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Company Administration - Part IV Manage Budget: Categories, Line Items, Line Item Attributes, Columns, and Templates

Manage Lease: Critical-Issue Types/Questions and Lease Sets

Accruent 8.0 Administrator’s Guide »

Accruent Confidential and Proprietary, Copyright © 2012

Accruent Confidential and Proprietary, Copyright 2012.

This material contains confidential information that is proprietary to, and the property of, Accruent, LLC. Any unauthorized use, duplication or disclosure of this material, in whole or in part, is prohibited.

No part of this publication may be reproduced, recorded, or stored in a retrieval system or transmitted in any form or by any means—whether electronic, mechanical, photographic, or otherwise—without the written permission of Accruent, LLC.

The material in this manual is subject to change without notice and is provided “AS IS”.

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Table of Contents

Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved. i

Table of Contents GENERAL INFORMATION

8.0 Updates ............................................................................................................................................... 1

Guide Overview ........................................................................................................................................ 2

Important Tip! ....................................................................................................................................... 3

Accruent 8 ................................................................................................................................................. 3

The System-Administrator Dashboard .................................................................................................... 4

COMPANY ADMINISTRATION

General Information ................................................................................................................................. 7

BUDGET ADMINISTRATION

General Information ............................................................................................................................... 10

MANAGE BUDGET CATEGORIES


Procedures

Add, Edit, or Delete a Budget Category ............................................................................................. 13

Add, Edit, or Delete a Budget Sub-Category ...................................................................................... 21

Set Up Budget Category/ Sub-Category Alerts ................................................................................... 29

MANAGE BUDGET LINE ITEMS


Procedures

Add, Edit, or Delete a Budget Line Item ............................................................................................. 31

Set Up Budget Line-Item Alerts ........................................................................................................... 43

De-Activate or Activate a Budget Line Item ........................................................................................ 43

Add, Edit, or Delete Line-Item Attributes .......................................................................................... 45

Activate or De-activate a Line-Item Attribute ................................................................................... 48

Add, Edit, or Delete a “Cost Level”...................................................................................................... 50

Add, Edit, or Delete an Expense Type ................................................................................................. 53

Table of Contents Accruent Administrator’s Guide (V8.0): Company Administration – Part IV

ii Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.

Table of Contents COMPANY ADMINISTRATION

BUDGET ADMINISTRATION (CONT.)

MANAGE COLUMNS


Procedures

Add. Edit, or Delete a Budget Column ................................................................................................ 57

Re-Arrange Budget-Column Order ...................................................................................................... 64

MANAGE BUDGET TEMPLATES


Procedures

Create, Edit, or Delete a Budget Template ......................................................................................... 65

Create a Budget-Template Layout ...................................................................................................... 68

Edit a Budget-Template Layout ........................................................................................................... 77

LEASE MANAGEMENT


Procedures

Create, Edit, or Delete a Critical-Issue Type........................................................................................ 98

Activate or De-activate a Critical-Issue Type .................................................................................... 101

Add, Edit, Re-Position, or Delete a Critical-Issue Question .............................................................. 102

Add, Edit, or Delete a Lease Set ........................................................................................................ 114

APPENDIX

Appendix A: Additional Critical-Issue-Question Examples ................................................................ 119

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV 8.0 Updates

Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved. 1

8.0 Updates The 8.0 update (indicated in blue text) for this guide is:

■ In the “Add a Budget Column” procedure on pg. 58: The Add Budget Column pane has a new checkbox: Track Planning Component, that you can check if you want that column to be used for populating the Actual Capital Expenditure field in the Market Planning application.

However, any other revisions (indicated in blue text) are Accruent enhancements and/or additional information.

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Administration


Guide Overview This guide includes the following information.

GUIDE OVERVIEW

Accruent 8 (Pg. 3) A brief description of the Accruent suite

The System-Administrator Dashboard (Pg. 4)

Shows the main components of the system-administrator dashboard and lists the various administrative functions for managing:

■ Company

■ Program

■ Member

■ Project

■ Folder

■ Prototype

■ Dashboard

■ Lease

… information and related user-defined fields.

Company Administration – Part IV (Pg. 7)

States the administrative procedures for:

■ Managing/configuring: (Pg. 10)

– Budget categories and sub-categories

– Budget line items and affiliated attributes

– Budget templates (including column information)

■ Entering critical-issue types and questions and creating lease sets. (Pg. 97)

Appendix A: Additional Critical-Issue-Question Examples (Pg. 119)

Shows examples of critical-issue questions and answers.

Budget Administration Accruent Administrator’s Guide (V8.0): Company Administration – Part IV


IMPORTANT TIP!

If you are viewing this document in Adobe Acrobat or Adobe Reader:

When you click on a cross-reference (red linked number and word) to navigate to a

referenced page, click the Back arrow (in the top Adobe toolbar or at the

bottom of the screen next to the Adobe document page numbers) to return to the

page you were previously viewing.

Accruent 8 Accruent 8 is a Web-enabled, end-to-end, real estate ERP suite that lets retailers manage their assets—in one place, in real time.1

Namely, retailers can:

■ Manage site selection, design and construction, and facility maintenance.

■ Centralize all documents, schedules, and issues. ■ Use built-in reporting tools to create and analyze asset data.

1 ERP means enterprise resource planning.

General Information Accruent Administrator’s Guide (8.0) – Company Administration/Part IV

4 Proprietary and Confidential © Copyright 2010; Accruent, Inc. All Rights Reserved.

The System-Administrator Dashboard

System-Administrator Dashboard



On the System-Administrator Dashboard, you can manage:

■ Company (i.e., general information, templates, milestones, forms, custom lists, panels, form flows, workflows, parts/inventory, tasks’ custom-email notification, budget administration, user-defined fields, lease management [i.e., lease sets and critical-issue types/questions]— and maintenance tasks [i.e., entities/competitors geocoding, schedule-date adjustments, LDAP import configuration, LDAP-user import, bulk-form uploads, field-audit and audit-table management, checking the environment [to see what’s running], cache management, and configuration-object transfer between environments])

■ Program ■ Member ■ Project ■ Folder ■ Prototype ■ Dashboard ■ Lease

…administration information and associated user-defined fields.

What do you want to do? 2

■ Manage company information (see pg. 7).

NOTE: Company information is the first information you should enter/ configure.

■ Manage program information (see the Accruent Administrator’s Guide: Program Administration).

■ Manage member/contact information (see Accruent Administrator’s Guide: Member Administration).

■ Manage project information (see the Accruent Administrator’s Guide: Project Administration).

■ Manage folder information (see the Accruent Administrator’s Guide: Folder Administration).

■ Manage prototype information (see the Accruent Administrator’s Guide: Prototype Administration).

2 For general information about the Accruent suite, its configuration elements/drivers, requested documents/ deliverables, the administrator’s responsibilities, and Accruent’s Entity Set-Up Wizard, see the Accruent Administrator’s Guide: General Information, Entity Set-Up Wizard, and System-Administration Reports.



■ Manage dashboard information (see the Accruent Administrator’s Guide: Dashboard Administration).

■ Manage lease information (see the Accruent Administrator’s Guide: Lease Administration).

(For general information about:

■ The Accruent suite

■ Its configuration elements/drivers

■ Requested documents/deliverables

■ The administrator’s responsibilities

■ Accruent’s Entity Set-up Wizard

■ System-administration reports

…see the Accruent Administrator’s Guide: General Information, the Entity Set-Up Wizard, and System-Administration Reports.)



Company Administration

The Company Administration section of the System-Administrator Dashboard

In the Company Administration section of the dashboard, you can enter:

■ General company information

■ Budget-administration, and lease-management, information3

■ Associated user-defined fields

…and set up:

3 Regarding lease management, you can manage critical-issue types, critical-issue questions, and lease sets.



■ Schedule/task templates

■ The milestone timeline

■ Binder templates

■ Forms (sometimes called “issues”)

■ Custom lists

■ Panels

■ Formflows and workflows

■ The custom spelling dictionary

■ Parts-and-inventory information

■ A custom-email notification for project-schedule tasks

…as well as perform maintenance tasks, such as:

■ View geocode entities and competitors.

■ Run schedule-date adjustments.

■ Configure the LDAP import.

■ Import LDAP users.

■ Manage field audits.

■ Upload forms, in bulk.

■ Manage audit tables.

■ Check environment.

■ Manage caches.

■ Transfer configuration objects between environs (e.g., from “test” to “production”).



What do you want to do?

■ To manage:

■ Company budget administration, see pg. 10.

■ Lease management, see pg. 97.

■ To check the environment, run schedule-date adjustments, upload forms in bulk, transfer configuration objects— or manage/configure:

■ Company information

■ The milestone timeline

■ Schedule/binder templates

■ Parts/inventory

■ A custom-email notification for project-schedule tasks

■ Related user-defined fields

■ LDAP import

■ Import of LDAP users

■ Audit tables

■ Caches

…see the Accruent Administrator’s Guide: Company Administration – Part I.

■ To manage forms (i.e., issues), custom lists, and panels: See the Accruent Administrator’s Guide: Company Administration – Part II.

■ To manage formflows and workflows: See the Accruent Administrator’s Guide: Company Administration – Part III.

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Administration


Budget Administration

The Budget Administration section within Company Administration

(on the system-administrator dashboard)



In the Budget Administration section (under Company Administration), you can:

■ Manage budget categories (and sub-categories).

■ Manage budget line items (and line-item attributes).

■ Manage the column information to be included in budget-templates.

■ Manage budget templates.


■ Manage budget categories, see pg. 12.

■ Manage line items and line-item attribute codes, see pg. 31.

■ Manage budget-column information, see pg. 57.

■ Manage budget templates, see pg. 65.

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Admin/Manage Budget Categories


Manage Budget Categories Through the Manage Budget Categories link (see pg. 10), you can manage budget categories and sub-categories.

Budget-category and sub-category examples could be:

Budget Categories Budget Sub-Categories

General Contractors • Masonry

• Metals

• Concrete

• Wood

• Doors/Windows

• Finishing

Signage • Interior • Exterior

Investment Costs • Land/Lease • Improvements/ Other

Pre-Construction • Site Preparation

Travel Allowances • Airfare • Hotel

Consultant • Design • Construction

Grand Opening • Catering

• Music

• Misc. Supplies

You can also send a budget category (or sub-category)—alert to certain individuals if you change any current information (i.e., its current requisite information).


■ Add, edit, or delete a budget category (see pg. 13).

