Processing Pooled Spaces 

Definition

Space, from which you can extract smaller spaces for rental (rental spaces). A pooled spaced cannot be leased out itself as an independent object. You have to convert it to a rental space to be able to lease out a pooled space.

Creating a pooled space is a requirement for being able to create and lease out rental spaces.

Rental units, on the other hand, are created without a pooled space.  

 

Use

A pooled space cannot include space in multiple buildings or properties. For example, if you want to assign a contract rental spaces with the usage type Office Space, and the rental spaces are in different buildings, you have to create a separate pooled space for each building.

A pooled space can be assigned to any non-occupancy contract (such as a service contract), but not to an occupancy contract (lease-out). For assignment to an occupancy contract, you first have to extract rental spaces from the pooled space. The procedure is described in Extracting Rental Spaces.

Exception: You can assign a pooled space as a rental object to a lease-out for information only.

For more information on informational assignment in the contract, refer to Creating and Assigning Objects in Real Estate Contracts.

 

You can create, change and display a pooled space. Below is a description of how to create a pooled space.

 

Number Range

Depending on the setting in Customizing, the number of the pooled space can be assigned externally or internally.

 

Procedure

Create Pooled Spaces Individually

 

To create a single pooled space, on the SAP Easy Access screen, choose

Accounting ® Flexible Real Estate Management ® RE Navigator ®Rental Object ® with the quick info text Create

For an accessible version of Create Pooled Space, use transaction REBDRO.

Select Pooled Space in the Rental Object Type field, and enter the usage type.

Enter the company code and the business entity.

 

General Data Tab Page

Enter the number of the building or property the pooled space belongs to.

The validity period is automatically inherited from the superior object. If the pooled space should have a different validity period, enter this in the Valid From and To fields.

When you create a pooled space, the address of the superior usage object is automatically adopted. However you can enter a different address here.

The more details on the address you enter in the dialog box, the faster the system works. If the system has already stored several addresses for the client, a dialog box displays an overview of the existing addresses that match your selection criteria.

The system automatically releases rental objects for account assignment.

 

Additional Data Tab Page

Here you can enter data for the pooled space that is informational only.

 

Occupancy Tab Page

Here you receive an overview of the availability of a rental object over time. Along with assigned occupancy contracts, you see when the object is vacant. A list of real estate contracts to which the rental object is assigned is displayed here. From the list you can branch to the display of each individual real estate contract.

Keep in mind the special considerations for assigning a pooled space to a contract. This is explained in more detail in the Use section above.

You can add new vacancy periods here and change vacancy reasons. You can prevent the rental object from being rented during a given vacancy period, for example if the object is being renovated. You can also replace default posting terms that were proposed for a given vacancy period.

For more information, see Vacancy Reason.

 

Measurements Tab Page

Here you can assign measurements to the rental unit. This is a prerequisite for extracting rental spaces later. For more information, see Define Measurements

In display mode, you can call up validity periods by choosing  with the quick info text Current Time Slot and  with the quick info text Complete Period.

For more information on time-dependent entries, see Management of Time Slots.

 

Fixtures/Fittings Tab Page

Here you define the data on the fixtures and fittings and location of the rental object. Since changes to fixtures and fittings characteristics made in the master data of the building are not inherited automatically, any changes have to be entered or deleted manually on the rental objects themselves.

For more information on processing fixtures and fittings, refer to the Fixtures/Fittings Tab Page section in Editing a Rental Unit.

You have the option of defining the characteristics as time-dependent. Define the validity period for each characteristic in the detail screen. You can access and process the detail screen of each characteristic by choosing  with the quick info text Previous Entry and  with the quick info text Next Entry.

In display mode, you can call up validity periods by choosing  with the quick info text Current Time Slot and  with the quick info text Complete Period.

For more information on time-dependent entries, see Management of Time Slots.

 

Posting Parameters Tab Page

For more information, refer to Posting Parameters.

