Maintain Lease
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This activity allows you to maintain the lease details of the customer. A lease can be of type mall or corporate. Document types move from LOI (letter of intent) ---> MOU (memorandum of understanding) --->Lease deed for Lease type – Corporate while it is LOI --->TS (term sheet ) --->Lease deed for Lease type - Mall.
Select the “Maintain Lease” activity under the “Leasing” business component.
The “Maintain Lease” page appears.
- Clicking this icon available near certain fields takes you to the help
page of the respective field.
Enter the following in the header:
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Description |
The textual description of the lease. |
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Approval Note No |
The number identifying the approval note for which the lease number is to be generated. |
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Term Sheet No |
The number identifying the term sheet for which the lease number is to be generated. |
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Scanned Doc No |
The number identifying the document created during registration process and scanned. |
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Group Lease No |
The group lease number of the lease number. |
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Numbering Type |
Use the drop-down list box to select the numbering type for generating the lease number. The combo is loaded with the values as defined in the “Numbering Class” business component for the transaction type – Lease. |
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Reservation ID |
The code identifying the reservation for which the lease number is to be generated. |
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Opportunity ID |
The code identifying the opportunity for which the lease number is to be generated. |
The system displays the following:
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Opportunity Description |
The description of the opportunity. |
Enter the following in the “Lease Details” group box:
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Lease Type |
Use the drop-down list box to specify the type of lease. The combo is loaded with options “Mall” and “Corporate”. |
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Lease Category |
Use the drop-down list box to specify the category of the lease. The combo is loaded with the options defined for the Category – Lease Category in “Maintain Categories” activity. |
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Document Type |
Use the drop-down list box to specify the type of document that is to be generated. The combo is loaded with options based on the Lease Type selected. The combo is loaded with “LOI,”Term Sheet” and “Lease deed” when the Lease Type is selected as “Mall”. The combo is loaded with “LOI,”MOU” and “Lease deed” when the Lease Type is selected as “Corporate”. Mandatory. |
Note: LOI – Letter of Intent; MOU – Memorandum of Understanding
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Next Milestone |
Use the drop-down list box to specify the next milestone of the lease. The combo is loaded with options based on the document type selected. |
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Next Milestone Date |
The date on which the next milestone has to be signed. |
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Booking Date |
The date on which the property was booked. |
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Scheme Code |
The code identifying the scheme for which the lease number is to be generated. Mandatory. |
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Press <Enter> key. |
The system displays the following in the “Lease Details” group box:
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Scheme Name |
The name of the scheme. |
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Scheme Type |
The type of the scheme to which the scheme code belongs. |
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Company Code |
The code identifying the company to which the scheme is mapped. |
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Company Name |
The name of the company. |
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Finance Book |
The finance book of the scheme. |
Enter the following “Lease Details” group box:
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Customer Code |
The code identifying the customer who is going to occupy the property on lease. Mandatory. |
The system displays the following in the “Lease Details” group box:
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Customer Name |
The name of the customer. |
Enter the following “Lease Details” group box:
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Brand Code |
The code identifying the brand of the customer. Mandatory when the Lease Type is “Mall”. |
The system displays the following in the “Lease Details” group box:
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Brand Name |
The name of the brand. |
Enter the following “Lease Details” group box:
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Agreement Date |
The date on which the agreement was signed. |
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Commencement Date |
The date of commencement of the lease. Mandatory. |
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Registration Date |
The date on which the lease was registered. |
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Possession Offered Date |
The date on which the possession was offered to the customer. Mandatory. |
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Possession Date |
The actual date of possession by the customer. |
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Possession Letter Handover Date |
The date on which the possession letter was handed over to the customer. |
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Fitout Possession Date |
The date on which the fitout was possessed by the customer. |
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Fitout Handover Date |
The date on which the fitout was handed over to the customer. |
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Expiry Date |
The expiry date of the lease. Mandatory. |
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Lock-In Period Basis |
Use the drop-down list box to specify the basis for the lock in period. The combo is loaded with options “Days” and “Month”. |
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Lock-In Period |
The lock-in period of the lease. |
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Rent Free Period(Days) |
The number of days for which rent is waived off for the property. |
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Expiry Notice Period(months) |
The number of months before which the expiry notice should be sent to the customer intimating the lease expiry. |
Enter the following “Lease Details” group box:
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UOM |
Use the drop-down list box to specify the unit of measurement of the property. The UOM drop down will be loaded with the UOMs of the properties. Use the drop down list box to view the Total Rented Area against the selected UOM. |
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Fitout Period(Days) |
The number of days required to complete the fitout |
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Offer for Fitout |
The offer period for the fitout. |
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Revenue Sharing |
Use the drop-down list box to specify whether revenue is shared by the customer or not. The combo is loaded with options “No”, “Yes(M.G Amount)”, “Yes(M.G)-SI”, “Yes(Rent+Comp)” and “Yes(Ren+Com)-SI”. |
Note: If Revenue Sharing is ‘Yes(M.G Amount) / Yes (M.G) - SI, Bill are generated for M.G Amount. Revenue sharing is processed by comparing revenue amount & M.G amount.