■ Add, edit, or delete a budget sub-category (see pg. 22).

■ Set up alerts to be sent to selected team participants/affiliates when budget-amount changes/additions are made (on the “user” side of the Accruent suite) to a budget category or sub-category (see pg. 29).

Budget Admin/Manage Budget Categories Accruent Administrator’s Guide (V8.0): Company Administration – Part IV


Add, Edit, or Delete a Budget Category

To add, edit, or delete a budget category:

1. Click the Manage Budget Categories link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Categories tab appears.

Manage Budget Categories tab

2. To:

■ Add a budget category, see below.

■ Edit a budget category, see pg. 20.

■ Delete a budget category, see pg. 21.

ADD A BUDGET CATEGORY

To add a budget category: 4

1. Click the Add button on the Manage Budget Categories tab (above). The Add Budget Category pane appears (in a separate window).

Add Budget Category pane (for the primary budget category)

Continued on next page

4 There is no restriction on the number of budget categories you can add to a particular budget.



Add, Edit, or Delete a Budget

ADD A BUDGET CATEGORY (CONT.)

Category (Cont.) 2. Enter the name (e.g., Grand Opening) and description (e.g., Store grand

openings) of the budget category.

3. Enter the budget code (e.g., GRO) and the G/L code (e.g., 0100) in the appropriate textboxes.5

4. In the Default Basis section—and in the Default Amount textbox: Click the appropriate radio button to indicate if the default-amount basis is to be by total dollar amount or dollar amount per square foot. Then, enter the applicable dollar amount in the Default Amount textbox.

The default basis is by Total Dollar Amount, and the applicable dollar amount is $10,000

IMPORTANT! You must choose a Default Basis and enter a Default Amount for a budget category. The reason being is that, when an Accruent-suite member chooses a budget template for a site, project or facility, and sets its baseline by Default Values (as shown below)…


5 Codes are strictly reference information and have no roll-up functionality; and code numbers can be any alphanumerical combination.





Category (Cont.)

IMPORTANT! (Cont.)

…the application automatically enters the budget category’s (e.g., Grand Opening) Default Amount (e.g., $10,000) in the Baseline column of the Site/Project/Facility > Budget tab. (However, see the EXCEPTION below.)

On the Budget tab of the Design Wear project: The Grand Opening budget-category default dollar amount of $10,000 appears in the Baseline column.

EXCEPTION: Note that the budget category (e.g., Grand Opening1) default amount WILL NOT APPEAR on the Budget tab if—on the budget template—you ALSO AFFILIATE any line items or sub-categories to the budget category. Instead:

■ If you affiliate any line items, their default values will appear on the Budget tab.

■ If you affiliate any sub-categories only, their default values will appear on the Budget tab. (However, if there are also line items, the line-item default values will appear.)

See “Create a Budget Template” on pg. 66 (under “Create, Edit, or Delete a Budget Template”) for specific details.






Category (Cont.) 5. Click the Project Phase dropdown-menu arrow, and select the phase

(e.g., Possession) of the project that this budget category is related to. 6

6. To prevent editing of any of this budget category’s budget columns once a particular milestone is completed: 7

a. Click the Impacted Milestone dropdown-menu arrow, and select the milestone (e.g., Store-Ops Control) that will impact one of this budget category’s budget columns.8

b. In the Budget Column textbox: Select the budget column (e.g., Committed) to be impacted by the completion of the selected milestone.

c. Repeat steps a. and b. for selecting any other milestone that will affect a particular budget column for this budget category. (See the explanation below.)

Explanation regarding selecting multiple milestones: With this version of the Accruent suite, you can tie a particular milestone to a budget category, sub-category, and/or line item.


6 For reporting purposes only. Based on the indicated project phase, reports can provide total line-item costs up to that point (i.e., phase).

7 Tying a budget category, sub-category, or line item to a milestone means that on the entity, when the milestone i completed (usually, via a task’s status changing to Complete), the impacted budget column (e.g., Preliminary, Baseline, Estimated, Actual) will be locked and no further editing allowed.

8 For reporting purposes only—and the entries listed in this menu may change based on the project phase you select (i.e., a particular project phase can be tied to different milestones; see “Create a Milestone Timeline” [part of Create, Edit, or Adjust a Milestone Timeline] in the Accruent Administrator’s Guide: Company Administration – Part I). Based on the indicated milestone, reports can provide total line-item costs up to that point (i.e., milestone).





Category (Cont.)

Explanation regarding selecting multiple milestones: (Cont.) For instance: ■ For a budget category: When the status of the task associated to a Construction Estimate Approved milestone changes to Complete (thereby, also completing the milestone), you can select the category’s Baseline budget column to be locked down (i.e., uneditable)—or if a GC Bid Approved milestone is completed, the Estimate budget column is locked— or if a Project Closed milestone is completed, the Actual budget column is locked.

■ For a budget sub- category: When the status of the task associated to a Construction Estimate Approved milestone changes to Complete (thereby, also completing the milestone), you can select the sub- category’s Baseline column to be locked down (i.e., uneditable…and on the Add Budget Category pane of its associated budget category [pg. 13], you would have selected its Preliminary column to be locked down).

( For a budget line item: See the Explanation on pg. 37.)

7. Enter any comments (e.g., Maximum amount, unless otherwise

authorized) in the Comments textbox.

8. Click the Alert when any item to this category changes checkbox to have alerts sent to selected individuals if any changes/additions (on the “user” side of the Accruent suite) are made to this budget category.






Category (Cont.) 9. In the Alert to be sent to section:

…you can choose the individuals (to be sent the alerts) by Member, Job Title, or User Class designation—or by job titles as listed in the Accruent-suite’s organization charts.

a. If by:

■ ALL Job Titles in the Accruent suite—or Member, or User Class: Click the appropriate radio button.

■ If by job titles only listed in the Accruent suite’s organization charts: Click the By Org Chart Level radio button, then click the dropdown-menu arrow and select either:

• All, to pull up job titles from all org-chart levels • Region, to pull up job titles from all org-chart regional

levels • Sub-Region, to pull up job titles from all org-chart sub-

region levels

The entries in the Alert to be sent to textbox populate accordingly.


All job titles





Category (Cont.) THEN…

b. Select the specific job titles (whether all or by org level), OR user classes, OR members to receive the notifications. (To select individual entries, simultaneously press the Ctrl key on your keyboard; or—for consecutive entries—the Shift key.)

All Job Title selections

10. Click the Add button on the Add Budget Type pane (pg. 13) to save the information (or the window’s button to exit without saving). The new budget category (e.g., Grand Opening) appears on the Manage Budget Categories tab (along with a message that a budget category was successfully added).

The Grand Opening budget category was added to the Manage Budget Categories tab





EDIT A BUDGET CATEGORY

Category (Cont.) To edit a budget category (e.g., Grand Opening):

1. Click its edit link on the Manage Budget Categories tab (see above). The Edit Budget Category pane appears (in a separate window).

Edit Budget Category pane

2. Edit any information. (Follow steps 2. through 9. on pgs. 14-19, under the “Add a Budget Category” procedure).

The Default Amount is changed from $10,000 to $12,000





EDIT A BUDGET CATEGORY (CONT.)

Category (Cont.) 3. Click the Update button (on the Edit Budget Category pane; pg. 20) to

save the information (or the window’s button to exit without saving). The Manage Budget Categories tab reappears, along with a message that a budget category was updated.

DELETE A BUDGET CATEGORY

To delete a budget category (e.g., Grand Opening): Click its delete link on the Manage Budget Categories tab (see above; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If this budget category has already been selected for use on a budget template, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Budget Categories tab appears without the budget category (along with a message that an item was successfully deleted).

Add, Edit, or Delete a Budget Sub-Category

To add, edit, or delete a budget sub-category:

1. Click the Manage Budget Categories link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Categories tab appears (pg. 13).




Add, Edit, or Delete a Budget Sub-Category (Cont.)

2. To:

■ Add a budget sub-category, see below.

■ Edit a budget sub-category, see pg. 25.

■ Delete a budget sub-category, see pg. 28.

ADD A BUDGET SUB-CATEGORY

To add a budget sub-category: 9

1. On the Manage Budget Categories tab (pg. 13): Click the Add Sub-Category link of the relevant budget category (e.g., Grand Opening). The Add Budget Category pane appears (in a separate window).

Add Budget Category pane (for budget sub-category)

2. Follow steps 2. through 9. on pgs. 14-19 (under the “Add a Budget Category” procedure) to add the sub-category.


9 There is no restriction on the number of budget sub-categories you want to add to a particular budget category.




ADD A BUDGET SUB-CATEGORY (CONT.)

Sub-Category (Cont.)

NOTE: Regarding the Default Amount textbox, the purpose of adding a default dollar amount for this budget sub-category…

Add Budget Category pane

…is that—when an Accruent-suite member chooses a budget template for a site, project or facility, and sets its baseline by Default Values (as shown below)…:






Sub-Category (Cont.)

NOTE: (Cont.)

…the application automatically enters the Default Amount(s) (e.g., $5,000) in the Baseline column (of the applicable sub-category [e.g., Catering]) on the Site/Project/Facility > Budget tab. (However, see the EXCEPTION below.)

On the Budget tab of the Blue Grill East II project: The Catering sub-budget-category default dollar amount of $5,000 appears in the Baseline column.

EXCEPTION: Note that the budget sub-category Default Amount WILL NOT APPEAR on the Budget tab if—on the budget template—you AFFILIATE any line item(s) to the budget sub-category. Instead, their Default Amount(s) will appear on the Budget tab.

See “Create a Budget Template” on pg. 66 (under “Create, Edit, or Delete a Budget Template”) for specific details.

3. Click the Add button (on the Add Budget Category pane) to save the

information (or the window’s button to exit without saving).






Sub-Category (Cont.) The Manage Budget Categories tab reappears (along with a message

that a budget category was successfully added)…

The Catering sub-category was added to the Grand Opening category

…and if you click the + sign next to the applicable budget category, it expands to reveal the budget sub-category (e.g., Catering).

EDIT A BUDGET SUB-CATEGORY

To edit a budget sub-category:

1. On the Manage Budget Categories tab (pg. 13): Click the + sign next to the relevant budget category (e.g., Grand Opening). The entry expands to reveal any sub-categories (e.g., Catering).

NOTE: If there are no sub-categories, the following message displays under the budget category.





EDIT A BUDGET SUB-CATEGORY (CONT.)

