Applications
"We’ve been able to reduce the amount of reconfigurations and reduced the cost of leasing…as a result of the management tools that ARCHIBUS provides. In one location we’re looking at (savings of) about $320,000 a year and another location was $269,000 a year. Management is very happy with ARCHIBUS."
- Darrell Holmes
- Director of Corporate Workspace Strategy, Analysis and Planning
- Constellation Energy
User Overview: Cost Chargeback & Invoicing
The ARCHIBUS Cost Chargeback & Invoicing application is designed to allocate occupancy costs to internal departments, cost centers, or tenants, and track invoices / payments. It provides lease administrators with a centralized, Web-based solution to reduce the time and effort in effectively executing chargeback and invoicing/receivable processes.
The application enables users to easily charge back costs, issue invoices, and track receivables using an intuitive, wizard-based interface. This easy-to-deploy application also helps reduce processing errors, particularly during times of peak activity, and provides consolidated managerial reports in a single click.
Feature:
Chargeback Wizard allows users to intuitively allocate costs to internal cost centers and/or tenants.
Benefit:
Reduces administrative overhead cost and errors, as well as enables better alignment of real estate expenses to the organizational missions they support. These benefits are achieved by streamlining and automating the chargeback and roll-up processes to assign costs to their real owner.
For example, maintenance costs for a lease can be divided among the departments covered by the lease based on their area usage.
The top section of the wizard allows the user to search for approved costs to be charged back. The lower part of the wizard supports the following four step process:
-
GENERATE the chargeback according to predefined rules
-
IDENTIFY EXCEPTIONS and address potential problems or fix errors
-
APPROVE the automatically created chargeback costs
- VIEW the APPROVED chargeback costs
Feature:
Manage Lease Chargeback Agreements
Benefit:
Saves administrative time allocated to adjusting chargeback costs according to specific lease agreement terms.
The Define Lease Agreement View enables the user to define unique terms by lease. These terms can then be incorporated into the chargeback process. For example, if a tenant signed a lease that included a provision for paying a fixed amount for electricity, the application will automatically generate the fixed amount to be paid by that tenant regardless of the actual electricity costs.
With the Manage Lease Chargeback Agreements feature users can define a percentage charge (of the original amount), fixed amount, no charge, and/or lower cap restrictions.
Feature:
Invoicing Wizard
Benefit:
Reduces the administrative overhead of managing the invoicing process and tracking payments on invoices.
The wizard supports the following four step process:
- ASSIGN COSTS to new or existing invoices
- ISSUE the invoices (send it to the recipient) once approved
- MANAGE the payments on the open invoices
- VIEW the CLOSED invoices
Feature:
Accounts Receivable report that tracks the current balance for each invoice recipient
Benefit:
Provides an accessible, consolidated view of accounts receivable for better tracking of account balances for each Payer. The report enables drill-down to the specific payments for increased transparency into the cost process..
Feature:
Manage Prepayments feature for occasions when an invoice payment exceeds the invoice balance or for payments that were made before issuing an invoice
Benefit:
This feature allows the user to seamlessly track, report, and manage overpayments on invoices (when the amount paid is greater than the invoice balance), and advance payments. This functionality helps minimize costly errors, particularly during periods of peak activity.
Feature:
View Invoice Details report
Benefit:
Enables the user to view details for any invoice in one location. The report provides accurate and actionable information such as due date, terms, contacts, associated costs and payments, and more. This report provides easy and intuitive monitoring and follow-up capabilities on invoices and payments.
Feature:
View Actual Costs by Lease, Business Unit, Building or Property
Benefit:
The View Actual Costs by Lease, Business Unit, Building or Property feature enables the user to view the total Real Estate-related costs associated with these entities. These costs reflect costs that were directly allocated, as well as costs that were rolled up or charged back. This visibility can help improve portfolio related decision making to support the organizational mission.