 

Conditions Tab Page

The rental object conditions are available as default values on the contract. You can change the conditions on the contract.

You define condition types in Customizing. Choose:

 SAP Customizing Implementation Guide ® Flexible Real Estate Management (Enterprise Extension) ® Conditions and Flows ® Condition Types and Condition Groups ® Condition Types

·        Here you can add conditions and enter gradings for them.

·        If conditions exist, the system generates a cash flow that you can display by choosing  with the quick info text Cash Flow.

·        By choosing  with the quick info text Current Time Slot and  with the quick info text Complete Period you can access the Management of Time Slotsfunction.

 

Adjustment Tab Page

Here you can enter an adjustment rule for adjustments of conditions.

For more information on adjustments, refer to Adjustment of Conditions (Rent Adjustment).

 

Partner Tab Page

Here you can assign business partners who have a relationship with the rental object, and navigate to the business partner master data.

For more information on the SAP business partner, refer to SAP Business Partner in RE-FX.

 

Assignments Tab Page

In Customizing you specify if the system automatically creates and assigns a functional location in the Plant Maintenance (PM) component when you create a rental object. If this setting is not made, you can manually create a functional location and assign it here.

Based on certain notifications (malfunction reports, service notifications, inspection), and depending on the Customizing settings in the Plant Maintenance (PM) component, you can create a maintenance order (or service or maintenance plan order) directly from the rental object.

In addition, depending on your settings in Customizing, you can:

·        Create and assign fixed assets of Asset Accounting (FI-AA)

·        Assign WBS elements

·        Assign CO orders

For more information, see Creating and Assigning External Objects from Real Estate Objects.

 

Space Breakdown Tab Page

In this table all rental spaces are displayed that you extracted from your pooled space. You can navigate to the master data of the rental spaces and delete rental spaces if they are not yet saved. By choosing  with the quick info text Extract New Rental Space you can extract further rental spaces. The procedure is described in Extracting Rental Spaces.

 

Architecture Tab Page

Here you can assign existing usage objects to existing architectural objects or the other way around. This assignment can be either partial or complete. In addition, when you create usage objects, you can specify that they are created from existing architectural objects. The advantage of this assignment is that you can partially or completely adopt the measurements of the assigned object. While doing so, you can automatically or manually update the measurements on the usage object.

For more information, refer to Assignments Between Usage and Architectural Views (Individual Processing).

For general information on the architectural view, refer to Architectural View.

Here you can establish or remove the link between the pooled space and an architectural object.

You can use drag and drop to assign architectural objects from the navigation area.

 

Option Rate Methods Tab Page

On this tab page you define methods for option rate determination. The method that has been defined in Customizing as being the default method is defaulted by the system here. However you can change this setting in the Option Rate Method Detail area.

 

Meter Tab Page

Here you can create and edit meters for the pooled space. You use meters to record consumption-dependent service charges.

For more information, see Editing Meters.

 

Settlement Companies Tab Page

The automatic assignment of external settlement companies is processed here. The table displays the name of the accounting company and the consumer number (identification of the real estate contract used by the settlement company). You can change the number manually.

You first have to assign the pooled space to a settlement unit that is intended for data exchange with external settlement companies (Data Exchange Settlement Unit).

Details on external settlement companies are defined in Customizing. Choose:

SAP Customizing Implementation Guide ® Flexible Real Estate Management (Enterprise Extension) ® Service Charge Settlement ® External Settlement ® Characteristics of External Settlement Companies

 

Resubmission Tab Page

For more information, see Resubmission.

 

Overviews Tab Page

Here you can display the cash flow for a vacancy, for example.

 

Plan and Create Multiple Pooled Spaces

If you created architectural objects, you can plan and create multiple pooled spaces from the architectural structure. On the SAP Easy Access screen, choose:

Accounting ®Flexible Real Estate Management ® Usage Master Data ® Rental Object ® Define Pooled Spaces

For more information, refer to Planning Pooled Spaces.