Sub-Category (Cont.) 2. Click the edit link of the relevant sub-category (e.g., Catering).

The Edit Budget Category pane appears (in a separate window).

Edit Budget Category pane





EDIT A BUDGET SUB-CATEGORY (CONT.)

Sub-Category (Cont.) 3. Edit any information. (Follow steps 2. through 9 on pgs. 14-19, under

the “Add a Budget Category” procedure).

The Default Amount is changed from $5,000 to $5,500

4. Click the Update button to save the information (or the window’s button to exit without saving). The Manage Budget Categories tab reappears (along with a message that a budget (sub) category was successfully updated).





DELETE A BUDGET SUB-CATEGORY

Sub-Category (Cont.) To delete a budget sub-category:

1. On the Manage Budget Categories tab (pg. 13): Click the + sign next to the relevant budget category (e.g., Grand Opening). The entry expands to reveal any sub-categories (e.g., Catering).


2. Click the delete link of the relevant sub-category (e.g., Catering; and at the prompt, click the Yes button to confirm the deletion.).

NOTE: If this budget sub-category has already been selected for use on a budget template, you receive the following system message. Click the Dismiss button to cancel the deletion.





DELETE A BUDGET SUB-CATEGORY (CONT.)

Sub-Category (Cont.) The Manage Budget Categories tab reappears with a message

indicating that an item was successfully deleted.

The Catering sub-category (or any sub-category) no longer appears under the Grand Opening budget category

Set Up Budget Category/ Sub-Category Alerts

You can have the application automatically send alerts to selected individuals if budget-amount changes/additions (on the “user” side of the Accruent suite) are made to a budget category or sub-category. To do so:

1. Click the Manage Budget Categories link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Categories tab appears (pg. 19).

2. To:

■ Set up alerts regarding dollar-amount changes to a particular budget category, see below.

■ Set up alerts regarding dollar-amount changes to a particular budget sub-category, see pg. 30.

SET UP BUDGET-CATEGORY ALERTS

To set up alerts regarding dollar-amount changes to a particular budget category (e.g., Grand Opening):

1. Click its edit link on the Manage Budget Categories tab (pg. 19). The Edit Budget Category pane appears (in a separate window; see pg. 20).

2. To set up the alert: Follow the instructions as stated in steps 8. through 9. on pgs. 17-19 of the “Add a Budget Category” procedure.




Set Up Budget Category/

SET UP BUDGET-CATEGORY ALERTS (CONT.)

Sub-Category Alerts (Cont.) 3. Click the Add button on the Edit Budget Category pane (pg. 19) to save

the information. The Manage Budget Categories tab reappears with a message indicating that a budget item was successfully updated (pg. 21).

SET UP BUDGET SUB-CATEGORY ALERTS

To set up alerts regarding dollar-amount changes to a particular budget sub-category:

1. On the Manage Budget Categories tab (pg. 19): Click the + sign of the relevant budget category (e.g., Grand Opening). The entry expands to reveal any sub-categories (e.g., Catering).


2. Click the edit link of the relevant sub-category (e.g., Catering).

The Edit Budget Category pane appears (in a separate window; see

pg. 26).

3. To set up the alert: Follow the instructions as stated in steps 8. through 9. on pgs. 17-19 of the “Add a Budget Category” procedure.

4. Click the Add button on the Edit Budget Category pane (pg. 19) to save the information. The Manage Budget Categories tab reappears with a message indicating that a budget item was successfully updated (pg. 21).

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Admin/Manage Budget Line Items


Manage Budget Line Items Through the Manage Budget Line Items—and Line Item Attribute Code—links (see pg. 10), you can manage budget line items and line-item attributes. You can also de-activate (or activate) a budget line item, as well as set up alerts to be sent to certain individuals when budget-amount changes/additions are made (on the “user” side of the Accruent suite) to a budget line item.


■ Add, edit, or delete a budget line item (see below).

■ Set up alerts to be sent to certain individuals when budget-amount changes/additions are made to a budget line item (see pg. 43).

■ De-activate (or activate) a budget line item (see pg. 43).

■ Add, edit, or delete line-item attributes (see pg. 45).

■ De-activate (or activate) a line-item attribute (see pg. 48).

Add, Edit, or Delete a Budget Line Item

Budget line items are anything that would be site-, project-, and/or facility-related cost. o add, edit, or delete a budget line item:

1. Click the Manage Line Items link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Line Items tab appears.

Manage Budget Line Items tab


Budget Admin/Manage Budget Line Items Accruent Administrator’s Guide (V8.0): Company Administration – Part IV


Add, Edit, or Delete a Budget Line Item (Cont.)

2. To:

■ Add a budget line item, see below.

■ Edit a budget line item, see pg. 41.

■ Delete a budget line item, see pg. 42.

ADD A BUDGET LINE ITEM

Line items that you add to the application will be available for selection on the application’s budget templates. (Namely, when you create a budget template and add its budget categories [and sub-categories, if appropriate], you can affiliate line items to a budget category or sub-category.)10

To add a budget line item:

1. Click the Add button on the Manage Budget Line Items tab (pg. 31). The Add Budget Line Item pane appears (in a separate window).

Add Budget Line Item pane


10 See “Create a Budget Template” on pg. 66 (under “Create, Edit, or Delete a Budget Template).




ADD A BUDGET LINE ITEM (CONT.)

Line Item (Cont.) 2. In the Approval Threshold textboxes:

Enter the highest dollar amount (e.g., $20,000) allowed for the line item. (Thereby, any subsequent budget-amount changes made on this line item [on the “user” side of the Accruent suite]) that fall below or above this threshold will require some type of managerial approval.)

3. Line items can be user-defined or CSI-code-affiliated.11

■ To enter a user-defined line item: Enter its name name and code in the appropriate Line Item textboxes.

...or...

■ To enter a CSI code, instead: Click the Use CSI Codes checkbox, then enter the CSI name, code, and description.12

4. In the Default Basis section—and in the Default Amount textbox: Click the appropriate radio button to indicate if the default-amount basis is to be by total dollar amount or dollar amount per square foot. Then, enter the applicable dollar amount (e.g., $10,000) in the Default Amount textbox.


11 CSI stands for Construction Specification Institute.

12 You can research CSI codes on the Net.





Line Item (Cont.)

NOTE:

You must choose a Default Basis and enter a Default Amount for a budget line item.

Add Budget Line Item pane






Line Item (Cont.)

NOTE: (Cont.)

The reason being is that, when an Accruent-suite member chooses a budget template for a site, project or facility, and sets its baseline by Default Values (as shown below)…:






Line Item (Cont.)

NOTE: (Cont.)

…the application automatically enters the line items’ Default Amount(s) (e.g., $15,000) in the budget category’s—or sub-category’s (e.g., Planting) Baseline column of the Site/Project/ Facility > Budget tab.

On the Budget tab of the Design Wear project: The Site Preparation, Earthwork, and Planting line-item default dollar amounts (e.g., $20,000, $15,000, and $15,000) appear in the Baseline column

On the Budget tab of the Design Wear project: The Gardening line item (e.g., Planning) and Pre-Gardening Preparation line-items (e.g., Site Preparation, Earthwork) default dollar amounts (e.g., $15,0000, $20,000 and $15,000)

appear in the Baseline column






Line Item (Cont.) 5. Enter the general-ledger code (e.g., 02900-01) in the G/L Code

textbox.

6. Click the Project Phase dropdown-menu arrow, and select the phase (e.g., Possession) in which the line item is affiliated.13

7. To prevent editing of any of this budget line- item’s budget columns once a particular milestone is completed: 14

a. Click the Impacted Milestone dropdown-menu arrow, and select the milestone (e.g., Store-Ops Control) that will impact one of this budget line item’s budget columns.15

b. In the Budget Column textbox: Select the budget column (e.g., Committed) to be impacted by the completion of the selected milestone.

c. Repeat steps a. and b. for selecting any other milestone that will affect a particular budget column for this budget line item. (See the explanation below.)

Explanation regarding selecting multiple milestones: With this version of the Accruent suite, you can tie a particular milestone to a budget category, sub-category, and/or line item.


13 This information is for reporting purposes only, allowing you to obtain total line-item costs up to that point.

14 Tying a budget category, sub-category, or line item to a milestone means that on the entity, when the milestone is completed (usually, via a task’s status changing to Complete), the impacted budget column (e.g., Preliminary, Baseline, Estimated, Actual) will be locked and no further editing allowed.

15 For reporting purposes only—and the entries listed in this menu may change based on the project phase you select (i.e., a particular project phase can be tied to different milestones; see “Create a Milestone Timeline” [part of Create, Edit, or Adjust a Milestone Timeline] in the Accruent Administrator’s Guide: Company Administration – Part I). Based on the indicated milestone, reports can provide total line-item costs up to that point (i.e., milestone).





Line Item (Cont.)

Explanation regarding selecting multiple milestones:

For instance:

■ For a budget line item: When the status of the task associated to a Site Selection milestone changes to Complete (thereby, also completing the milestone), you can select the line item’s Actual column to be locked down (i.e., uneditable…and on the Add Budget Category pane of its associated budget sub-category [if any; pg. 22], you would have selected its Baseline column to be locked down—or on the Add Budget Category pane of its associated budget category [if any; pg. 13], you would have selected its Preliminary budget column to be locked down).

( For a budget category and sub-category: See the Explanation on pg. 16.)

8. Click the Level of Cost dropdown-menu arrow, and select the Accruent-suite level (e.g., Entity) in which the line item is to be affiliated.16

NOTE: If you don’t see the cost level you want, you must add it to the application. To do so: Click the gray ellipsis box.

The level-of-cost list appears.

Level-of-cost list

See “Add, Edit, or Delete a ‘Cost Level” on pg. 50.


16 Used for reporting purposes only.





Line Item-Cont.) 9. Click the Expense Type dropdown-menu arrow, and select the expense

type (e.g., Capital) with which the line item is affiliated. 17

NOTE: If you don’t see the expense type you want, you must add it to the application. To do so: Click the gray ellipsis box.

The expense-type list appears.

Expense-type list

See “Add, Edit, or Delete an Expense Type” on pg. 53.

10. To enter attributes related to the line item: 18

a. Select the attributes (e.g., Planting Accessories, Transplanting) in the Available textbox (under Included Attributes).


