FOLDER

Folder Section & Tabs

Keyboard shortcut: Ctrl + Alt + F

Article contents:

• Folder Explorer
• Folder Settings
• Underwriting Workbook
• Reports
• Snapshots
• Property List
• Import/Export
• Audit Log

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Folder Explorer

Ctrl + Alt displays the numeric keyboard shortcut.

The Folder Explorer tab is where users can:

• Organize their property files within folders and sub-folders in a familiar Windows Explorer type experience
• Add, delete and cut/copy/paste folders and properties
• Calculate properties
• Run an Underwriting Workbook
• Create a snapshot
• Search their folders.

Article contents:

• Left Side Panel
• System Folders: *Inbox & *Template
• Right Side Panel
• Search

Left Side Panel

The left side panel displays the folder and sub-folder tree.

Folder right-click options within the left side panel include:

• New folder creates a new folder or sub-folder. In the left side pane, right-click on (i) the rDCF home icon to create a folder that is nested below the rDCF home icon or (ii) an existing folder to create a sub-folder.
  • Note: Folders that are copied and pasted may be nested in a similar fashion.
• Add property adds a new property in the current folder. The "Add New Property" pop-up window will open and a new property file can be created by following these instructions.
• Rename allows the existing folder name to be modified. The active folder can also be renamed in the Folder Settings tab.
• Copy copies the folder (including all nested sub-folders and properties within the folder/sub-folder(s)) in order to paste within another folder.
• Cut copies the folder (including all nested sub-folders and properties within the folder/sub-folder(s)) and when pasted within another folder, deletes the original.
• Paste after Cut or Copy, pastes the cut or copied folder and nests beneath the selected folder.
• Delete deletes the folder. This cannot be undone.
• Calculate calculates all properties in the folder. Does not calculate properties in nested sub-folders.
• Snapshot creates a folder snapshot of all properties in the folder. Does not include properties in nested sub-folders.

System Folders: *Inbox & *Template

There are two system folders that cannot be deleted at the top of the left side panel immediately below the rDCF root folder: *Inbox and *Template.

Note: A third system folder entitled *Asset Management also appears on the left side panel immediately below the rDCF root folder for users in organizations for which the Asset Management functionality has been enabled. See the Asset Management section for additional details.

*Inbox: When a shared snapshot is restored by clicking on the hyperlink in an email received from a third party, the snapshot is restored in a subfolder of the *Inbox folder. The subfolder name will be a truncated version of the email address of the user restoring the snapshot, whereby the email address is stripped of the "@" and anything to the right thereof. For example, if the email address of the user restoring the snapshot is "[e-mail]", then the subfolder name into which the snapshot will be restored is "ajohnson".

Helpful Hint: After the snapshot has been restored into the proper subfolder of the *Inbox folder, it is recommended that the user cut and/or copy the property (see instructions below) and paste into a different folder that is not a system folder.

*Template: The *Template system folder is used to hold "shell" property files containing consistent inputs that can expedite the property creation process. When a new property is added from the Folder Explorer or Property List screens, any property within the *Template folder may be copied as the starting point (click here to review the process to add a new property). Not only with this expedite the property creation process, it will also ensure consistency between files.

Create a Template Property

There are two ways to create a template property: (1) add a new property within the *Template folder by right-clicking on the folder and selecting “Add property”, or (2) copy an existing property and paste it into the *Template folder, then adjust the property inputs as desired to create a template.

Below are suggestions for the types of inputs that are useful in a template property, though a template property can incorporate any data that will expedite the creation of new properties.

Commercial Property Template Suggestions

Inputs for commercial properties that are contained within the *Template folder typically include:

• Certain Property Settings, such as Market Effective Month, Recovery Effective Month, Loss Factor Effective Month, Loss Factor Calculation and Recovery Gross-Up Frequency)
• Valuation Settings
• Defaults
• Line Item names and account numbers
• Line Item amounts per area (i.e., capital reserve equal to $0.15/sf)
• Inflation assumptions
• Vacancy &/or Credit Loss assumptions
• Market Assumptions, such as Rent, Free Rent, Tenant Improvements &/or Leasing Commissions
• Market Leases

Inputs that typically will be excluded from commercial property files within the *Template folder because they are unique between properties include:

• Area Measures
• Contractual lease records on the Rent Roll
• Line Item amounts (other than certain per area amounts as noted above)
• Recovery Pools unique to a property

Multifamily Property Template Suggestions

Inputs for multifamily properties that are contained within the *Template folder typically include:

• Property Settings - Market Effective Month
• Valuation Settings
• Line Item names and account numbers
• Line Item amounts per area (i.e., capital reserve equal to $0.15/sf)
• Inflation assumptions
• Various assumptions on the Rent Roll for a Unit Type, such as Occupied Rollover, Vacant Lease-Up, Market Term, Market Rent, Market Free Rent, Make Ready, Commissions, Vacancy &/or Credit Loss

Inputs that typically will be excluded from multifamily property files within the *Template folder because they are unique between properties include:

• Area Measures/# of Units
• Contractual data on the Rent Roll
• Line Item amounts (other than certain per area amounts as noted above)

Hospitality Property Template Suggestions

Inputs for hospitality properties that are contained within the *Template folder typically include:

• Property Settings - Market Effective Month & Default ADR Inflation
• Valuation Settings
• Line Item (including departmental) names and account numbers
• Line Item amounts per area (i.e., capital reserve equal to $0.15/sf)
• Inflation assumptions

Inputs that typically will be excluded from hospitality property files within the *Template folder because they are unique between properties include:

• Area Measures/# of Rooms
• Rooms/Area, Occupancy and ADR data on the Rent Roll
• Line Item amounts (other than certain per area amounts as noted above)

Helpful Hint: If a property file exists that includes many of the inputs for a template property, copy that property file into the *Template folder and then delete the inputs that are unique to the property that was copied. The result will be a template property file containing inputs that can then be used for the creation of new property files which share such inputs.

