Premises Detail Section - Leases Workspace

The Premises detail section is used to break the leased space into its individual parts for accounting purposes. For example, if an organization rented three floors—Floors 1, 4, and 9—their landlord may charge different amounts per square foot depending on the attributes of the space. Floor 1 may have the highest cost due to being the most convenient, Floor 9 could be second-highest due to the amenities and scenic view, and Floor 4 could be lowest due to being generic office space.

The Premises detail section ties into the Income & Expenses detail section, where users can tie an income or expense to a specific premise. Users should document their parking in both the Parking and Premises detail section, because while the Parking detail section allows you to document the start and end dates of a parking agreement as well as the costs, the Parking detail section does not tie into the Income & Expenses detail section.

To perform actions in this detail section, you need to be able to see the Details pane. Click the List View, Summary View, and Map View buttons to toggle different content views. For more information about different content views, see the Content Views section of the Common Attributes of Workspaces page.

ClosedAdd Premise

To add a premise to a lease:

  1. Open the Leases workspace.

  2. Select the lease to which you want to add a premise.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Click the Add Premise button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

    The Add Premise window opens.

  5. Enter a name for the premise in the Name field.

  6. Select the facility type from the Facility Type field.

  7. Select the occupancy status from the Status field.

  8. Enter the unit of measure in the Unit of Measure type-ahead field.

    Note:

    If the Unit of Measure type-ahead field is grayed out, the system uses the default unit of measure selected for this lease.

  9. Enter the area values in these fields:

    • Gross Area - the total area of the premise record.

    • Rentable Area - the area that is rentable out of the Gross Area.

      Note:

      The value in the Rentable Area field rolls up to the lease level, and can be referenced in both lease-level allocations and cost-level allocations.

    • Usable Area - the area that is usable out of the Rentable Area.

    • Parking Area - the measurement of area that is being used for Parking.

  10. Enter the number of parking spaces in the Parking Spaces field.

  11. Enter the design of the space into the Design Capacity field.

    For example, the premise could be an office or warehouse.

    Note:

    The Net Contractual Area field is auto-populated and read-only. The value of the Net Contractual Area field is Rentable Area - Parking Area.

  12. Select the floor from the Floor field.

  13. Enter the number of occupants in the Occupancy Headcount field.

  14. If there are additional people who use the space which are not there on a day-to-day basis, enter the number in the Additional Headcount field.

    The values in the Occupancy fields roll up to the lease level, and can be referenced in both lease-level allocations and cost-level allocations.

  15. Select the occupant from the Occupant field.

    The values which populate in this field are entered into Portfolio Center by your administrator.

  16. Click in the Start Date and End Date fields and enter the start date and end date of the premise.

    These dates give you the ability to clearly distinguish between past, present, and future premises associated with a lease. These dates do not impact any calculations.

  17. Enter any notes in the Note field.

  18. Select the relevant document from the Document field.

    Note:

    Click the Open button next to the Document field to open the document.

    Note:

    If you enter a page number or the article/section that this premise pertains to, the document opens to that location when you open the document.

  19. Enter the page number in which this premise is referred to in the Page Number field.

  20. Enter the article/section in which this premise is referred to in the Article/Section field.

  21. Choose between three options:

    • Click the Save button.

      The Add Premise window closes. Your new premise appears in the Premises detail section.

    • Click the drop-down arrow next to the Save button and click Save & New from the menu that appears.

      The premise is saved and cleared from view. Repeat steps 5-21 until all premises are entered.

    • Click the drop-down arrow next to the Save button and click Save & Similar from the menu that appears.

      The premise is saved, and the comments on the premise are cleared from view. This allows you to create a similar premise. Repeat steps 5-20 until all premises are entered.

ClosedEdit Premise

To edit a premise on a lease:

  1. Open the Leases workspace.

  2. Select the lease whose premise you want to edit.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Select the premise you want to edit.

  5. Click the Edit Premise button Pictured is a small gray button that looks like a pencil. in the toolbar on the right side of the Details pane.

    The Edit Premise window opens.

  6. Make your changes.

  7. Click the Save button.

    A dialog box opens that reads: Deleting this premise will change your allocation type to Percent, do you want to proceed?

    • If you click Yes, the allocation type changes to Percent and the allocation values remain the same.

    • If you click No, the record is not saved.

  8. Click the Yes button.

    The Edit Premise window closes. Your updated premise appears in the Premises detail section.

ClosedView Premise

To view a premise on a lease:

  1. Open the Leases workspace.

  2. Select the lease whose premise you want to view.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Select the premise you want to view.

  5. Click the View Premise button Pictured is a button that looks like an eye. in the toolbar on the right side of the Details pane.

    The View Premise window opens in read-only format.

  6. Click the Close button Pictured is a small button that looks like an x. once you are done viewing the premise.

ClosedClone Premise

To clone a premise on a lease:

  1. Open the Leases workspace.

  2. Select the lease whose premise you want to clone.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Select the premise you want to clone.

  5. Click the Clone Premise button Pictured is a small gray button that looks like two sheets of paper. in the toolbar on the right side of the Details pane.

    The Clone Premise window opens.

  6. Make your changes.

  7. Choose between three options:

    • Click the Save button.

      The Clone Premise window closes. Your cloned premise appears in the Premises detail section.

    • Click the drop-down arrow next to the Save button and click Save & New from the menu that appears.

      The premise is saved and cleared from view. Repeat steps 6-7 until all cloned premises are entered.

    • Click the drop-down arrow next to the Save button and click Save & Similar from the menu that appears.

      The premise is saved, and the comments on the premise are cleared from view. This allows you to clone the premise again with the same description, but different comments. Repeat steps 6-7 until all cloned premises are entered.

ClosedDelete Premise

To delete a premise from a lease:

  1. Open the Leases workspace.

  2. Select the lease whose premise you want to delete.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Select the premise you want to delete.

  5. Click the Delete Premise button Pictured is a gray button in the shape of a trash can. in the toolbar on the right side of the Details pane.

    A dialog box opens, asking you to confirm your choice.

  6. Click the OK button.

    The premise is deleted. It no longer appears in the Premises detail section.

ClosedPreview Document

If a premise is associated with a document (see the Add Premise procedures, steps 18 - 20), you can preview the part of the document that the premise is associated with.

To preview the document:

  1. Open the Leases workspace.

  2. Select the lease whose premise document you want to preview.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Premises detail section from the Detail Section menu.

  4. Select the premise whose document you want to preview.

  5. Click the Preview button Pictured is a small button that looks like a rectangle with a down arrow in its center. in the toolbar on the right side of the Details pane.

    The document opens in a new tab.

ClosedConfigure the Details Pane

See the Customize What You See procedures to learn how to configure the Details pane.

 

Accruent logo in white text.

© Copyright Accruent 2021Privacy PolicyTerms of UseLegal