17 Used for reporting purposes only.

18 See footnote 17.





Line Item (Cont.) b. Then, click the arrow to transfer the selections to the

Selected textbox. (To move the attributes back to the Available textbox, select them in the Selected textbox, then click the arrow.)19

11. Enter any comments in the Comments textbox

12. Click the Alert when any item to this category changes checkbox to have alerts sent to selected individuals if any changes are made (on the “user” side of the Accruent suite) to the line item.

13. To select the alert recipients: Follow the same instructions stated in step 9 on pgs. 18-19 (in the “Add a Budget Category” procedure).

14. Click the Add button on the Add Budget Line Item pane (pg. 32) to save the information (or the window’s button to exit without saving). The new line item (e.g., Planting) appears on the Manage Budget Line Items tab (along with a message that a budget line item was successfully added).


19 You must populate this menu beforehand. See “Add, Edit, or Delete Line-Item Attributes” on pg. 45. (Line-item attributes are used for reporting purposes only.)




EDIT A BUDGET LINE ITEM

Line Item (Cont.) To edit a budget line item (e.g., Planting):

1. Click its edit link on the Manage Budget Line Item tab (see above). The Edit Budget Line Item pane appears (in a separate window).

Edit Budget Line Item tab

2. Edit any information. (For instructions, see steps 2. through 13. on pgs.

33-40, under “Add a Budget Line Item”.)

3. Click the Update button (on the Edit Budget Line Item pane) to save the information (or the window’s button to exit without saving).





EDIT A BUDGET LINE ITEM (CONT.)

Line Item (Cont.) The Manage Budget Line Item tab reappears with a message indicating that a budget line item (e.g., Planting) has been updated.

DELETE A BUDGET LINE ITEM

To delete a budget line item (e.g., Planting): Click its delete link on the Manage Budget Line Item tab (see above; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If this budget line item has been selected for a budget template, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Budget Line Item tab reappears without the budget line item (along with a message indicating that an item was successfully deleted).



Set Up Budget Line-Item Alerts

You can set up the application to automatically send alerts to selected individuals if budget-amount changes/additions are made (on the “user” side of the Accruent suite) to a budget line item. To do so:

1. Click the Manage Line Items link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Line Items tab appears (pg. 31).

2. Click the edit link of the relevant budget line-item (e.g., Planting). The Edit Budget Line Item pane appears (in a separate window; see pg. 41).

3. To set up the alert: Follow the instructions as stated in step 9.on pgs. 18-19 of the “Add a Budget Category” procedure.

4. Click the Add button on the Edit Budget Line Item pane (pg. 41) to save the information (or the window’s button to exit without saving). The Manage Budget Categories tab reappears with a message indicating that a budget item was successfully updated (pg. 40).

De-Activate (or Activate) a Budget Line Item NOTE: If a budget line item is de-activated, then—from that time on—it will not appear for

selection (in the Available CSI Code/Name textbox; see step 6.b on pg. 72) in a future budget-template layout.

To de-activate (or activate) a budget line item:


2. Click the edit link of the relevant line tem (e.g., Planting).




De-Activate (or Activate) a Budget Line Item (Cont.)

The Edit Budget Line Item pane appears (in a separate window).

Edit Budget Line Item pane

3. To de-activate the line item, click the Deactivate checkbox.

NOTE: To activate a de-activated budget-line item, uncheck the deactivate checkbox in the Edit Budget Line Item pane of the applicable budget-line item.




De-Activate (or Activate) a Budget Line Item (Cont.)

4. Click the Update button to save the information (or the window’s button to exit without saving). The Manage Budget Line Item tab (pg. 31) reappears (along with a message that a budget line item was successfully updated).

Add, Edit, or Delete Line-Item Attributes

An “attribute” is something inherent, or ascribed, to a line item.

For instance, for the Planting line item shown below (also known as a CSI [Construction Specification Institute] code description)…

…its attributes would be Transplanting, Shrub and Tree Transplanting, and Planting Accessories, as shown in the graphic above.20

Although all line items are displayed on the Manage Budget Line Items tab (pg. 31), you must enter all line-item attributes via this procedure.


20 This information was obtained from the Internet.



Add, Edit, or Delete Line-Item Attributes (Cont.)

To add, edit, or delete a line-item attribute:21

1. Click the Line-Item Attribute Code link in the Budget Administration section of the dashboard (pg. 10). The Line-Item Attribute Code tab appears.

Line-Item Attribute Code tab

2. To:

■ Add a line-item attribute, see below.

■ Edit a line-item attribute, see pg. 47.

■ Delete line-item attribute, see pg. 48.

ADD A LINE-ITEM ATTRIBUTE

To add a line-item attribute:

1. Click the Add button on the Line-Item Attribute Code tab (pg. 46). The Add Item pane appears (in a separate window).

Add Item pane

2. Enter the name (e.g., Transplanting) and description (Ground cover, plants, bulbs, shrubs, trees).


21 Line-item attributes are for reporting purposes only.



Add, Edit, or Delete

ADD A LINE-ITEM ATTRIBUTE (CONT.)

Line-Item Attributes (Cont.)

3. Click the Add button to save the information (or the window’s button to exit without saving). The new attribute (e.g., Transplanting) appears on the Line-Item Attribute Code tab (along with a message that an item was successfully added).

The Transplanting attribute code was added to the Line-Item Attribute Code tab

EDIT A LINE-ITEM ATTRIBUTE

To edit a line-item attribute (e.g., Transplanting):

1. Click its edit button on the Line-Item Attribute Code tab (see above). The Edit Item pane appears (in a separate window).

2. Edit any information, then click the Update button to save the information (or the window’s button to exit without saving). The Line-Item Attribute Code tab reappears (along with a message that an item was successfully updated).

“shrubs, trees” is removed from the description




Add, Edit, or Delete

DELETE A LINE-ITEM ATTRIBUTE

Line-Item Attributes (Cont.)

To delete a line-item attribute (e.g., Transplanting): Click its delete button on the Line-Item Attribute Code tab (see above).

NOTE: If this budget line-item attribute has been affiliated with a line item, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Line-Item Attribute Code tab reappears with a message indicating that an item was successfully deleted.

Activate or De-activate a Line-Item Attribute

To activate or de-activate a line-item attribute:22

1. Click the Line-Item Attribute Code link (pg. 10) in the Budget Administration section of the system-administrator dashboard. The Line-Item Attribute Code tab appears (pg. 46).

2. Click the Activate/Deactivate tab. A list of all attributes appears.

Activate/Deactivate tab


22 De-activating a line-item attribute temporarily takes out of use, but all past references are still maintained; and you can activate it again.



Activate or De-activate a Line-Item Attribute (Cont.)

3. To:

■ Activate a line-item attribute see below.

■ De-activate a line-item attribute, see pg. 49.

ACTIVATE A LINE-ITEM ATTRIBUTE CODE

To activate a line-item attribute:

■ If you’ve just added the attribute (Overhead), then its Active radio button is already checked.

■ If the attribute is de-activated, and you want to re-activate it:

1. Locate the attribute name. 23 (The Inactive radio button is checked.)

2. Click the attribute’s Active radio button, then click the Update Active Status button at the bottom of the tab. The attribute is re-activated.

DE-ACTIVATE A LINE-ITEM ATTRIBUTE

To de-activate a line-item attribute (Overhead):

1. Locate the attribute name, and click its Inactive radio button.24

2. Click the Update Active Status button on the tab. The attribute is now de-activated.

23 You may have a version of the software where all active line-item attributes display on the tab first, then the de- activated attributes display (on the latter pages of the tab).

24 See footnote 23.



Add, Edit, or Delete a ”Cost Level” NOTE: This procedure is an extension of the “Add a Budget Line Item” procedure (See the

NOTE on pg. 38.)

A “cost level” is the company level at which you assign budget line-item costs. Cost-level examples are: Entity, Site, Project, Facility, Program, Market, Region, Sub-Region.25

To add, edit, or delete a “cost level” to/from the application:


2. Click the edit link of any line item (e.g., Planting). The Edit Budget Line Item pane appears.


3. Click the gray ellipsis box next to the Level of Cost menu.


25 The Entity cost level denotes all three Site, Project, and Facility levels.



Add, Edit, or Delete a “Cost Level” (Cont.)

The level-of-cost list appears.

Level-of-cost list

4. To:

■ Add a cost level, see below.

■ Edit the name/description of a cost level, see pg. 52.

■ Delete a cost level, see pg. 53.

ADD A “COST LEVEL”

To add a cost level to the application:

1. Click the Add button on the level-of-cost list (see above). The Add Item pane appears (in a separate window).

Add Item pane

2. Enter the name (e.g., Market) and description (e.g., Customer-based city).

3. Click the Add button to save the information (or the window’s button to exit without saving). The new cost level (e.g., Market) appears in the Level of Cost menu textbox:

…and clicking the gray ellipsis box next to the textbox…




Add, Edit, or Delete a

ADD A “COST LEVEL” (CONT.)

“Cost Level” (Cont.) …displays the new cost level (e.g., Market) on the list.

Market was added to the level-of-cost list

EDIT A “COST LEVEL”

To edit a cost level (e.g., Market):

1. Click its edit button on the level-of-cost list (see above). The Edit Item pane appears (in a separate window).

The Edit Item pane

2. Edit any information, then click the Update button to save the information (or the window’s button to exit without saving). The Level of Cost menu textbox displays the cost level (e.g., Market).

. …and clicking the gray ellipsis box next to the textbox displays the edited information on the list.

The Market description was changed to The city of your customer base





DELETE A “COST LEVEL”

“Cost Level” (Cont.) To delete a cost level (e.g., Market) from the application: Click its delete link

on the level-of-cost list (see above; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If this cost level has already been selected for a budget line item, you receive the following system message. Click the Dismiss button to cancel the deletion.

The list reappears without the name of the cost level (along with a message that an item was successfully deleted).

Add, Edit, or Delete an Expense Type NOTE: This procedure is an extension of the “Add a Budget Line Item” procedure (See the

NOTE on pg. 39.)

To add, edit, or delete an expense type (e.g., capital, construction, write-off)

to/from the application:





Add, Edit, or Delete an Expense Type (Cont.)

2. Click the edit link of any line item (e.g., Planting). The Edit Budget Line Item pane appears


3. Click the gray ellipsis box next to the Expense Type menu.

The expense-type list appears.

Expense-type list

4. To:

■ Add an expense type, see pg. 55.

■ Edit the name/description of an expense type, see pg. 55.

■ Delete an expense type, see pg. 56.