Right Side Panel

The right side panel displays the sub-folders and properties (commercial properties will display as , multifamily properties will display as and hospitality properties will display as ) within the selected folder.

The right side panel additionally displays key property information for each property in the selected folder, including: 

• Calculation status
• Property Name
• Latest calculated Value and Per Area Value
• Last Updated date and time

Property right-click options within the right side panel include:

• Add property (available only within sub-folders) adds a new property in the current sub-folder. The "Add New Property" pop-up window will open and a new property file can be created by following these instructions.
• Copy copies the property or sub-folder (including nested sub-folders). Use Paste in the left side panel to insert the copied property or sub-folder into another folder.
• Cut copies the property or sub-folder (including nested sub-folders) and when pasted, deletes the original.
• Calculate calculates the selected property.
• Snapshot creates a snapshot of the selected property. The snapshot can be retrieved in the Snapshots tab or in your computer's Downloads folder
• Underwriting Workbook creates a single property underwriting workbook which can be downloaded on the Dashboard.
• Delete deletes the property or sub-folder. This cannot be undone.

To Copy, Cut or Delete multiple properties and/or folders simultaneously from the right side panel:

• To select a range of properties and/or sub-folders, highlight the first property/sub-folder in the range, press and hold the Shift key, and then highlight the final property/sub-folder in the range.
• To select multiple properties and/or sub-folders that are not contiguous, press and hold "Alt + Shift" while highlighting the property/sub-folders.

Note: (1) Any sub-folders or properties cut or copied from the right side panel may be pasted into a folder on the left side panel. (2) A folder cannot be moved or copied into itself or its subfolders. If this is attempted, a warning will appear noting that this is not permitted. 

Double click to expand a folder. Then, double click a property to make that the currently active property (the path for this property will now display in the Header Menu). Upon property activation, the user is directed to the Property Settings tab located in the Property section.

Search

The Search box searches the entire structure for folder names and/or property codes. Search results populate in the right hand pane displaying Type (Folder or Property), Name, folder Path, and the date/time the folder or property was Last Updated. Double clicking on a selected row will activate the folder or property and will navigate the user to (i) the Folder Explorer tab if the search result has a Type = Folder, or (ii) the Property Settings tab if the search result has a Type = Property.

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Folder Settings

Ctrl + Alt displays the numeric keyboard shortcut.

The Folder Settings tab is where a user can:

• Calculate all properties in the folder
• Rename a folder (code and/or description) and define default folder level report, underwriting workbook and BI export begin dates and term
• Assign user permissions for the folder

Article contents:

• Folder Settings Tab Fields
• Folder Permissions

Folder Settings Tab Tools Menu

Calculate All Properties in the Current Folder

Allows for the simultaneous calculation of any uncalculated properties within a folder. 

Note: If a folder calculation has been started and property data is edited while the calculation for that property is ongoing, the calculation will terminate for the property whose data was edited.

1. Click ; the app will check the status of all properties in the folder.
2. A "Folder Calc Validation Warning" will appear if there are input errors in any of the properties in the folder. If this warning appears, (i) click Cancel to close the window and review/correct the errors or (ii) Ignore to start the folder calculation. 

If upgrades are not necessary or input errors do not exist, the folder calculation will start automatically. During the calculation, a running total of the number of properties for which the calculation is complete (e.g., "x of xx complete") will appear to the right of the Tab Tools Menu.

A message will appear indicating a successful completion of the folder calculation.

To perform a folder calculation, a valid Folder Setting entry for "Report Begin" and "Term" must exist (see below). If a valid entry does not exist, the folder calculation button will change from black to red and the red text "Warning: Review Inputs" will appear. Folder calculation will be disabled until a valid entry is made in both the "Report Begin" and "Term" fields.

Folder Settings Tab Fields

Code is a required folder identification code with a 20 character maximum (commas and asterisks are not accepted); displays on the Folder Explorer tab.

Description is an optional field that allows for a more detailed description of the folder contents.

Report Settings (used as default settings for Folder Reports, Folder Underwriting Workbooks and Folder BI Data Exports):

Report Begin is the default Begin Date for a Folder Report, Folder Underwriting Workbook or Folder BI Data Export.

Note: The Report Begin date is always assumed to occur on the first day of the month. Data is entered in the MM/YYYY format.

Term is the default term for a Folder Report, Folder Underwriting Workbook or Folder BI Data Export.

Note: Upon folder creation, the Report Date and Term fields default to "null" and may be edited by the user. A validation error will appear until such fields have been filled out.

Folder Permissions

The Folder Permissions section of the Folder Settings screen is where data access roles and property access rights are assigned to users within an organization. For each Folder Permission record added, the following three criteria must be defined:

1. Users/Groups - The specific users (or groups of users) within an organization to which the defined data access roles and property assignments will apply.
2. Data Access - The data access role that will apply to the assigned users/groups.
3. Property Access - The properties within the folder to which the assigned users/groups will have access.

To add a new folder permission record, either click on the "+" button to the left of the Folder Permissions heading or use the "Ctrl + Shift + +" hot-key combination.

Users/Groups

Define the individual users or the user groups to which the folder permissions will apply. User/User Group selection is done by opening the Users/Groups carousel.

On the Users carousel state, the list is populated with the user names as displayed in the Organization Settings section on the Users tab. On the User Groups carousel state (shown below), the list is populated with the user groups as displayed in the Organization Settings section on the User Groups tab. Note: the Organization Settings section is accessible by Administrators only.

