Based on the portfolio item you selected on the Action and Type tab, the Add/Edit Wizard presents the Building, Structure, or Land tab. Use these tabs to enter or edit location information, and information for the ownership transaction if the building, structure or land is owned.
Note: To have the portfolio item appear in the drill-down selections lists in the Portfolio Management and Lease Portfolio applications, you must enter the Country, State, and City Codes. For example, the item will not be shown in the Manage Buildings / Structures / Land by Location task if you do not enter this geographic information.
Note: To have portfolio items appear in all key performance indicator charts grouped by geographic location, you should develop the entire space hierarchy to generate all charts. That is, you should enter the Country, Region, State, City, and Site Codes.
Note: The City and State Codes are used along with the complete street address to place the portfolio item on the map. Enter full words rather than abbreviations for the address. For example, enter "Street", not "St."
This topic has the following sections:
When using the Add/Edit Wizard, to access the tabs for buildings, structures, or land, you first choose the desired option from the drop-down list:
The Wizard will then display the tab appropriate to the type of item you are entering.
Access the Add/Edit Wizard from:
Note: When you are using the Archibus Enhanced Global Feature Set, the Add/Edit building, structure or land cost fields (such as, Value - Book, Value - Market) are shown using your User Default Currency. These cost fields exclude VAT costs as these costs are used for internal financial analysis for which VAT is not relevant. The view shows area fields using the unit of measure (Metric or Imperial) indicated by the User Display Units of Measure field entered in your User Profile.
Note: When you are using the Archibus Enhanced Global Feature Set, you enter costs fields in the Budget Currency. If your User Default Currency matches the Budget Currency, you are able to edit cost fields. Otherwise, cost fields are read-only.
To enter a building
| Building Code | This is a unique identifier for the building. |
| Building Name | Enter a unique name to identify the building. If you are entering a building that is associated with a property, enter a different name for the property and for the building. This ensures that these items are displayed correctly in the drill-down selection lists. For example, use 'JFK1 (BL)' and 'JFK1 (PR)' instead of just 'JFK', so that the property and its buildings are distinguished. |
| Building Photo | Select an image to include it in reports, such as the Leases and Suites by Buildings or Leases by Structures / Land reports (Portfolio Management application), or the Building / Structure / Land / Lease Details reports (Lease Administration application). The Building Photo field becomes active after you save the building record. See Adding Photos to a Property or Building. |
Country Code | To have the building appear in KPI charts grouped by location, enter this geographic information for the building. |
| Address 1 | Enter the complete street address, for example, 18 Tremont Street. Enter full words rather than abbreviations for the address. For example, enter "Street", not "St." The application uses the Address 1 field (along with the City Code and State Code) to calculate the longitude and latitude for a building, so that you can see it on map views. |
| Address 2 | Optionally, enter any additional address information in the Address 2 field. Address 2 is used to place the item on the map only if Address 1 is left blank. |
| Value Market / Value - Book | These fields are summed for geographic locations, and are shown in dashboard key performance indicator charts that help you look for profit opportunities in your current portfolio. The Property and Building Benchmarks report provides the minimum, maximum, and average for these values for the properties included in the report. |
| Date - Book Value Assessed | Enter the date the book value was determined to help you evaluate if the book value needs updating. |
| Date - Market Value Assessed | Enter the date the market value was determined to help you evaluate if the market value needs updating |
| Building Use | Choose a value from the drop-down list to describe how the building is used (for example, office space, mixed use, hotel). This field is handy for sorting the records of building reports, such as the Building Abstract report. It also can be used as part of the Energy Star building performance rating system managed by the EPA. |
Building Occupancy Max. Bldg. Occupancy | Complete these fields with the current and maximum building occupancy. These values are used in calculations; for example they are used to calculate the Occupancy Rate for the building shown in the Property Abstract report. If you are leasing out some areas of a building, the Building Occupancy number should include the headcount for both the areas you are leasing and the areas you are occupying. That is, the Building Occupancy number should include both the Emp. Headcount as well as the occupancy of any leased and subleased areas of the building. Entering the number in this way ensures that calculations, such as the Vacancy Rate in the Global Portfolio Dashboard, more accurately reflect the building's capacity . |
| Cost Per Area | Use this field to record the cost of 1 square meter or 1 square foot of the building (depending on the area measurement standard you are using). Typically, an accountant in your organization will determine the cost of one square foot of area and provide you with this figure. This cost figure can be derived from a combination of the cost of rent, construction, maintenance, building insurance, and other factors. The Cost Per Area is used to calculate the Cost Per Employee benchmark shown in the Building Abstract report. |
| Account Code | Select the account to which to bill expenses for this building by choosing a value from the validating Accounts table. You can filter some reports to show costs for specific accounts. |
| Property Code | Select the property if the building is associated with one, or if you are entering information for land or a structure. |
| Postal Code | Enter the postal code. The postal code appears in some reports, such as the View Buildings by Building Status report. You can sort this report by Postal Code. |
| Date Built Date of Rehab | These dates are included in some reports, such as the Building Abstract and Building Details reports. |
| Comments | Enter a brief description of the building location, condition, amenities, or dates of any renovations or modifications. |
| Number of Floors | Complete this field with the number of floors in the building. This value is not calculated by the system and can differ from the number of Floor records assigned to this building. |
| Construction Type | Choose a value from the drop-down list to describe the building’s general construction material (wood, concrete, block, brick). |
| Building Contact Contact Phone | Use these fields to document the party to contact concerning the building. For example, you can enter the facility manager in charge of this building; if you lease the building, you might enter the landlord’s name. You can review contacts using the Building by Contact report. |
Once you enter all your building information, you can review it using he Building Abstract Report. Some calculations presented by this report require that you document how space in the building is used by working with the Building Performance process.