Add, Edit, or Delete an

ADD AN EXPENSE TYPE

Expense Type (Cont.) To add an expense type to the application:

1. Click the Add button on the expense-type list (pg. 54). The Add Item pane appears (in a separate window).

Add Item pane

2. Enter the name (e.g., Write-off) and description (e.g., For taxes).

3. Click the Update button to save the information (or the window’s button to exit without saving). The new expense type (e.g., Write-off) appears in the Expense Type menu textbox:

…and clicking the gray ellipsis box next to the textbox displays the new expense type (e.g., Write-off) on the list.

Write-off was added to the expense-type list

EDIT AN EXPENSE TYPE

To edit an expense type (e.g., Write-off):

1. Click its edit button on the expense-type list (pg. 54). The Edit Item pane appears (in a separate window)

The Edit Item pane




Add, Edit, or Delete an

EDIT AN EXPENSE TYPE (CONT.)

Expense Type (Cont.) 2. Edit any information, then click the Update button to save the

information (or the window’s button to exit without saving). The Expense Type menu textbox displays the expense type….

…and clicking the gray ellipsis box next to the textbox displays the edited information on the list.

The Write-off expense type description was changed to For tax purposes

DELETE AN EXPENSE TYPE

To delete en expense type (e.g., Write-off) from the application: Click its delete button on the on the expense-type list (pg. 54; and at the prompt, click the Yes button to confirm the deletion.)

NOTE: If this expense type has already been selected for a budget line item, you receive the following system message. Click the Dismiss button to cancel the deletion.

The list reappears without the name of the expense type (along with a message that an item was successfully deleted).

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Admin/Manage Columns


Manage Columns Through the Manage Columns link (see pg. 10), you can manage the column information available for use on budget templates.


■ Add, edit, or delete a budget column, see below.

■ Re-arrange the order of how the columns would appear on a budget template, see pg. 64.

.

Add. Edit, or Delete a Budget Column

To add, edit, or delete a budget column:

1. Click the Manage Columns link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Columns tab appears.

Manage Budget Column tab

2. To:

■ Add a budget column, see pg. 58.

■ Edit a budget column, see pg. 61.

■ Delete a budget column, see pg. 62.


Budget Admin/Manage Columns Accruent Administrator’s Guide (V8.0): Company Administration – Part IV



ADD A BUDGET COLUMN

Budget Column (Cont.)

NOTE: The column names shown on the Manage Budget Columns tab are already added (via hard-code) in the application.

Hard-Coded Budget-Template Columns

• Preliminary

• Baseline26

• Committed

• Variance1

• Forecasted

• Revised

• Actual

• Variance2

• Estimate

• Final

• Balance to Complete

• Total at Project Completion

However, you can add more columns. (See step 4. on pg. 59, regarding creating “calculating columns.)

To add a budget column:

1. Click the Add button on the Manage Budget Columns tab (pg. 57). The Add Budget Column pane appears.27

Add Budget Column pane


26 This may also display as Average.

27 Under Show For: is a new checkbox, Track Planning Component. See the NOTE: under step 5. on pg. 60 for an

explanation.




ADD A BUDGET COLUMN (CONT.)

Budget Column (Cont.) 2. Enter the column name (e.g., Actual Minus Estimated) and description

(e.g., Actual costs minus estimated costs) in the appropriate textboxes.

3. If applicable, enter the integration-table/-field names in the appropriate textboxes.28

4. If desired: To create a “calculating” column (i.e., reflects the calculation of two or more columns; e.g., Actual Minus Estimated):

a. Click the Math Operation Column checkbox.

b. In the Available Fields pane: Click the first field (e.g. Actual) of the mathematical calculation.

c. Click the Forward arrow ( ) to move the field to the Current operation textbox. (Click the Undo Last button to move the field back to Available Fields, if needed.)


28 The Integration Table Name and Integration Field Name fields are typically used by the client IT or Accruent PSO (Professional Services). Each of these fields lets the user define a name—tied to a client-defined and -added field— that automatically becomes an XML tag name exposed through the Accruent Messenger API. It is used to simplify integration into external systems





Budget Column (Cont.) d. Click the minus (-) sign. It appears in the Current operation

textbox.

e. Click the second field (e.g., Estimate) of the mathematical calculation.

f. Click the Forward arrow ( ) to move the field (e.g., Estimate) to the Current operation textbox. (Click the Undo Last button to move the field back to Available Fields, if needed.)

5. Under Show For: Click the checkboxes of the entities (e.g., Sites, Projects, Facilities, etc.) for which this budget category will appear (if the associated template is chosen for any of these entities).

NOTE: There is also a new Tracks Planning Component checkbox. Check it if this column is the one used to generate the Actual Capital Expenditure field in the Market Planning application.






Budget Column (Cont.) 6. Click the Add button to save the information. The Manage Budget

Column tab reappears with the newly added column (along with a message indicating that a budget column was successfully added).

The Actual Minus Estimated column was added to the Manage Budget Column tab

EDIT A BUDGET COLUMN

To edit a budget column (e.g., Baseline):

1. Click its edit link on the Manage Budget Columns tab (pg. 57). The Edit Budget Column pane appears.





EDIT A BUDGET COLUMN (CONT.)

Budget Column (Cont.) 2. Follow the same instructions as stated in steps 2. through 5. on pgs.

59-60 (under “Add a Budget Column”).

3. Click the Update button to save the information. The Manage Budget Columns tab reappears with the edited information (along with a message indicating that a budget column was updated).

The Baseline column name was changed to Average, and the description was changed from Baseline to Baseline cost

DELETE A BUDGET COLUMN

NOTE: The only columns you can delete are the ones that are not hard-coded in the application. (See the Hard-coded Budget-Template Columns table in the NOTE: on pg. 58.)

To delete a budget column (e.g., Actual minus Estimated):

1. Click its delete link on the Manage Budget Columns tab (pg. 61).





DELETE A BUDGET COLUMN (CONT.)

Budget Column (Cont.) 2. At the prompt, click the Yes button. The Manage Budget Columns tab

reappears without the column name (along with a message indicating that an item was successfully deleted).

The Actual Minus Estimate column was deleted from the Manage Budget Columns tab



Re-Arrange Budget-Column Order

To change column order: Click the up/down buttons of the column you want to reposition (e.g., Preliminary). The Manage Budget Columns tab refreshes to display the column in its new position (along with a message that an item was successfully moved).

The Preliminary column was moved from first to second place

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Budget Admin/Manage Budget Templates


Manage Budget Templates Through the Manage Budget Templates link (see pg. 10), you can create templates (for the “working” phase of a budget) that store budget groups, categories, and line items representing typical cost structures of a project.29

In creating a budget-template, you will first enter basic information, then you will lay out its criteria.


■ Create, edit, or delete a budget template (see below).

■ Create a budget-template layout (see pg. 68).

■ Edit a budget-template layout (see pg. 77).

Create, Edit, or Delete a Budget Template

To create, edit, or delete a budget template :

1. Click the Manage Budget Template link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Templates tab appears.

Manage Budget Templates tab

To:

■ Create a budget template, see pg. 66.

■ Edit a budget template, see pg. 66.

■ Delete a budget template, see pg. 67.


29 The templates may vary greatly—by project type—as resources and methods used in projects can be very different.

Budget Admin/Manage Budget Templates Accruent Administrator’s Guide (V8.0): Company Administration – Part IV


Create, Edit, or Delete a

CREATE A BUDGET TEMPLATE

Budget Template (Cont.) NOTE: In this procedure, you are not actually “creating” a budget template. Instead, you are

entering its name and description. When you are ready to create its layout, you will proceed to:

■ “Create a Budget-Template Layout” on pg. 68.

To enter the name and description of a budget template:

1. Click the Add button on the Manage Budget Templates tab (pg. 65). The Add Budget Template pane appears (in a separate window).

Add Budget Template pane

2. Enter the name (e.g., Landscaping) and description (e.g., New landscaping).

3. Click the Add button to save the information (or the window’s button to exit without saving). The name of the template (e.g., Landscaping) appears on the Manage Budget Template tab (along with a message that a budget template was successfully added).

The Landscaping budget template was added to the Manage Budget Template tab

EDIT A BUDGET TEMPLATE

NOTE: In this procedure, you can only edit a budget template’s name and/or description. To edit its layout, see ““Edit a Budget-Template Layout” on pg. 77.


S LM Administrator’s Guide (V8.0): Company Administration – Part IV Budget Admin/Manage Budget Templates



EDIT A BUDGET TEMPLATE (CONT.)

Budget Template (Cont.)

To edit the name and/or description of a budget template (e.g., Landscaping):

1. Click its edit link on the Manage Budget Templates tab (pg. 65). The Edit Budget Template pane appears (in a separate window).

2. Edit any information, then click the Update button to save the information (or the window’s button to exit without saving). The Manage Budget Template tab reappears with the edited information (along with a message that a budget template was successfully updated).

The Landscaping description was changed from New Landscaping to For a new facility (Ground up)

DELETE A BUDGET TEMPLATE

To delete a budget template (e.g., Landscaping): Click its delete link .on the Manage Budget Templates tab (pg. 65; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If the template is already in use, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Budget Template tab reappears without the template (along with a message that an item was successfully deleted).



Create a Budget-Template Layout

When you lay out a budget template, you can:

■ Select the budget-information columns (e.g., Actual, Committed, Balance to Complete, etc.) to include on the layout. 30

■ Select budget categories (e.g., Landscaping), budget sub-categories (e.g., Lighting, Planting), and line items (Lawns and Grasses) you want to associate with any budget category or sub-category.

To create a layout for a budget template:

1. Click the Manage Budget Template link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Templates tab appears.

Manage Budget Templates tab

2. Click the layout template link of the relevant template (e.g.,

Landscaping). An empty layout appears.

Empty layout for the Landscaping budget template


30 The names of these columns are actually project “phases”.



Create a Budget-Template Layout (Cont.)

Budget columns available for use appear at the top of the empty layout.31 Columns with an X (e.g., Actual, Baseline, Committed) are already selected for use on the layout. Columns with a + are not currently selected, but may be.32

Available budget columns

■ Preliminary Values – A “proforma” (i.e., working) budget for a project, usually derived from its Site budget (which, in most cases, is a construction estimate).

■ Baseline – An amount used for a basis of comparison (say, to the Actual).

■ Committed – An amount consigned/pledged for use.

■ Variance 1 – Baseline minus Committed.

■ Forecasted – A predicted budget amount.

■ Revised – Baseline plus change orders (i.e., the current approved budget that reflects any approved changes to the Baseline budget).