 

• Check the boxes to include specific users or user groups to which the folder permissions will apply.
• Uncheck the boxes to exclude specific users or user groups. 
• Select all users/ user groups by checking the box to the left of the Search field.
• Deselect all users/user groups by unchecking the box to the left of the Search field.
• To view all users/user groups regardless of permissions, uncheck the "Show Selected" box.
• To view only selected users/user groups, check the "Show Selected" box.
• To sort the list alphabetically in ascending order, click the double arrows (the double arrow icon will change to a single arrow pointing downward); to re-sort the list alphabetically in descending order, click the single arrow pointing downward (the single arrow pointing downward icon will change to a single arrow pointing upward).

Data Access

Define the data access role that will apply to the assigned users/user groups. The three options are:

• Owner
• Read-Write
• Read-Only

The operations within rDCF for each role are defined in the following chart:

Property Access

Select the properties within the folder to which the assigned users/groups will have access. Property selection is done by opening the Property Access carousel.

• Check the boxes to provide the users/user groups with access to specific properties.
• Uncheck the boxes to exclude specific properties from access for the users/user groups.
• Select all properties by checking the box to the left of the Search field.
• Deselect all properties by unchecking the box to the left of the Search field.
• To view all properties regardless of selection, uncheck the “Show Selected” box
• To view only selected properties. check the "Show Selected" box:

• To sort the list alphabetically in ascending order, click the double arrows (the double arrow icon will change to a single arrow pointing downward); to re-sort the list alphabetically in descending order, click the single arrow pointing downward (the single arrow pointing downward icon will change to a single arrow pointing upward).

Note: When Data Access is set to "Owner", by default the Property Access will be set to "Portfolio: *AllProperties" and will not be editable. As a rule, folder owners always have access to all properties in the folder.

Note: For organizations with Asset Management functionality, the Property Access carousel includes an additional tab for Portfolios, whereby portfolios of properties set up within the Asset Management module may be utilized for property access rights.

Folder Permission Rules

The following rules apply to folder permissions:

• All folders must have at least one Owner.
• The Owner of a folder by default has access to all properties within the folder.
• The Owner of a folder by default has full rights to all actions within the folder.
• When a new folder or subfolder is created, by default all users are owners with access rights to all properties within the folder/subfolder.
• When a folder or subfolder is copied and pasted to another destination, the destination folder will inherit the source folder permissions. However, if the source folder permissions are changed, the destination folder permissions do not change.
• When a property is copied from one folder to another, that property will be excluded from property access rights in the destination folder for those folder permission records using a "Detailed" property access. However, if property access is set to "Portfolio: *All Properties", then that property will be included for access rights.
• Users executing a folder paste must be an owner of the destination folder. As such, any owners of the destination folder inherit access to all folders on paste.
• Users executing a property paste must be an owner of the destination folder.
• Users with Read-Write access can edit anything within the property file, but cannot delete, move or overwrite the property. Those functions are reserved for folder Owners.
• Subfolder permissions are independent of the parent folder.

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Underwriting Workbook

Ctrl + Alt displays the numeric keyboard shortcut.

A Folder Underwriting Workbook generates a portfolio underwriting workbook containing any or all of the commercial properties within the folder (multifamily and hospitality properties are currently unavailable for inclusion within a folder Underwriting Workbook).

To generate an Underwriting Workbook report:

Step 1

Enter a Valuation Date (defaults to the Report Begin date as entered on the Folder Settings tab), Term (defaults to the Term as entered on the Folder Settings tab) and Description of the underwriting workbook generated (defaults to “Folder Underwriting on: [current date] [current time]”).

Note: The Valuation Date is always assumed to occur on the first day of the month. Data is entered in the MM/YYYY format.

The Valuation Date cannot be prior to the Analysis Begin date for any of the properties selected to be included in the Underwriting Workbook. The Analysis Begin date for each property is displayed for informational purposes in the SELECTED PROPERTIES section of the screen. If the Valuation Date is prior to any property Analysis Begin date, the “Submit” button will be disabled and the following warning message will appear:  

Likewise, the Term must be at least three years and supported by the shortest remaining term for any of the properties selected to be included in the Underwriting Workbook. The Term for each property is displayed for informational purposes in the SELECTED PROPERTIES section of the screen. If the term is unsupported, the “Submit” button will be disabled and the following warning message will appear: 

If either of these warning messages appear, make the appropriate correction in the Valuation Date and/or Term field, as necessary (consideration should also be given to changing such fields on the Folder Settings screen).

Step 2

Select the properties to be included in the Underwriting Workbook from the SELECTED PROPERTIES section of the screen.

Any commercial property in the folder with a Calculation Status of “Calculated” can be included in the Folder Underwriting Workbook.  The Calculation Status for each property is displayed for informational purposes in the SELECTED PROPERTIES table.

• Check the boxes to include specific properties in the Folder Underwriting Workbook. 
• Uncheck the boxes to exclude specific properties from the Folder Underwriting Workbook.
• Select all properties by checking the box to the left of the "Type" header as shown below.

• Deselect all properties by unchecking the box to the left of the "Type" header as shown below.

If a box is checked for a property with a Calculation Status of “Uncalculated”, the “Submit” button will be disabled and the following warning message will appear:

To re-enable the “Submit” button, either (i) uncheck the property(ies) with an “Uncalculated” status; or (ii) calculate the uncalculated property(ies) (a folder level calculation may be performed for any uncalculated properties simultaneously at the Folder Settings or Property List screen in the Folder section).