If Revenue Sharing is ‘Yes(Rent + Comp) / Yes(Rent + Comp) - SI , Bills are generated for those billable components whose flag is ‘Yes’ or ‘Yes + RS’ along with Rent
Revenue sharing is processed by comparing revenue amount with RENT & those billable components whose flag is ‘Yes + RS’.
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Show area/rate/UOM in bill |
Select the check box to indicate that specification of area or rate or UOM will be displayed in the Bill Printing Report. |
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Fitout End Date |
The date on which the Fitout is expected to be completed. |
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Liquidity Damage |
Any liquidity damage to the property. |
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Jurisdiction Clause |
The jurisdiction clause pertaining to the property. |
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Remarks |
Any remarks regarding the lease. |
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Due Days |
The number of days from the bill date to pay the lease amount. Mandatory. |
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Electromechanical depreciation charge |
Select the check box to indicate that electromechanical depreciation charge is applicable. |
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Bill Generation Level |
Use the drop-down list box to specify the level of bill generation. The combo is loaded with options “Lease” and “Component”. |
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Client Manager |
The code identifying the manager of the customer. |
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Reconciliation Up To |
The date until which the bill can be reconciled. |
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Grace Period (DLI) |
The grace period in days for delayed interest. |
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Bank Guarantee |
Use the drop-down list box to specify whether the lease is bank guaranteed or not.The combo is loaded with options “Yes” and “No”. |
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DLI % |
Delayed Interest percentage (DLI) at lease number level. |
Enter the following in the “Renewal Details” group box:
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Total Lease Period(Years) |
The total number of years for which the property is taken for lease. |
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Rent Renewal Rate (%) |
The percentage rate for rent renewal. |
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Renewal Notice Period(months) |
The number of months before which the renewal notice should be sent to the customer intimating the lease renewal. |
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Extended Date |
The date until which the current lease is extended. When the system date reaches expiry date of the lease, system automatically updates the status of lease to ‘Expired’. Bill can still get generated if extended date is provided, |
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Renewal Upto |
The date until which the lease is renewed. |
Click the “Maintain Lease” button to generate the lease number.
The system displays the following in the header:
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Lease No |
The system generates and displays the lease number in fresh status. |
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Status |
The status of the lease number. |
Note: The lease number is generated in fresh status.
This page has 4 tabs. They are:
This tab is displayed by default on launch of the page. This tab is used to specify the details of the property taken on lease by the customer.
Enter the following in the “Property Details” multiline:
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Reference Scheme Code |
The code identifying the reference scheme of the scheme entered in the header. |
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Property No |
The number identifying the property which is to be taken on lease. |
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Press<Enter> key. |
The system displays the following in the multiline:
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Tower |
The tower to which the property belongs. |
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Block |
The block to which the property belongs. |
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Floor |
The floor in which the property exists. |
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Property Type |
The type of property. |
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UOM |
The unit of measurement of the property. |
Enter the following in the “Property Details” multiline:
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Property Sub Type |
Use the drop-down list box to specify the sub property type. The combo is loaded with options defined for the Category – Property Sub Type in “Maintain Categories” activity. |
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Building Name |
The name of the building in which the property exists. |
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Lease Area |
The area of the property taken on lease by the customer. |
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Billable Area |
The billable area in the lease area. |
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Blocked Area |
The area that is blocked or not used by the customer. |
Note: The sum of Billable Area and Blocked Area should be equal to the Lease Area.