■ Actual – An existing budget amount.

■ Variance 2 – Actual minus Baseline.

■ Estimate – An approximate budget amount.

■ Final – The Actual amount AFTER the budget is closed/completed.

■ Balance To Complete – Revised minus Actual.

■ Total at Project Completion – Actual minus Balance to Complete.

3. To select additional columns, click their + signs.

Forecasted, Final, Balance to Complete, and Total at Project Completion

are the additional columns selected


31 To edit column names, or re-arrange column order, see “Edit a Budget Column” on pg. 61 and “Re-Arrange Budget-Column Order” on pg. 64, respectively.

32 The Approved Investment, Committed, and Actual budget columns are hard-code-selected for use on ALL budget- template layouts. You cannot de-select them. (See “Manage Columns” on pg. 57 for information about budget columns.)



Create a Budget-Template Layout (Cont.) IMPORTANT NOTE! At this point, you can add budget categories, budget sub-

categories, and/or line items to the template.

When you add a budget category, you can also add EITHER budget sub-categories OR line items to the budget category—not both. However, if you associate a sub-category to a budget category, you can associate line items to the budget sub-category. Then, if a user selects this template, and elects Use Default Values to set its baseline, the application will pick up the default values of

■ A budget category, if there are NO associated sub-categories or line items.

■ A budget sub-category, if there are NO associated budget-category line items.

■ Budget-category line items (if line items are associated with the budget category).

■ Budget sub-category line items (if line items are associated with the budget sub- category)

IF YOU ADD: WHAT APPEARS ON THE BUDGET TAB OF A SITE/PROJECT/FACILITY

Only budget categories to the template

The default values of each budget category (see the graphic in the NOTE on pg. 15).

Budget categories and sub-categories

The default values of each sub-category (see the graphic in the NOTE on pg. 24).

Budget categories with affiliated line items

The default values of the line items (see the first graphic in the NOTE on pg. 36)

Budget categories—and sub-categories with affiliated with line items

The default values of the sub-category line items. (see the second graphic in the NOTE on pg. 36).

So, be very careful in how you want to set up a budget template.

4. To select the template’s budget categories:

a. Click the <Add Category> link (to the left of the layout.) A Select menu appears.





b. Click the dropdown-menu arrow, and select the first budget category (e.g., Landscaping) you want on the template.33

The layout refreshes to reveal:

■ The category name (Landscaping)

■ A link to add a budget sub-category (if you wish)

■ A list of line items from which to select associated budget-category line items (if you wish).34


33 This menu was populated through the “Add, Edit, or Delete a Budget Category” procedure on pg. 13.

34 You can add either sub-categories OR line items to a budget category. If you add a sub-category, the application will pick up the sub-category default values if the user of this template elects Use Default Values to set its baseline. If you add sub-categories AND line items, the application will only pick up the line-item default values.




5. Then, EITHER:

■ Continue adding budget categories (e.g., Exterior Design, Grand Opening; [and click the Update button after each budget-category addition to save the information]), then the Close button to exit the template.

NOTE: At this point, if a user selects this template and elects Use Default Values to set its baseline (see the Budget Template page on pg. 14), the Default Amount of the budget category(ies) will appear on the Budget tab of a site, project, or facility. (See the Budget tab for the Design Wear project on pg. 15.)

…OR….

■ Go to step 6. (below) to associate line items with the budget category—OR go to step 7. (on pg. 74) to add any budget sub-categories.

6. To associate certain line items to any budget category you added to

the template: (If you wish to associate sub-categories to the budget category instead, proceed to step 7. on pg. 74):

a. Select the relevant budget category (e.g., Landscaping). (The Available CSI Code/Name textbox appears.)





b. Select the line item(s) (e.g., Lighting, Planting) in the Available CSI Code/Name textbox.35

The Lighting and Planting line items are selected for the Landscaping budget category

c. Click the to move them to the Line Items Included textbox; then click the Update button to save the information The layout refreshes to indicate that it was successfully updated with the line items you chose.


35 This selection textbox displays line items by CSI —and user-defined line-item—names/codes. (See “Add, Edit, or Delete a Budget Line Item” on pg. 31.)




d. Click the Close button to exit the layout.―or continue to add line items to any budget category you chose (and click the Update button after each budget-category’s line-tem addition[s]); then click the Close button to exit the template layout.

7. To include any sub-categories for the selected budget category (e.g., General Contractor):

a. Click its <Add Sub-category> link.

A Select menu appears.

b. Click the dropdown-menu arrow, and select a sub-category (e.g., Pre-Gardening Preparation). 36


36 The menu entries are budget sub-categories you previously entered through the “Add, Edit, or Delete a Budget Sub-Category” procedure on pg. 21.




The layout refreshes to reveal:

■ The sub-category name (Pre-Gardening Preparation)

■ A list of line items from which to select associated sub-category line items (if you wish).

c. Then, EITHER:

■ Click the Close button to exit the template layout―or continue adding budget sub-categories (e.g., Gardening , and click the Update button after each budget-sub-category addition to save the information), then the Close button to exit the template.

NOTE: At this point, if a user selects this template and elects Use Default Values to set its baseline (see the Budget Template page on pg. 14), the Default Amount of the budget sub-category(ies) will appear on the Budget tab of a site, project, or facility (see the Budget tab for the Blue Grill East II project on pg. 24).

…OR….

■ Go to step 8. (on pg. 76) to associate line items with the budget sub-category.





8. To associate certain line items to the budget category—or sub-category—you chose:

IMPORTANT NOTE!

IF YOU ADD: WHAT APPEARS ON THE BUDGET TAB OF A SITE/PROJECT/FACILITY

Budget categories with affiliated line items

The default values of the line items (see the first graphic in the NOTE on pg. 36).

Budget categories—and sub-categories with affiliated with line items

The default values of the sub-category line items. (see the second graphic in the NOTE on pg. 36).

So, be very careful in how you want to set up a budget template.

a. Select the budget category (e.g., Landscaping) or sub-category (e.g., Pre-Gardening Preparation).

b. Select the line items (e.g., Plant Preparation, Planting Accessories, Lawns and Grasses) in the Available CSI Code/Name textbox.37

Plant Preparation and Planting Accessories are the selected line items


37 This selection textbox displays line items by CSI—and user-defined line-tem—names/codes. (See “Add, Edit, or Delete a Budget Line Item” on pg. 31.)




c. Click the to move your selection(s) to the Line Items Included textbox; then click the Update button to save the information. The layout refreshes to indicate that it was successfully updated with the budget category—or sub-category—line items you chose..

Three line items were successfully added to the Pre-Gardening Preparation sub-category

d. Click the Close button to exit the template layout―or continue to

add line items to any budget category(ies)—or sub-category(ies)—you chose (and click the Update button after each budget-category/sub-category addition[s]); then click the Close button to exit the template layout.

Edit a Budget-Template Layout

When editing a budget-template layout, you can add or delete:

■ Budget-column information

■ Budget categories

■ Budget sub-categories

■ Line-items for a budget category or sub-category




Edit a Budget-Template Layout (Cont.)

To do so:

1. Click the Manage Budget Template link in the Budget Administration section of the dashboard (pg. 10). The Manage Budget Templates tab appears (pg. 65).

2. Click the layout template link of the relevant template (e.g., Landscaping). The layout appears (in a separate window).

The layout for the Landscaping budget template

3. To:

■ Add or delete a budget column, see pg. 79.

■ Add a budget category, see pg. 79.

■ Delete a budget category, see pg. 79.

■ Add a budget sub-category, see pg. 82.

■ Delete a budget sub-category, see pg. 83.

■ Add a budget-category—or budget sub-category—line item, see pg. 85.

■ Delete a budget-category—or budget sub-category—line item, see pg. 90.




Edit a Budget-Template Layout

ADD OR DELETE A BUDGET COLUMN

(Cont.) To add or delete a budget column to/from the budget-template layout:

1. Click the + sign to add a column—or click the X sign to delete a column.

2. Click the Update button to save the information (or Close, to exit without saving).

3. Click the Close button to exit the layout.

ADD A BUDGET CATEGORY

To add a budget category to the layout: Follow steps 4. through 5. on pgs. 70-71 under “Create a Budget-Template Layout”.

DELETE A BUDGET CATEGORY

Before you can delete a budget category from a layout, you must first delete:

■ Any line items associated with the budget category. (See “Delete a Line Item” on pg. 90.)

■ Any underlying sub-categories, as well as line items associated with them. (See “Delete a Budget Sub-Category” on pg. 83 and “Delete a Line Item” on pg. 90.)




Edit a Budget- Template Layout

DELETE A BUDGET CATEGORY (CONT.)

(Cont.) To check to see if a budget category (e.g., Vendor-Specific) has any line items or sub-categories before deleting it:

1. Click its dropdown-menu arrow, and select it (although it already displays in the textbox).

The layout refreshes, displaying (or not) any line items selected for the budget category.38

The Landscaping budget category currently has no selected line items


38 If the budget category does have line items, see “Delete a Line Item” on pg. 90 (part of “Edit a Budget-Template Layout” on pg. 77) to delete them.





(Cont.) 2. Check the budget category’s + sign to see if any sub-categories are

included.

The pane refreshes to indicate that there are no added sub-categories. 39

3. Since no budget-category line items or sub-categories are included, click the budget category’s Delete link.40

NOTES:

■ If any sub-categories are associated with the budget category, there will be no <Delete> link. You will have to delete the sub-categories first. (See “Delete a Budget Sub-Category” on pg. 83 (part of “Edit a Budget-Template Layout” on pg. 77) to delete them.


39 Also, if the budget category has no <Delete> link (use the scroll bar, at the bottom of the pane, to scroll to the right), the absence of that link also indicates that there are no sub-categories. However, it does have sub- categories, see “Delete a Budget Sub-Category” on pg. 83 (part of “Edit a Budget-Template Layout” on pg. 77) to delete them.

40 To see the link, you may have to use the scroll bar (at the bottom of the pane) to scroll to the right.





(Cont.)

NOTES: (Cont.)

■ If any line items associated with the budget category, you will see the following message:

The pane refreshes, indicating that a category was successfully deleted.

The Vendor Specific budget category no longer appears on the Ground-Up (Standard) budget-template layout


ADD A BUDGET SUB-CATEGORY

To add a budget sub-category to the layout: Follow step 7. on pgs. 74-74 under “Create a Budget-Template Layout”.