Helpful Hint: The SELECTED PROPERTIES list may be (i) sorted via use of the arrows next to the column headers; or (ii) filtered by typing in the filter criteria in the empty field beneath the column header.

Step 3

Click Submit to generate the Underwriting Workbook which, when complete, will be available for download in the Underwriting Workbook section of the Dashboard.

Info: Whereas Folder Underwriting Workbook generates an underwriting workbook that consolidates any or all of the properties within a folder, a Property Underwriting Workbook may be generated within the Property section on the Property Settings screen or on the Header Menu for individual properties (the currently active property).

For more information regarding the Underwriting Workbook, refer to the rDCF Underwritng Workbook section of the Knowledge Base. 

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Reports

Ctrl + Alt displays the numeric keyboard shortcut.

The Folder Reports tab is where users can run portfolio level reports that contain data and/or calculated results for more than one property.

When an rDCF folder report is generated, the report opens as a fully functioning Excel model (viewable and printable within Excel). Benefits of generating reports in Excel include:

• Formulas used for calculations are included within the models, facilitating auditability thereof and removing the black box “Where did this number come from?” issue that is prevalent with other software applications.
• Enhanced formatting for cleaner looking reports, and the ability for the user to change formatting as desired.
• The ability to perform additional, user-defined analysis directly in the report. Because the report renders in Excel, any Excel spreadsheet functionality is available at the fingertips of the user.

Article contents:

• rDCF Folder Reports, Excel & Downloads
• Folder Reports

rDCF Folder Reports, Excel, & Downloads

Note: rDCF interacts with the version of Excel installed on the user’s computer. In some cases, enhanced Excel security settings may be enabled that will require the user to click the “Enable Editing” button for the report to render properly. If the “Enable Editing” button is not clicked within Excel when the report renders, formatting and or data presentation may be insufficient. Therefore, click the “Enable Editing” button whenever a report renders if so required by the security settings in your version of Excel.

Recommendation: When a rDCF report renders in Excel, the report is automatically saved within the “Downloads” folder on your computer (or another folder if the user has adjusted their web browser settings) with a default name of "<FolderName><ReportName><DateGenerated><TimeGenerated>". As the quantity of reports generated from within rDCF increases, the number of reports in your “Downloads” folder will likewise increase. Therefore, it is recommended that you periodically clear your “Downloads” folder to prevent the amount of data storage on your computer from becoming unnecessarily large.

Perform the following procedures to generate a folder level report:

Step 1

Select the report to be generated from the report list in the left-side panel; the settings for that report as well as a list of available properties will appear in the right-side panel.

Note: Whereas certain reports can be run for any or all properties within a folder, other reports can only be run for properties of the same property type (i.e., commercial properties only, multifamily properties only or hospitality properties only). If this is the case, only those properties having the same property type will appear on the list of available properties.

Step 2

Enter the desired report settings in the right-side panel (the settings for each available report are described below).

Step 3

Select the properties to be included in the Folder Report. The list of properties available for inclusion is determined by the "Selection Method" dropdown:

Current Folder: Only properties in the currently active folder will be displayed (as noted above, this list may be filtered by property type depending upon the report to be generated).

Current Folder and Subfolders: Properties in the currently active folder as well as any subfolders will be displayed. If this method is used, an additional column will appear in the "Selected Properties" table to identify the subfolder to which the property belongs (as noted above, this list may be filtered by property type depending upon the report to be generated).

By default, any property in the folder and/or subfolder that has a Calculation Status of "Calculated" is included, which is designated by a check in the check box. The Calculation Status for each property is displayed for informational purposes in the "Selected Properties" table.

• Check the boxes to include specific properties in the Folder Report.
• Uncheck the boxes to exclude specific properties from the Folder Report.
• Select all properties by checking the box to the left of the “Type” header.

• Deselect all properties by unchecking the box to the left of the "Type" header.

If a box is checked for a property with a Calculation Status of "Uncalculated", the "Run Report" button will be disabled and the following warning message will appear:

To re-enable the "Run Report" button, either (i) uncheck the property(ies) with an "Uncalculated" status; or (ii) calculate the uncalculated property(ies) (a folder level calculation may be performed for any uncalculated properties simultaneously at the Folder Settings or Property List screen in the Folder section).

Helpful Hint: The list of properties available to be included in a folder level report may be (i) sorted via use of the arrows next to the column headers; or (ii) filtered by typing in the filter criteria in the empty field beneath the column header.

Step 4

Click the "Run Report" button to generate the report.

Folder Reports

The following folder-level reports are available:

• Commercial Cash Flow
• Hospitality Cash Flow
• Multifamily Cash Flow
• Cross-Asset Cash Flow
• Occupancy
• Expiration
• Market Lease Values
• Tenant Roster
• Weighted Average Lease Term
• Property Information
• Property Metrics
• Valuation Summary
• Folder Settings

Commercial Cash Flow

Purpose: 

To present the projected revenues, expenses and capital expenditures for commercial properties only on an aggregate basis over a specified term in order to calculate net operating income and net cash flow.

Settings:

Start Date: Defines the date that the report will begin. Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Note: If the Start Date is prior to the Analysis Begin Date for any property included within the report, that property will display zeroes for the period of time between the report Start Date and the property Analysis Begin Date.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Periodicity: Defines the time periods to be displayed on the report. Choices are “Annual”, “Monthly” or “Quarterly.”

Style:

• Simple: The default and presents the standard method of displaying the property cash flow (only Potential Revenue and Loss From Absorption & Downtime for Base Rent is broken out).
• Potential Breakout: Displays Potential Revenue and Loss From Absorption & Downtime for all revenue sources (Base Rent, Recoveries, Miscellaneous Tenant Revenue and Percentage Rent).