When you add structure or land, you are adding a new property.
To enter information for structures or land:
| Field | Description |
|---|---|
| Property Code | Enter a unique identifier for the structure or land. |
| Property Name |
Enter a property a name to help identify the property. If you are entering a property that has buildings associated with it, enter a different name for the property and for the building. This ensures that these items are displayed correctly in the drill-down selection lists. For example, use 'JFK1 (BL)' and 'JFK1 (PR)', instead of just 'JFK', to distinguish the property and its buildings. |
| Country Region State County City Site |
Complete these fields with values from the validating lists. The county can be important to have for recording taxes.
|
| Address 1 | Enter the complete street address, for example, 18 Tremont Street. Enter full words rather than abbreviations for the address. For example, enter "Street", not "St." |
| Address 2: |
Optionally, enter any additional address information in the Address 2 field. Address 2 is used to place the item on the map only if Address 1 is left blank. |
| Value Market Value - Book |
These fields are summed for geographic locations, and are shown in dashboard key performance indicator charts that help you look for profit opportunities in your current portfolio. The Property and Building Benchmarks report provides the minimum, maximum, and average for these values for the properties included in the report. |
| Date - Book Value Assessed |
Enter the date the book value was determined to help you evaluate if the book value needs updating. |
| Date - Market Value Assessed |
Enter the date the market value was determined to help you evaluate if the market value needs updating. |
| Property Occupancy |
Enter the number of people who work in the buildings on this property. The Property Occupancy value is used in the Property Summary and Property and Building Benchmark reports to calculate benchmarks, such as the Yearly Income per Occupant. |
| Primary Contact Secondary Contact |
Enter primary and secondary contact information for this property. You can review these properties using the Properties by Primary Contact Report. |
| Area Manual | Enter the number of acres this property occupies. For land, you can view the estimated area by geographical location in key performance indicator charts. |
| Area Bldg. Est. Rentable | Complete this field with an estimate of the rentable areas in all buildings located on this property. This area is summed for all properties included in the Property and Building Benchmarks and Property Abstracts reports. |
| Property Use | Choose a value from the drop-down list to describe how the property is used (office space, mixed use, hotel). Property Use is shown in property financial reports to help you evaluate property financial data by the property's use. |
| Description: | A brief description that identifies the structure or land. |
| Postal Code | Enter the postal code. |
| Comments | Enter a brief description of the property location, condition, amenities, or dates of any renovations or modifications. |
| Property Photo |
Select an image to include it in reports, such as the Leases and Suites by Buildings or Leases by Structures / Land reports (Portfolio Management application), or the Building / Structure / Land / Lease Details reports (Lease Administration application). The Property Photo field becomes active after you save the property record. See Adding Photos to a Property or Building later in this topic. |
| Percent Owned |
Enter the percentage of the property owned by your organization. |
| Zoning Type |
Enter the zoning of this property by choosing a value from the drop-down list. |
| Property Fronts On | Document the area that the property faces, such as Ocean, River, or Road. |
| # of Parking Spaces | Enter the number of parking spaces this property has. This value is shown in the Amenities by Property report. |
| Services Used | Enter the municipal services that the property requires, such as Sewer, Water, Electric, and Gas. |
| Airport Name / Highway Name |
Enter the name of the nearest airport and highway. This information is important to brokers trying to sell or lease a property |
| Airport Distance / Highway Distance | Use these fields to record the distance of the nearest airport and highway from the property. This information is important to brokers trying to sell or lease a property. |
| Vicinity Type | Document the area in which the property is located, such as Suburban Office Park, Industrial, Wharf, or Downtown Office. |
| Account Code |
Select the account to which to bill expenses related to this property by choosing a value from the validating Accounts table. |
Once you enter all your property information, you can review it using the Property Abstract Report. Some calculations presented by this report require that you document how space is used by working with the Building Performance process.
If you selected Own as the Ownership Type on the Ownership tab, the Building, Structure, or Land tabs have an Ownership Transaction section.
To enter ownership information:
| Field | Description |
|---|---|
| Transaction Status | Choose a value from the list. Select Owned, Pipeline, or Disposed to indicate whether the portfolio item is active or not. Key performance indicator charts show your total building estimated area broken down by availability.
|
Purchasing Price Selling Price | These fields are used to calculate the sum of purchasing costs minus the sum of selling costs for real estate transactions for the month. This calculation is shown in the Net Capital Cash Flow key performance indicator charts. |
Date Purchased Date Sold | These dates are used when generating Net Capital cash Flow charts. Also, the area associated with the portfolio item will be counted only for the period it is owned. |
| Description | Enter a brief description of the ownership transaction. |
| Comments | Enter any comments about the ownership transaction |
If you have ownership changes, you need to update the data. See change ownership of a building, structure, or land.
After saving information for a building, structure, or land, you can associate a photo with the record. This photo is used in reports, such as the Leases and Suites by Buildings or Leases by Structures / Land reports (Portfolio Management application), or the Building / Structure / Land/ or Lease Details reports (Lease Administration application).
If your company uses the Archibus Space Book mobile app, you can complete the Building Photo field with the name of a bitmap image representing the building. The Space Book app will include this image in building lists that it presents
To add a photo:
next to the Property or Building Photo field. The Check In New Document dialog box appears.
The Check In New Document dialog box appears. The name Archibus uses to store the file appears under the Browse button. See Using the Document Management System.
Do one of the following:
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