DELETE A BUDGET SUB-CATEGORY

(Cont.) Before you can delete a budget sub-category from a layout, you must first delete:

■ Any line items associated with the sub-category. (See “Delete a Line Item” on pg. 90.)

To check to see if a budget sub-category (e.g., Pre-Gardening Preparation) has any line items, before deleting it:

1. Click the + sign of its relevant budget category (e.g., Landscaping). The row expands to reveal its sub-categories.

2. Then, click the dropdown-menu arrow of the relevant sub-category (e.g., Pre-Gardening Preparation) to highlight/select it (although it already displays in the textbox).






(Cont.) The layout refreshes, displaying (or not) line items in the Line Items Included textbox.41

The Pre-Gardening Preparation budget sub-category has no selected line items

3. Since no line items are included, click the budget sub-category’s Delete link.42


41 If the sub-category does have line items, you have to delete them before you can delete the sub-category (see “Delete a Line Item” [part of “Edit a Budget-Template Layout”] on pg. 90).

42 To see the Delete link, you may have to use the scroll bar (at the bottom of the pane) to scroll to the right.





(Cont.)

NOTE: If any line items are associated with the budget sub-category, you will see the following message:

The pane refreshes, indicating that a sub-category was successfully deleted.

The Pre-Gardening Preparation budget sub-category no longer appears under the Landscaping budget category


ADD A LINE ITEM

To add a line item to a:

■ Budget category, see below.

■ Budget sub-category, see pg. 88.





ADD A LINE ITEM TO A BUDGET CATEGORY

(Cont.) To add a line item to a budget category (e.g., Landscaping):

1. Click its dropdown arrow to highlight/select it (although it already displays in the textbox).

The layout refreshes, displaying (or not) any line items already selected in the Line Items Included textbox.

No line items are selected for the Landscaping budget category

2. To add any line item(s):

a. Select it/them (e.g., Planting) in the Available CSI Code/Name textbox.

The Planting line item is selected for the Landscaping budget category





ADD A LINE ITEM TO A BUDGET CATEGORY (CONT.)

(Cont.) b. Click the to move them to the Line Items Included textbox.

3. Click the Update button to save the information. The layout refreshes to indicate that it was successfully updated with the budget-category line items you chose.






ADD A LINE ITEM TO A BUDGET SUB-CATEGORY

(Cont.) To add a line item to a budget sub-category (e.g., Pre-Gardening Preparation ):

1. Click the + sign of its relevant budget category (e.g., Landscaping) The row expands to reveal any sub-categories.

2. Click the budget sub-category’s dropdown-menu arrow, and select it (although it already displays in the textbox).

The layout refreshes, displaying (or not) line items already selected in the Line Items Included textbox.

There are no line items selected for the Pre-Gardening Preparation budget category





ADD A LINE ITEM TO A BUDGET SUB-CATEGORY (CONT.)

(Cont.) 3. To add more line item(s):

a. Select it/them (e.g., Precast Concrete) in the Available CSI Code/Name textbox.

The Plant Preparation and Planting Accessories line items are selected for the Pre-Gardening Preparation budget sub-category.

b. Click the to move them to the Line Items Included textbox.

4. Click the Update button to save the information (or Close, to exit

without saving).





ADD A LINE ITEM TO A BUDGET SUB-CATEGORY (CONT.)

(Cont.) The layout refreshes to indicate that it was successfully updated with the sub-category line items you chose.


DELETE A LINE ITEM

To delete a line item from a:

■ Budget category, see pg. 91.

■ Budget sub-category, see pg. 93.





DELETE A LINE ITEM FROM A BUDGET CATEGORY

(Cont.) To delete a line item from a budget category (e.g., Construction):

1. Click its dropdown-menu arrow to highlight/select it (although it already displays in the textbox).

The layout refreshes, displaying (or not) line items already selected in the Line Items Included textbox.

Planting and Lighting are already selected line items for the Landscaping budget category





DELETE A LINE ITEM FROM A BUDGET CATEGORY (CONT.)

(Cont.) 2. To delete any line item:

a. Select it/them (e.g., Lighting) in the Line Items Included textbox.

b. Click the to move back to the Available CSI Code/Name textbox.

The Lighting line item is removed from inclusion with the Landscaping budget category43


43 Removed line items appear at the bottom of the Available CSI Code/Name textbox.




DELETE A LINE ITEM FROM A BUDGET CATEGORY (CONT.)

(Cont.) 3. Click the Update button to save the information (or Close, to exit

without saving). The layout refreshes to indicate that it was successfully updated.


DELETE A LINE ITEM FROM A BUDGET SUB-CATEGORY

To delete a line item from a budget sub-category (e.g., Pre-Gardening Preparation ):

1. Reveal the budget sub-category by clicking the + sign of its relevant budget category (e.g., Landscaping).





DELETE A LINE ITEM FROM A BUDGET SUB-CATEGORY (CONT.)

(Cont.) 2. Click the budget sub-category’s dropdown-menu arrow, and select it

(although it already displays in the textbox).

The layout refreshes, displaying line items already selected (in the Line Items Included textbox).

The Planting Accessories and Plant Preparation line items are already selected

for the Pre-Gardening Preparation budget sub-category






(Cont.) 3. To delete any line item(s):

a. Select it/them (e.g., Plant Preparation) in the Available CSI Code/Name textbox.

b. Click the to move your selection(s) back to the Available CSI Code/Name textbox.

The Plant Preparation line item is removed from inclusion with the Pre-Gardening Preparation budget sub-category 44


44 Removed line items appear at the bottom of the Available CSI Code/Name textbox.





(Cont.) 4. Click the Update button to save the information. The layout refreshes

to indicate that it was successfully updated.


Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Lease Management


Lease Management

The Lease Management section within Company Administration

(on the system-administrator dashboard)

Lease Management Accruent Administrator’s Guide (V8.0): Company Administration – Part IV


Through Lease Management, you can manage critical-issue types, critical-issue questions, and lease sets.

■ Critical issues are important issues—and/or key lease clauses—associated with a particular leased space at a facility. (These should be issues that are important or relevant to your company.)

■ Critical-issue questions are questions associated with important issues and/or key lease clauses.

■ Lease sets are collected groups of related lease information collected by subject(s).


■ Add, edit, or delete critical-issue types (see below.

■ Activate or de-activate a critical-issue type (pg. 101).

■ Add, edit, re-position, or delete a critical-issue question (pg. 102).

■ Add, edit, or delete a lease set (pg. 114).45

Create, Edit, or Delete a Critical-Issue Type

To create, edit, or delete a critical-issue type:

1. Click the Critical Issue Types link in the Lease Management section of the dashboard (pg. 97). The Critical-Issue Type tab appears.

Critical-Issue Type tab

2. To:

■ Create a critical-issue type, see pg. 66.

■ Edit a critical-issue type, see pg. 66.

■ Delete a critical-issue type, see pg. 67.


45 A lease set is a particular group of lease information (e.g., CAM expenses, deal history, maintenance tasks).




CREATE A CRITICAL-ISSUE TYPE

Critical-Issue Type (Cont.) To create a critical-issue type:

1. Click the Add button on the Critical-Issue Types tab (pg. 98). The Add Item pane appears (in a separate window).

Add Item pane

2. Enter the name and description (e.g., Gas Service).

3. Click the Add button to save the information (or the window’s button to exit without saving). The critical issue appears on the Critical-Issue Type tab (along with a message that an item was successfully added).

Assignment was added to the Critical-Issue Type tab

EDIT A CRITICAL-ISSUE TYPE

To edit the name and/or description of a critical-issue type (e.g., Assignment):

1. Click its edit link on the Critical-Issue Type tab (pg. 98). The Edit Item pane appears (in a separate window).





EDIT A CRITICAL-ISSUE TYPE (CONT.)

Critical-Issue Type (Cont.) 2. Edit any information, then click the Update button to save the

information (or the window’s button to exit without saving). The Critical-Issue Type tab reappears with the edited information (along with a message that a item was successfully updated).

Assignment was changed to Subletting

DELETE A CRITICAL-ISSUE TYPE

To delete a critical-issue type (e.g., Propane Service): Click its delete link on the Critical-Issue Type tab (pg. 98; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If the critical issue is already in use, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Critical-Issue Type tab reappears without the issue (along with a message that an item was successfully deleted).



Activate or De-activate a Critical-Issue Type

To activate or de-activate a critical-issue type:46

1. Click the Manage Critical-Issue Questions link (pg. 97) in the Lease Management section of the system-administrator dashboard. The Critical-Issue Type tab appears (pg. 98).

2. Click the Activate/Deactivate tab. A list of all critical-issue types appears.

Activate/Deactivate tab

3. To:

■ Activate a critical-issue type, see below.

■ De-activate a critical-issue type, see pg. 102.

ACTIVATE A CRITICAL-ISSUE TYPE

To activate a critical-issue type:

■ If you’ve just added the critical issue (e.g., Abatement), then its Active radio button is already checked.

■ If the critical issue is de-activated, and you want to re-activate it:

1. Locate the name (e.g., Abatement). 47 (The Inactive radio button is checked.)

2. Click the critical issue’s Active radio button, then click the Update Active Status button at the bottom of the tab. The critical issue is re-activated.


46 De-activating a critical-issue type temporarily takes it out of use, but all past references are still maintained; and you can activate it again.

47 You may have a version of the software where all active critical-issue types display on the tab first, then the de- activated issue types display (on the latter pages of the tab).



Activate or De-activate

DE-ACTIVATE A CRITICAL-ISSUE TYPE

a Critical-Issue Type (Cont.) To de-activate a critical-issue type (e.g., Abatement):

1. Locate the name, and click its Inactive radio button.48

2. Click the Update Active Status button on the tab. The critical-issue type is now de-activated.

Add, Edit, Re-Position, or Delete a Critical-Issue Question

Critical-issue questions are questions entered into the application based on critical information stated in a lease.

To add, edit, re-order, or delete a critical-issue question:

1. Click the Manage Critical-Issue Questions link in the Lease Management section of the dashboard (pg. 97). The Manage Critical-Issue Question tab appears.

Manage Critical-Issue Question tab

2. To:

■ Add a critical-issue question, see below.

■ Edit a critical-issue question, see pg. 108.

■ Re-position a critical-issue question, see pg. 111.

■ Delete a critical-issue question, see pg. 112.

■ Delete a critical-issue question answer/detail, see pg. 112.


48 You may have a version of the software where all active critical-issue types display on the tab first, then the de- activated issue types display (on the latter pages of the tab).