Line Item Display:

• Cash Flow Grouping: Displays Line Items (i.e., Miscellaneous Revenue, Recoverable Expenses, Non-Recoverable Expenses and Building Capital) in the aggregate for each Line Item type.
• As Entered: Displays the detail for each Line Item (Line Items are aggregated only if the selected properties share the same Code).

Note: For organizations with Asset Management functionality, additional options for line item display by "Detail Account #" and "Summary Account #" are included.

Display Account?: Determines whether the Code for Line Items will be displayed. The default is unchecked, whereby only the Line Item Names display on the report. If checked, both the Line Item Codes and Names will display on the report.

Note: For organizations with Asset Management functionality, the account number as referenced from the Chart of Accounts will display rather than the Code.

Display Annual Totals?: Available only if the Periodicity is set to “Monthly” or Quarterly”. The default is unchecked, whereby Annual Totals will not be displayed. If checked, an additional column for each year will be included on the report that displays the summation of the monthly or quarterly amounts for each year.

Property Cutoff Date: Defines the final date for which an individual property cash flow will be included on the report.

• Analysis Term + 1: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section) plus one year.
• Analysis Term: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section)

Note: If the report Term is longer than the Property Cutoff Date for any property included within the report, that property will display zeroes for the period of time after the Property Cutoff Date and the end of the report Term.

Include Annual Metrics: Available only if Periodicity is set to "Annual". Adds (i) for each year included on the report, a report section entitled "Area", that includes Total Area, Occupied Area and Occupied %; and (ii) for each line included on the report, statistics for % of EGR and Per Area (using the Area Measure "*TotalArea" as the denominator) amounts.

Hospitality Cash Flow

Purpose: 

To present the projected revenues, expenses and capital expenditures for hospitality properties only on an aggregate basis over a specified term in order to calculate EBIDTA, net operating income and net cash flow.

Settings:

Start Date: Defines the date that the report will begin. Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Note: If the Start Date is prior to the Analysis Begin Date for any property included within the report, that property will display zeroes for the period of time between the report Start Date and the property Analysis Begin Date.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Periodicity: Defines the time periods to be displayed on the report. Choices are “Annual”, “Monthly” or “Quarterly.”

Line Item Display:

• Cash Flow Grouping: Displays Line Items (i.e., Departmental Revenue and Expenses, Undistributed Expenses, Management Fee, Fixed Expenses, FF&E Expenses and Building Capital) in the aggregate for each Line Item type.
• As Entered: Displays the detail for each Line Item (Line Items are aggregated only if the selected properties share the same Code).

Note: For organizations with Asset Management functionality, additional options for line item display by "Detail Account #" and "Summary Account #" are included.

Display Account?: Determines whether the Code for Line Items will be displayed. The default is unchecked, whereby only the Line Item Names display on the report. If checked, both the Line Item Codes and Names will display on the report.

Note: For organizations with Asset Management functionality, the account number as referenced from the Chart of Accounts will display rather than the Code.

Display Annual Totals?: Available only if the Periodicity is set to “Monthly” or Quarterly”. The default is unchecked, whereby Annual Totals will not be displayed. If checked, an additional column for each year will be included on the report that displays the summation of the monthly or quarterly amounts for each year.

Property Cutoff Date: Defines the final date for which an individual property cash flow will be included on the report.

• Analysis Term + 1: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section) plus one year.
• Analysis Term: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section)

Note: If the report Term is longer than the Property Cutoff Date for any property included within the report, that property will display zeroes for the period of time after the Property Cutoff Date and the end of the report Term.

Include Annual Metrics: Available only if the Periodicity is set to “Annual”. The default is unchecked, whereby Annual Metrics will not be displayed. If checked, three additional columns for each year will be included on the report that displays the annual results:

• as a percentage of Total Revenue
• on a Per Room basis
• on a Per Occupied Room Night basis

Multifamily Cash Flow

Purpose: 

To present the projected revenues, expenses and capital expenditures for multifamily properties only on an aggregate basis over a specified term in order to calculate net operating income and net cash flow.

Settings:

Start Date: Defines the date that the report will begin. Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Note: If the Start Date is prior to the Analysis Begin Date for any property included within the report, that property will display zeroes for the period of time between the report Start Date and the property Analysis Begin Date.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Periodicity: Defines the time periods to be displayed on the report. Choices are “Annual”, “Monthly” or “Quarterly.”

Line Item Display:

• Cash Flow Grouping: Displays Line Items (i.e., Miscellaneous Revenue, Expenses and Building Capital) in the aggregate for each Line Item type.
• As Entered: Displays the detail for each Line Item (Line Items are aggregated only if the selected properties share the same Code).

Note: For organizations with Asset Management functionality, additional options for line item display by "Detail Account #" and "Summary Account #" are included.

Display Account?: Determines whether the Code for Line Items will be displayed. The default is unchecked, whereby only the Line Item Names display on the report. If checked, both the Line Item Codes and Names will display on the report.

Note: For organizations with Asset Management functionality, the account number as referenced from the Chart of Accounts will display rather than the Code.

Display Annual Totals?: Available only if the Periodicity is set to “Monthly” or Quarterly”. The default is unchecked, whereby Annual Totals will not be displayed. If checked, an additional column for each year will be included on the report that displays the summation of the monthly or quarterly amounts for each year.

Property Cutoff Date: Defines the final date for which an individual property cash flow will be included on the report.

• Analysis Term + 1: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section) plus one year.
• Analysis Term: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section)

Note: If the report Term is longer than the Property Cutoff Date for any property included within the report, that property will display zeroes for the period of time after the Property Cutoff Date and the end of the report Term.

