Umoja Lease-in Process

Transcription

1 Umoja Lease-in Process Use this How-To- as a reference when carrying out activities related to the Lease-in activities in Real Estate. Lease-Ins are leasing contracts in which the UN is the tenant. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Responsible for creating and maintaining lease-ins (UN as tenant) and lease-outs (UN as landlords), including payment clauses * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Overall Process Umoja Enterprise Roles: Lease Processor The Lease-In process in Umoja consists of Procurement and Lease Administration activities, which include multiple process steps that extend across multiple enterprise roles. This How-To- will detail the steps in Lease Administration for Lease-Ins and the actions required for the Lease Processor. The entire Lease-In process flow is displayed below. The Lease-In process begins with a request for leased space by a party within Umoja. This request is processed through requisitioning in Procurement, and begins with the creation a Shopping Cart. Bids for rental space are then solicited and evaluated, and a supplier is selected. Once the bid has been awarded, a procurement contract is created and approved. At this point, Real Estate objects corresponding to the procured space are created in the Real Estate Module. The Lease Administration process then begins and a Lease-In contract is created, updated if necessary, and approved. A Purchase Order (part of the procurement process) is created with the vendor and Accounts Payable is notified of the payment schedule due to the supplier. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Common T-Codes: Lease-In Create Contract Re.80 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Foundation Training How-To : Umoja Lease-in 1/11

2 Contract Create The Lease Processor creates the lease contract and requests approval from the Contract Approver Step 1 In the Command field, enter RE80 or go to SAP menu -> Accounting -> Flexible Real Estate Management -> Master Data -> RE Navigator Select Real Estate Contract in the drop down portion of the Navigation area on the left hand side of the screen Click the Create icon Select Contract Type (Lease-in), populate the Company Code and click the Continue icon Step 2 Umoja Foundation Training How-To : Umoja Lease-in 2/11

3 Select the General Data tab Populate the: - Contract Name: The name of the lease contract (identified in the procurement process) - Contract Conclusion: The date the contract is terminated - Currency Contract: The currency set in order to have all subsequent conditions that are added default to that currency and provide a quick glance overview of what currency the lease is managed in. Changing this field does not affect the currency already assigned to an existing condition on the contract - Authorization Group: A security parameter in RE-FX that identifies which group or location maintains an Architectural Object. Step 3 For all Lease-Ins, Business Partners must be assigned to the contract. As a reminder, Business Partners in Umoja are any individuals or organizations that have one or more relationships with the United Nations. In Lease-Ins, the relevant Business Partners that can be assigned are: - UN Landlord w. Vendor Account: The landlord of the leased space - UN Lease Processor: The UN staff member responsible for creating and updating the lease contract - UN Contract Approver: The UN staff member responsible for reviewing and approving the lease contracts - UN Contact Person (if applicable): The individual designated by the landlord as the day-to-day point of contact for any issues related to the leased premise To assign Business Partners, select the Partners tab and assign new partners by clicking the Assign New Partner icon. Umoja Foundation Training How-To : Umoja Lease-in 3/11

4 In the Business Partner Search popup, populate Name 1/last name and Name 2/first name: Click the Continue icon In the results list, click on the partner, and then click the Continue icon. Repeat the search steps above for any additional partners. Umoja Foundation Training How-To : Umoja Lease-in 4/11

5 Step 4 Select the Term tab, then click Term and populate the: - Contract Start Date: The start date of the first contract entered into with the landlord for the leased premises - Cash Flow From: The first date on which the landlord will bill for rent and other related costs - 1st Contract End: The end date of the first contract Step 5 Select the Objects Tab and click the Assign icon and select Building or Property (depending on the leased space) In the search pop-up populate the Company Code Umoja Foundation Training How-To : Umoja Lease-in 5/11

6 Click the Continue icon and select the Object Type(s) to assign to the contract: Repeat steps above for searching for any additional Objects to be assigned Umoja Foundation Training How-To : Umoja Lease-in 6/11

7 Step 6 Select the Conditions tab and click on the Insert Condition(s) icon and select the conditions to add to the contract in the popup: Click the Copy icon on the Condition which was added to the screen. The conditions on lease in contracts are always statistical. Confirm that the Condition Purpose is Statistical and that the Statist. Box is checked. Populate the Unit Price field. Note: The Conditions on the Lease-In Contract are for information purposes only, and, when added, default to a condition purpose Statistical. This setting should not be changed on Lease-in contracts. The actual conditions owed are recording on the Purchase Order created in the procurement process Note: The currency of each condition is defaulted to the Contract Currency assigned on the General Data tab. The condition currency may be updated/changed freely as long as no financial postings have been run in for a particular range of dates (period). If the currency needs to be changed for a range of dates (period) for which postings have been run, it requires a reversal of the posting(s) already made, update to the currency, and then a new posting. Umoja Foundation Training How-To : Umoja Lease-in 7/11

8 Repeat this step for any additional conditions to be assigned Step 7 To attach any documents, click on the Document Management icon Step 8 Click on the Create tab in the lower portion of the screen. From here click on the Standard Doc. Types folder, then double click on Attachment. Umoja Foundation Training How-To : Umoja Lease-in 8/11

9 You will then be prompted for the correct file format to attach. Once the file is selected, click the Continue icon Umoja Foundation Training How-To : Umoja Lease-in 9/11

10 Step 9 Once you have completed the above steps, return to the General Data tab Click the Change User Status icon (bottom of screen) and select REQS Approval Requested (this triggers a workflow approval request message to the UN Facilities Manager assigned on the Partners tab of the contract. The request is sent both via and to the SAP Inbox when the contract is saved). Step 10 Click the Save icon or Select Real Estate Contract -> Save in the menu * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Contract Update The Lease Processor updates the lease contract if necessary, and requests approval for the updates from the Contract Approver Step 1 Umoja Foundation Training How-To : Umoja Lease-in 10/11

11 In the Command field, enter RE80 or go to SAP menu -> Accounting -> Flexible Real Estate Management -> Master Data -> RE Navigator Select Real Estate Contract in the drop down portion of the Navigation area on the left hand side of the screen and enter the contract number: Click the Display icon to bring up the object, then click the Display <-> Change icon to open the object up for changes. Follow the steps outlined above to access the tabs that contain the information which requires updates. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Foundation Training How-To : Umoja Lease-in 11/11