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Rent Rate |
The rent amount per unit of measurement. |
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Rent Start Date |
The date from which the rent is applicable for the property. |
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Commencement Date |
The commencement date of the lease. |
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Expiry Date |
The expiry date of the lease. |
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Effective From |
The commencement date of the lease. |
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Effective To |
The expiry date of the lease. |
Note: The Rent Start Date will be defaulted with Possession Offered Date, however it can be modified, Commencement Date = Commencement Date, Expiry Date = Expiry Date, Effective From = Commencement Date and Effective To = Expiry Date are displayed from the header on clicking the “Maintain Lease” button (during Lease number generation).
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Rent Basis |
Indicates the rent basis. The system displays as “Rent” if revenue sharing is No and “Revenue” if Revenue sharing is Yes. |
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Minimum Guarantee Amount |
The minimum guarantee amount collected as rent for the property. |
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M. G. Basis |
Use the drop-down list box to specify the basis for minimum guarantee amount. The combo is loaded with options “Fixed” and “Variable”. |
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Rule |
Use the drop-down list box to specify whether special rule is set for the rent amount. The combo is loaded with “Special”. |
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Rent Amount |
The rent amount. If Rent Basis is blank or Rent, then Rent Amount = Rent Rate * Billable Area and if Rent Basis is Revenue, Rent Amount = Minimum Guarantee Amount |
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Rent Frequency |
Use the drop-down list box to specify the frequency of rent billing. The combo is loaded with options “Monthly”, “Bi-Monthly”, “Quarterly”, “Half Yearly” and “Yearly””. |
Note: When the Rule is set as Special, Rent Amount is Rs1000 and Rent Frequency is Bi Monthly, then the Rent Amount for the period will be ( 2* Rent Amount) i.e. Rs 2000.
If Frequency is Half Yearly, then Rent Amount for the period will be ( 6* Rent Amount), i.e. Rs. 6000. Whereas when Rule is blank, Rent Amount is Rs1000 then the Rent Amount for the period will always be Rs 1000 only, irrespective of the frequency.
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Opening Date |
The opening date of the shop. |
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Remarks |
Any remarks regarding the property lease. |
Click the “Save Property Details” to save the property details against the lease number.
Click the “Maintain Lease” button to generate the Lease No.
The system displays the following in the multiline:
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Cluster |
The cluster to which the property belongs. |
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Revised Billable Area |
The revised billable area of the property. |
The system displays the following in the “Lease Details” group box:
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Total Lease Amount |
The total lease amount per month for the property. |
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Total Rented Area |
The total area rented by the customer. |
Select the “Applicable Components” tab in the “Maintain Lease” page.
The “Applicable Components” tab appears.
This tab is used to map the applicable components for the property.
The system displays the following in the “Component Details” multiline:
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Property No |
The number identifying the property. |
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Floor |
The floor in which the property exists. |
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Block |
The block to which the property belongs. |
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Tower |
The tower to which the property belongs. |
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Property Type |
The type of property. |
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UOM |
The unit of measurement of the property. |
Enter the following in the “Component Details” multiline:
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Component Code |
The code identifying the component that is to be mapped to the property. |
The system displays the following in the “Component Details” multiline:
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Component Description |
The description of the component. |
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Type |
The type of component code. It could be “Plan” or “Non Plan”. |
Enter the following in the “Component Details” multiline:
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Rule |
Use the drop-down list box to specify whether special rule is set for component. The combo is loaded with “Special”. |
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Component Amount |
The amount for the component. Component Amount = Rate * Applicable Area |
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Rate |
The rate per unit of measurement. |
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Chargeable From |
Component amount chargeable from. It will be defaulted with rent commencement date of the property. |
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Effective From |
Component effective from. Defaulted with commencement date of the lease |
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Effective To |
Component effective to. Defaulted with the expiry date of the lease. |
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Frequency |
Use the drop-down list box to specify the frequency of component billing. The combo is loaded with options “Monthly”, “Bi-Monthly”, “Quarterly”, “Half Yearly”, “Yearly” and |
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Applicable Area |
The area on which the component is applicable. |
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Renewal Rate (%) |
The percentage rate for the renewal of the component. |
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Valid Till |
The date until which the lease is valid. |
Click the “Save Component Details” button to save the component details of the property.