Include Annual Metrics: Available only if Periodicity is set to "Annual". Adds (i) for each year included on the report, a report section entitled "Area", that includes Total Units, Occupied Units and Occupied %; and (ii) for each line included on the report, statistics for % of EGR and Per Unit (using the Area Measure "*TotalUnits" as the denominator) amounts.

Cross-Asset Cash Flow

Purpose: 

To present the projected revenues, expenses and capital expenditures for commercial, multifamily and/or hospitality property types on an aggregate basis over a specified term in order to calculate net operating income and net cash flow. Revenues are presented within a different section by property type on the report, whereas operating expenses and capital expenses are presented within the same section on the report (although commercial, multifamily and hospitality property operating and capital expenses are reported on separately).

Settings:

Start Date: Defines the date that the report will begin. Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Note: If the Start Date is prior to the Analysis Begin Date for any property included within the report, that property will display zeroes for the period of time between the report Start Date and the property Analysis Begin Date.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Periodicity: Defines the time periods to be displayed on the report. Choices are “Annual”, “Monthly” or “Quarterly.”

Style:

• Simple: The default and presents the standard method of displaying the property cash flow (only Potential Revenue and Loss From Absorption & Downtime for Base Rent is broken out for commercial properties).
• Potential Breakout: Displays Potential Revenue and Loss From Absorption & Downtime for all revenue sources (Base Rent, Recoveries, Miscellaneous Tenant Revenue and Percentage Rent) for commercial properties.

Line Item Display:

• Cash Flow Grouping: Displays Line Items (i.e., Miscellaneous Revenue, Recoverable & Non-Recoverable Expenses [for Commercial properties], Miscellaneous Revenue & Expenses [for Multifamily properties], Departmental Revenue and Expenses, Undistributed Expenses, Management Fee, Fixed Expenses, FF&E Expenses [for Hospitality properties] and Building Capital) in the aggregate for each Line Item type.
• As Entered: Displays the detail for each Line Item (Line Items are aggregated only if the selected properties share the same Code).

Note: For organizations with Asset Management functionality, additional options for line item display by "Detail Account #" and "Summary Account #" are included.

Display Account?: Determines whether the Code for Line Items will be displayed. The default is unchecked, whereby only the Line Item Names display on the report. If checked, both the Line Item Codes and Names will display on the report.

Display Annual Totals?: Available only if the Periodicity is set to “Monthly” or Quarterly”. The default is unchecked, whereby Annual Totals will not be displayed. If checked, an additional column for each year will be included on the report that displays the summation of the monthly or quarterly amounts for each year.

Property Cutoff Date: Defines the final date for which an individual property cash flow will be included on the report.

• Analysis Term + 1: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section) plus one year.
• Analysis Term: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section)

Note: If the report Term is longer than the Property Cutoff Date for any property included within the report, that property will display zeroes for the period of time after the Property Cutoff Date and the end of the report Term.

 

Occupancy

Purpose:

To display occupancy statistics for a portfolio of properties, both individually and on a weighted average consolidated basis, by area (commercial and multifamily) and units (multifamily only). Occupancy is not applicable for hospitality properties.

Results are displayed on six tabs. The initial three tabs ("Total Area", "Occupied Area" and "Occupied Percent") can include both commercial and multifamily properties; however, commercial and multifamily have their own sections on each tab and the consolidated totals are run separately by property type. The final three tabs ("Total Units", "Occupied Units" and "Occupied Units Percent") include only multifamily properties.

Settings:

Start Date: Defines the date that the report will begin. Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Note: If the Start Date is prior to the Analysis Begin Date for any property included within the report, that property will display zeroes for the period of time between the report Start Date and the property Analysis Begin Date.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Periodicity: Defines the time periods to be displayed on the report. Choices are “Annual”, “Monthly” or “Quarterly.”

Display Annual Totals?: Available only if the Periodicity is set to “Monthly” or Quarterly”. The default is unchecked, whereby Annual Totals will not be displayed. If checked, an additional column for each year will be included on the report that displays the summation of the monthly or quarterly amounts for each year.

Property Cutoff Date: Defines the final date for which an individual property occupancy will be included on the report.

• Analysis Term + 1: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section) plus one year.
• Analysis Term: The analysis Term for a property beginning on the Analysis Begin Date (both as defined in the Property Settings section)

Note: If the report Term is longer than the Property Cutoff Date for any property included within the report, that property will display zeroes for the period of time after the Property Cutoff Date and the end of the report Term.

Expiration

Purpose: 

To provide detail and summary lease expiration statistics on a year-by-year and cumulative basis for all tenants within the commercial properties selected for inclusion on the report (the folder level Expiration report does not apply to multifamily or hospitality properties).

Settings:

Start Date: Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Include Lease Terms:

• Base Tenants: Includes expirations for base lease records on rent roll, exclusive of options or speculative renewals.
• Base Tenants and Options: Includes expirations for base lease records on rent roll, exclusive of speculative renewals. For options, expirations for both the base lease term and all option terms are included.
• Base Tenant or Last Option: Includes expirations for base lease records on rent roll (except for tenants with options), exclusive of speculative renewals. For options, only the expiration of the final option record is included (expirations of the base lease record and any prior options are excluded).
• All Terms (default setting): Includes expirations for base lease records on rent roll, all options and all speculative renewals.

Market Lease Values

Purpose:

To display a time series of values for various market lease assumptions (Renewal Probability, Rent, Free Rent, Tenant Improvements, Lease Commissions, Other Capital, and Downtime) on a new, renew, and weighted basis for the commercial properties selected for inclusion on the report (the folder level Market Lease Values report does not apply to multifamily or hospitality properties).