Add, Edit, Re-Position,

ADD A CRITICAL-ISSUE QUESTION

or Delete a Critical-Issue Question (Cont.)

To add a critical-issue question:

1. Click the Issue Type dropdown arrow on the Manage Lease Critical-Issue Question tab (pg. 102), and select the relevant issue type (e.g., CAM).

The tab refreshes to display the appropriate type.

CAM issue type

2. Click the Add button. The Lease Critical-Issue Question pane appears.

Add Lease Critical-Issue Question pane

3. Enter the question (e.g., Is the landlord responsible for any CAM expenses?) in the Question textbox.

4. Click the Response Field Type dropdown arrow, and select the type of response (e.g., Text) that should be answered for the question, if applicable.

NOTE: See “Appendix A: Additional Critical-Issue-Question Examples” on pg. 119 for examples of questions with Number and Date response types.





ADD A CRITICAL-ISSUE QUESTION (CONT.)


5. Click the Active checkbox if the question is to be available for use on the Abstract Clauses tab (under Lease Mgt. > Clauses) on the user side of the application.

6. Click the Add button to save the information (or the window’s button to exit without saving). The question appears on the Manage Critical-Issue Question tab (along with a message that an item was successfully added).

Is the landlord responsible for any CAM expenses? was added to the Manage Critical-Issue Question tab

7. To add the critical-issue question’s details:

a. Click its edit details link.

The Manage Critical-Issue-Question Details tab appears.

Manage Critical-Issue-Question Details tab







b. Click the Add button. The Add Lease Critical-Issue-Question Info pane appears.

Add Lease Critical-Issue-Question Info pane

NOTE: Critical-issue question details are available answers to a particular lease question. The usual answers are Yes, No, or Silent (Silent means the lease doesn't state any information about the question's subject matter); and you can mark the answer as the Default answer.

c. In the appropriate textboxes:

1) Enter the available answer to the question.

NOTE: Since the Response Field Type (pg. 103) is Text, the available answer to Is the landlord responsible for any or all CAM expenses? would be Yes, No, or Silent.

…and if the answer is to be the default answer, check the Default Answer checkbox.







2) If you need more information to the primary question, enter a secondary question (50 characters, maximum, including spaces) in the Clarifier textbox.

NOTE: For instance, if the answer to Is the landlord responsible for any

or all of the CAM expense? is:

■ Yes, then the clarifying information in the Clarifier textbox might be What percent of expenses is LL responsible for?

■ No, then enter No in the textbox.

■ Silent, then enter N/A in the textbox.

3) Enter the actual language you want to appear (on the user side, on an entity’s Abstract Clauses tab), based on the user's selected answer to the question.







NOTE: For instance, if the answer to Is the landlord responsible for any or all of the CAM expenses? is:

■ Yes, then the answer to the question may be: Landlord is responsible for [CR] of the CAM expenses. (The [RS] is a placeholder for the answer the user will provide [e.g., 5%] in the Clarifier Response textbox of the Edit Question Detail pane [reached via edit question details link on an entity's Lease Mgt > Clauses tab].)49

■ No, then the answer to the question may be: The owner is the

responsible party for CAM expenses.

■ Silent, then the answer to the question may be: The lease has no related information.


49 See "Appendix A: Additional Critical-issue Question Examples" on pg. 119 for an explanation of the clarifier- response [CR] placeholder, along with explanations of two others you may use: [CA] (i.e., the clarifier selected by the user) and [AN] (i.e., the answer entered by the user).






d. Click the Add button. The Manage Critical-Issue-Question Details tab reappears with the detailed information (along with a message that information was successfully added).

A// “Answer” details for the Is the landlord responsible for any or all of the CAM expenses? critical-issue question

EDIT A CRITICAL-ISSUE QUESTION

To:

■ Edit the question, its response field type, and/or active status―see below.

■ Edit the question's answer details, see pg. 109.

EDIT THE QUESTION, RESPONSE TYPE, AND/OR ACTIVE STATUS

To edit a critical-issue question (e.g., Is the landlord responsible for any CAM expenses?), response type, or Active status:

1. Click its edit link on the Manage Lease Critical-Issue Question tab (pg. 104). The Edit Lease Critical-Issue Question pane appears.

Edit Lease Critical-Issue Question pane





EDIT THE QUESTION, RESPONSE TYPE, AND/OR ACTIVE STATUS (CONT.)


2. Edit any information (including checking or unchecking the Active checkbox), then, click the Update button to save the information. The Manage Lease Critical-Issue Question tab reappears with the edited information (along with a message that a question was successfully updated).

Is the landlord responsible for any CAM expenses? was changed to Is the landlord responsible for any or all of the CAM expenses?

EDIT A QUESTION’S DETAILS

To edit the details of a critical-issue question’s (e.g., Is the landlord responsible for any CAM expenses?) answers:

1. Click its edit details link on the Manage Lease Critical-Issue Question tab (pg. 104). The Manage Critical-Issue Question Details pane appears.

Manage Critical-issue Question Details tab





EDIT A QUESTION’S DETAILS (CONT.)


2. Click the edit link of the relevant answer (e.g., No).

The Edit Lease Critical-Issue Question Info pane appears.

Edit Lease Critical-Issue Question Info pane

3. Edit any information; then click the Update button. The Manage Critical-Issue Question Details pane reappears with the edited information.

The No paragraph statement was changed to The property owner is the responsible party for CAM.





RE-POSITION A CRITICAL-ISSUE QUESTION


To re-position a critical-issue question (e.g., What is the required occupancy percentage?):

1. Click the Issue Type dropdown arrow on the Manage Critical-Issue Question tab to select the relevant issue type (i.e., Co-Tenancy: Anchor). The tab refreshes with the appropriate information.

2. Click the up or down arrow ( ) of the question you want to re-position.

It moves up or down by one row (and shows a message that an item

was successfully moved).

4. What is the required occupancy percentage? was moved from the 4th row to the 3rd row,

under 2. Is there co-tenancy based on occupancy %?

3. Keep clicking the arrow until the issue is where you want it.(If your questions are numbered, see “Edit the Question, Response Time, and/or Active Status” procedure on pg. 108, to re-number them.)





DELETE A CRITICAL-ISSUE QUESTION


To delete a critical-issue question (e.g., Is their co-tenancy based on a certain “Open” date?): Click its delete link on the Manage Lease Critical-Issue Question tab (pg. 104; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If the question is already in use, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Critical-Issue Question tab reappears without the question (along with a message that an item was successfully deleted).

4. What is the required occupancy percentage? no longer appears on the Manage Critical-Issue Question tab

DELETE A CRITICAL-ISSUE QUESTION'S ANSWER/DETAIL

To delete a critical-issue question's answer/detail:

1. Click the question's (e.g., Is the landlord responsible for any CAM expenses?) edit details link on the Manage Lease Critical-Issue Question tab.





DELETE A CRITICAL-ISSUE QUESTION'S ANSWER/DETAIL (CONT.)


The Manage Critical-issue Question Detail tab appears.

2. Click the delete link of the relevant answer (e.g., Silent; and at the prompt, click the Yes button to confirm the deletion).

NOTE: If the answer/detail is already in use, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Critical-Issue Question Detail tab reappears without the answer/detail (along with a message that an item was successfully deleted.)

The Silent answer/detail was deleted from the Manage Critical-Issue Question Detail tab



Add, Edit, or Delete a Lease Set

Lease sets are configurable sets of data that can populate standard lease information on a form. You can create lease sets, based on a variety of lease information: rent, expenses, deal history, co-tenancy, maintenance, etc.—that users may print out on a report.

To add or delete a lease set:

1. Click the Manage Lease Sets link in the Lease Management section of the dashboard (pg. 97). The Manage Lease Set tab appears.

Manage Lease Set tab

2. To:

■ Add a lease set, see below.

■ Delete a lease set, see pg. 118.

ADD A LEASE SET

To add a lease set:

1. Click the Add button on the Manage Lease Set tab (above). The Add Lease Set pane appears (in a separate window).

Add Lease Set pane

2. In the Lease Set Name textbox, enter a descriptive name (e.g., Expenses) for the lease set you want to create.





ADD A LEASE SET (CONT.)

Lease Set (Cont.) 3. In the Number of Columns to Display textbox: Enter the number of

columns the lease-set information will display in on the form.

4. Click the Lease Group dropdown arrow, and select a lease group (e.g., CAM).

5. Click the Lease Field dropdown menu, and (based on the selected lease group) select a field (e.g., CAM Category) you want to add to the lease set.






Lease Set (Cont.) 6. Click the add link. The field is added to the set.

7. If applicable, follow steps 2. through 6. on pgs. 114-116 to add more fields from the same lease group.

Five more fields are added

If applicable, repeat steps 3. through 6. to select and add more lease groups/fields.

Insurance and Tax lease groups/fields are added






Lease Set (Cont.) 8. Enter any notes (e.g., CAM, insurance, and taxes) in the Description

textbox (if you wish).

9. Click the Add button on the Add Lease Set pane (pg. 114) to save the information (or the window’s button to exit without saving). The Manage Lease Set tab appears with the new lease set (along with a message that a lease set was successfully added)

The Expenses lease set was added to the Manage Lease Set tab

EDIT A LEASE SET

To edit a lease set (e.g., Expenses):

1. Click its edit link on the Manage Lease Set tab. The Edit Lease Set pane appears.





EDIT A LEASE SET (CONT.)

Lease Set (Cont.) 2. Edit (or add) any information; then click the Update button. The Manage

Lease Sets tab reappears (along with a message indicating that an item was updated).

The description now includes “and utilities”.

DELETE A LEASE SET

To delete a lease set (e.g., General Information): Click its delete link on the Manage Lease Set tab (see above; and at the prompt, click the Yes button to confirm the deletion

NOTE: If the lease set is already in use, you receive the following system message. Click the Dismiss button to cancel the deletion.

The Manage Lease Set tab reappears without the lease set (along with a

message that an item was successfully deleted).

Accruent Administrator’s Guide (V8.0): Company Administration – Part IV Appendix A


Appendix A: Additional Critical-Issue-Question Examples

(Information to come.)

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Accruent 8.0 Administrator’s Guide: Company Administration - Part IV

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Accruent 8.0 Administrator’s Guide - L Brands · Accruent, LLC 10801 -2 N. MoPac Expressway, Suite 400, Austin, TX 78759 . Company Administration - Part IV …