture any relevant notes pertaining to the option. |
Alphanumeric (4000) |
N |
N |
Costs and Incentives Tab
Any initial costs or incentives related to contracts in the Contract tab.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
Y |
B |
CAI Payment Type |
Identifies between incentives, make good costs and initial direct costs. |
Incentive, MakeGood, InitialCost |
Drop-Down |
Y |
Y |
C |
CAI Payment Sub Type |
A subset of cost/incentive types based on initial type. |
See Data Validation Below |
Drop-Down |
Y |
Y |
D |
CAI Date |
Date when monies are paid or are due for cost/incentive. |
MM/DD/YYYY |
Y |
Y |
|
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
E |
CAI Description |
Free form field to capture a description or notes on the specific incentive, make good cost or initial direct cost. |
Alphanumeric (255) |
Y |
Y |
|
F |
CAI Amount |
Monetary amount of cost/incentive. |
Numeric (Total = 18, Precision =2) |
Y |
N |
Clauses Tab
A contract clause is a specific provision or section within a written contract. Each clause in a contract addresses a specific aspect related to the overall subject matter of the agreement. Contract clauses are aimed at clearly defining the duties, rights and privileges that each party has under the contract terms. Important clauses abstracted from contracts, if a clause type is not already configured in a customer’s system it will be added as part of import.
LeaseAccelerator’s Real Estate Portfolio Manager offers a set of pre-defined contract clauses that include the most common clauses in most real estate contracts, both payable and receivable. These may apply to some or all of your contract types and are configured separately for each contract type.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Contract Reference Number |
Unique identifier for a contract. |
This field MUST MATCH EXACTLY WITH THE SAME VALUE ON THE CONTRACT TAB |
Alphanumeric (1000) |
Y |
N |
B |
Clause Category |
Grouping of clauses with similar attributes. |
Alphanumeric (255) |
Y |
N |
|
C |
Clause Name |
Clause name as specified in contract. |
Alphanumeric (255) |
Y |
N |
|
D |
Clause Section |
Section in the contract. |
Alphanumeric (255) |
Y |
N |
|
E |
Earliest Key Date |
Earliest date of any activity for the clause. |
MM/DD/YYYY |
N |
N |
|
F |
Latest Key Date |
Latest date of any activity for the clause. |
MM/DD/YYYY |
N |
N |
|
G |
Reminder Key Date |
Applicable if clause has any reminders. |
MM/DD/YYYY |
N |
N |
|
H |
Document Name |
Name of the clause document or contract. |
Alphanumeric (255) |
N |
N |
|
I |
Document Page Number |
Specific page number for clause language. |
Numeric |
N |
N |
|
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
J |
Document PDF Page Number |
Specific page number in any PDF document for clause language. |
Numeric |
N |
N |
|
K |
Clause Text |
Exact clause language from contract. |
Alphanumeric (16000) |
N |
N |
|
L |
Clause Interpretation |
Common interpretation of the clause language. |
Alphanumeric (16000) |
Y |
N |
|
M |
Relevant Percentage |
If clause applies to only a percentage of the asset. |
Field formatted to include % sign. |
Numeric (Total = 14, Precision = 4 |
N |
N |
N |
Relevant Year |
If clause only applies during a certain year. |
Numeric |
N |
N |
|
O |
Relevant Area |
If clause applies to only a certain area of the asset. |
Numeric |
N |
N |
|
P |
Amount Payable |
If clause has any relevant payment amounts. |
Numeric (Total = 18, Precision =2) |
N |
N |
|
Q |
Payable To |
If clause has payments made to another party. |
Alphanumeric (1000) |
N |
N |
|
R |
Amount Receivable |
If clause has payment received. |
Numeric (Total = 18, Precision =2) |
N |
N |
|
S |
Receivable From |
If clause has payment received to another party. |
Alphanumeric (1000) |
N |
N |
Apportionments Tab
Apportionments are splits by cost category back to cost centers on a per asset basis.
Column |
Field Name |
Description |
Validation/Valid Values |
Format |
Req’d for System Import |
Req’d for Accounting |
|---|---|---|---|---|---|---|
A |
Property Reference Number |
Unique identifier for an asset. |
MUST MATCH EXACTLY WITH THE SAME VALUE ON THE ASSET DETAILS TAB |
Alphanumeric (1000) |
Y |
Y |
B |
Costcenter Division |
Departments within an organization that typically have a budget. |
Alphanumeric (1000) |
Y |
Y |
|
C |
Costcenter Subdivision |
Another sublevel of a department that typically has a budget. |
Alphanumeric (1000) |
Y |
Y |
|
D |
Split Percentage |
Percentage of allocation split between Divisions and/or Subdivisions |
Field formatted to include % sign. Must total 100% for asset. |
Numeric (Total = 14, Precision = 4 |
Y |
Y |