Settings:

Start Date: Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Note: Report will render with the market lease values for each property displayed on a separate tab.

 

Tenant Roster

Purpose:

To see a listing of all tenant lease records on the Rent Rolls for included commercial properties, including Property Code, Suite, Tenant Name, Version (Initial or Option), Status (Contractual or Speculative), Type, Start and End Dates and Area (the folder level Tenant Roster report does not apply to multifamily or hospitality properties).

Settings:

Sort Order: Determines how records are sorted on the report. Options include:

• Rent Roll - Records are sorted in the same way they appear on the Rent Roll screen (when sorting by Rent Roll, property integrity is maintained (i.e., tenant records are not intermingled between included buildings))
• Tenant Name - Records are sorted alphabetically by tenant name
• End Date - Records are sorted chronologically by Lease End Date, starting with the most recent expirations
• Area - Records are sorted by square footage, largest to smallest

Weighted Average Lease Term

Purpose:

To calculate (i) the remaining lease term for each tenant (within the commercial properties selected for inclusion on the report) with a Status of "Contractual" from a user-specified date; & (ii) the weighted average remaining lease term for all tenants (meeting the above criteria) calculated using a denominator of both (a) the aggregate area of included tenants only; and (b) the net rentable area of the buildings selected for inclusion (the folder level Weighted Average Lease Term report does not apply to multifamily or hospitality properties).

Note: the folder level Weighted Average Lease Term report includes one consolidate tab displaying the summary averages per selected property and an aggregated folder weighted average lease term, plus one tab for each selected property.

Settings:

Start Date: Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Property Information

Note: This report is availably only to organizations with Asset Management functionality.

Purpose: To display the Property Information, Property Attributes or both as entered within the Asset List. The Property Information report is available for all property types.

Settings:

Information Type: 

• • • Property Attributes - Display only the Property Attributes for each property selected for inclusion on the report.
    • Property Information - Display only the Property Information for each property selected for inclusion on the report.
    • Both - Display both the Property Attributes and Property Information for each property selected for inclusion on the report.

 

Property Metrics

Purpose:

To display Property Information, Valuation Metrics and/or Cash Flow Metrics for each property selected for inclusion on the report.

Settings:

Start Date: Defaults to the Report Begin date as entered on the Folder Settings tab in the Folder section.

Term: Reflects the desired number of years for the report. Defaults to the Term as entered on the Folder Settings tab in the Folder section.

Report Data: Utilize the check boxes to select the metrics that will be included on the report:

• Property Information (address, city, state, zip, property area, units/rooms);
• Valuation Metrics (property value, term, discount rate, cap rate, cost of sales, valuation type); and/or
• Cash Flow Metrics (EGR, NOI, Net Cash Flow, Occupancy %, Expiration %) that will be included on the report.

The default is to include all items. Use the "Deselect All" button to uncheck all items in a particular section. If all items are unchecked, the button changes to "Select All", which may be used to re-select all items in a particular section.

Note: For organizations with Asset Management functionality, Attribute Information may also be selected for inclusion on the report.

 

Valuation Summary

Purpose: 

To provide a property-by-property and consolidated summary of property values for all properties selected for inclusion on the report.  The included valuation for each property is based upon the default valuation scenario selected for such property on the Valuation tab within the Property section.

Information on the report includes:

• Property Code, Property Name and Total Area
• The default valuation scenario description
• Parameters used to calculate value, including valuation date, valuation term, discount and terminal cap rates and cost of sales. If the Valuation Type is "Direct Cap", (i) the going-in cap rate is displayed; and (ii) the valuation term, discount rate and terminal cap rate are not applicable.
• Property value (amount and per area)
• % that the value of each included property contributes to the total portfolio valuation

Settings:

There are no settings for this report.

Folder Settings:

Purpose: 

To (i) display the default folder settings for the active folder (i.e., folder code, folder description, default report begin date and default term); and (ii) display the user rights for the active folder, including data access and property access rights.

Settings:

There are no settings for this report.

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Snapshots

Ctrl + Alt displays the numeric keyboard shortcut.

The Folder section Snapshots tab is where a user can:

• Upload a folder snapshot
• Create a folder snapshot
• View previously created folder snapshots and download a snapshot file to your computer
• Share a folder snapshot file (containing one or multiple property files) with a third party organization(s)

Snapshots Tab Tools Menu

Create a Folder Snapshot  

A Folder Snapshot will generate a file with the extension ".json" containing data for all properties within the currently active folder that may be used to (i) exchange property data with other rDCF users or (ii) save your property data remotely.

1. Click ; the "Create a Folder Snapshot" window opens.
2. Add a Description. The Description defaults to the current date and time. This can be overridden with a custom user-defined description.
3. Check the Download Automatically check box if you would like a copy of the snapshot to be downloaded to the "Downloads" folder (or other location if set) on your computer. If this box is not checked, the snapshot will appear on the Snapshots tab but will not be downloaded.
4. Click Save to trigger the creation.

Once created, a record of the Folder Snapshot will appear on the Snapshots tab.

Upload Snapshot  

Previously created Folder Snapshots (either internally or received from third parties) may be uploaded so the properties contained therein may be updated and/or reported on within your organization's instance of rDCF.

1. Create a new folder or select an existing folder where the properties contained within the folder snapshot are to be uploaded. Make sure that this folder is the active folder; a newly created folder will be the active folder by default; an existing folder can be activated by double-clicking on the folder name in the left side panel of the Folder Explorer tab. A folder is active when it appears in the Header Menu.
2. Click ; the "Please choose a file from your computer and Drag and Drop into this area or use the button below to browse for a file" window appears.
3. Upload the folder snapshot by either (i) dragging and dropping the appropriate .json file from your computer network onto the "Upload File" screen or (ii) clicking the "Browse and Upload" button, selecting the .json file to be uploaded from your computer network, and clicking the "Open" button.