The system displays the following in the multiline:
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Revised Applicable Area |
The revised area on which the component is applicable. |
The system displays the following in the “Lease Details” group box:
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Total Lease Amount |
The total lease amount per month for the property. |
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Total Rented Area |
The total area rented by the customer against the selected UOM |
Select the “Rebate and Charges” tab in the “Maintain Lease” page.
The “Rebate and Charges” tab appears.
This tab is used to specify the value for rebates and charges. The system displays the rebate/charge code defined for the scheme in the “Scheme Details – Leasing” activity.
The system displays the following in the “Rebate and Charges Details” multiline:
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Property No |
The number identifying the property. |
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Floor |
The floor in which the property exists. |
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Block |
The block to which the property belongs. |
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Tower |
The tower to which the property belongs. |
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Property Type |
The type of property. |
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Component Code |
The code identifying the component that is mapped to the Rebate /charge. |
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Component Description |
The description of the component. |
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Type |
The type of component code. It could be “Plan” or “Non Plan”. |
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Rebate/Charge Code |
The code identifying the rebate/charge. |
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Rebate/Charge Description |
The description of the rebate/charge. |
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Rebate/Charge Type |
The type of rebate/charge. |
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%/Amount |
The basis on which the rebate/charge is to be calculated. |
Enter the following in the “Rebate and Charges Details” multiline:
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Value |
The value for rebate/charge. |
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Remarks |
Any remarks regarding the rebate/charges. |
Click the “Maintain Lease” button to save the rebate/charge details.
Select the “Deposits and Advances” tab in the “Maintain Lease” page.
The “Deposits and Advances” tab appears.
This tab is used to specify the value for rebates and charges. The system displays the rebate/charge code defined for the scheme in the “Scheme Details – Leasing” activity.
Modify the following in the “Deposit and Advance Details” multiline:
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Deposit/Advance Code |
The code identifying the deposit/advance. |
The system displays the following:
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Description |
The description of the deposit/advance code. |
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Type |
Indicates whether it is a Deposit or Advance. |
Enter the following in the “Deposit and Advance Details” multiline:
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Component Code |
Use the drop-down list box to specify the component code applicable for the deposit/advance code. The combo is loaded with the component codes mapped to the property. |
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Component – Deposit Ratio |
The ratio of component and deposit. |
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Escalation Basis |
Use the drop-down list box to specify the escalation basis. The combo is loaded with the options “Component Dependent” and “Component Independent”. |
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Area |
The area of the property. |
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Rate |
The rate per unit of measurement of the property. |
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No of Months |
The number of months by which the deposit or advance has to be paid by the customer. |
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Amount |
The deposit or advance amount. |
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Pay Plan Code |
The code identifying the pay plan. |
The system displays the following:
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Pay Plan Description |
The description of the pay plan. |
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Pay Plan Type |
The type of pay plan. |
Enter the following in the “Deposit and Advance Details” multiline:
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Advance Adjustment Period(months) |
The number of months by which the advance has to be adjusted. |
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Adjust From |
The date from which the advance is adjusted. |
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Interest (%) |
The percentage of interest on deposit. |
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Service Provider |
The service provider of the scheme. |
Click the “Maintain Lease” button to save the deposit/advance details.
To modify the lease details
Enter the following in the header:
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Lease No |
The number identifying the lease whose details are to be modified. |
The system displays the lease details in the header and in the tabs.
Click the “Maintain Lease” button to save the modified lease details.
To cancel the lease number
Enter the following in the header:
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Lease No |
The number identifying the lease which is to be cancelled. |
The system displays the lease details in the header and in the tabs.
Click the “Cancel” button to cancel the lease number.
The status of the lease number is updated as “Cancelled”.
To proceed, carry out the following
Select the “Specify Broker Details” link to specify the broker details.
Select the “Escalation/Revenue Sharing details” link to specify the escalation or revenue sharing details.
Select the “Clause Information” link to specify the clause information pertaining to the lease.
Select the “Bank Guarantee Information” link to specify the bank guarantee information pertaining to the lease.
Select the “Specify Parking Information” link to specify the parking information of the property.
Select the “Attach Notes” link to specify additional notes regarding the lease.