The properties within the snapshot will be uploaded to the active folder and you will receive an on-screen message when the upload has completed successfully.

Warning: Be careful not to upload the snapshot into a folder that contains the same property code(s) as those in the snapshot, or the existing properties in the active folder will be overwritten by those in the snapshot. Prior to executing the upload, you will receive a message that you are going to overwrite the files, at which time you can elect to either continue with or cancel the upload.

 

Snapshots Tab Fields

Description is an editable field with a 50 character maximum and initially reflects the description assigned when the Folder Snapshot was created.

Type is uneditable and describes how the Folder Snapshot was created (defaults to "Manual").

Create Date is the date and time the snapshot was generated.

Download () contains a link to download and save the file locally. The downloaded file will have the following naming convention: "Folder Snapshot_[Folder Name]_[Creation Date/Time].json"

Share allows previously created Folder Snapshots to be shared with third parties by electronically transmitting the snapshot to one or more third parties simultaneously.

To share a Folder Snapshot:

1. Click  (Share) for the desired snapshot to be shared; a "Shared Snapshot" dialog box will then appear containing the path for the snapshot link (path will also be copied to the clipboard on your computer).
2. Open your email system and create a new email:
   1. Address the email to any recipient that you would like to receive the path for the snapshot link.
   2. Add an appropriate description in the Subject line, if desired (i.e., rDCF snapshot for "ABC Portfolio").
   3. Paste the path for the snapshot link into the body of the email.
   4. Send the email.

Restoring a Shared Snapshot

Upon receipt of the email containing the path for the snapshot link, the third party recipient can elect to restore the shared snapshot as follows:

1. Click the link containing the path for the snapshot in the body of the email; rDCF will open (user will need to login), the snapshot will be validated and a dialogue box entitled "Restore Information" will appear with details of the number of properties to be added and/or overwritten (properties will be overwritten if they are located in the same folder and have the same code).
2. Click  (Restore) to restore the snapshot; the system will automatically perform the restore function and a "Snapshot Success" dialogue box will appear when a successful restore has been completed. The snapshot will be restored into a folder and sub folder path entitled "<*Inbox><UserName>" and is now available for additional analysis by the third party recipient.

Helpful Hint: It is recommended that the properties in a successfully restored snapshot be moved or copied out of the *Inbox folder into a more descriptive folder prior to performing additional analysis.

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Property List

Ctrl + Alt displays the numeric keyboard shortcut.

The Property List tab displays all properties within the active Folder. A user can also:

• Add a new property
• Copy or delete an existing property
• Calculate all properties within the folder

Property List Tab Tools Menu

Add Row 

Add a new property in the active folder (the active folder is displayed in the Header menu). The following "Add New Property" prompt will appear:

Perform the following steps:

1. Enter a Code, which is a required property identification code with a 20-character maximum (commas and asterisks are not accepted). Each property code within the same folder must be unique.
2. Select the method by which the new property will be added. The choices are (i) Add New: Use when the new property will be entered from scratch; (ii) Copy From Template: Use when a property file in the *Template folder will be copied to create the new property.
3. If the method in step 2 above is "Copy From Template", select the template file to be copied from the *Template folder (if the method is "Add New", this field will be disabled).
4. If the method in step 2 above is "Add New", select whether the new property will have a property type of Commercial, Multifamily or Hospitality (if the method is "Copy From Template", this selection will be disabled as the new property will inherit the property type of the selected template). The selection will determine the data entry screens and reports that are available for the property, as the data entry varies significantly by property type.
5. If the method in step 2 above is "Add New", enter the Total Property Area (if the method is "Copy From Template", this field will be disabled as the new property will inherit the Total Property Area of the selected template). The square footage entered here will be the Total Property Area for the new property that appears on the Area Measures screen. Data entry in this field is not required to add the new property.
6. If the method in step 2 above is "Add New" and the property type is either Multifamily or Hospitality, enter the Total Units &/or Total Rooms (if the method is "Copy From Template" or the property type is Commercial, this field will be disabled). The Total Units &/or Total Rooms entered here will appear on the Area Measures screen. Data entry in this field is not required to add the new property.
7. If the method in step 2 above is "Add New", enter the Default Inflation % (if the method is "Copy From Template", this field will be disabled as the new property will inherit the inflation rates used in the selected template). The percentage entered here will be the inflation % for all of the system inflation records on the Inflation screen. Data entry in this field is not required to add the new property.
8. Click the Submit button to add the property. A new row will appear on the Property List and the property will be active in the Property Selector combo box. Data for the remaining fields may now be entered for the property (see Property List Tab fields below for additional details).

Warning: The Property Type selection is immutable, meaning that once a selection (Commercial, Multifamily or Hospitality) has been made and submitted, it cannot be changed. If an incorrect selection is made and has been submitted, delete the property and re-add, making the correct Property Type selection.

Excel Import & Excel Export  

Data entry fields for the application screen may be exported to Excel, edited therein and then re-imported into rDCF.

Calculate all properties in the current folder  

Allows for the simultaneous calculation of any uncalculated properties within a folder. The Calculation Status for each property in the folder will appear in the "Status" column.

Note: If a folder calculation has been started and property data is edited while the calculation for that property is ongoing, the calculation will terminate for the property whose data was edited.

1. Click ; the app will check the status of all properties in the folder.
2. A "Folder Calc Validation Warning" will appear if there are input errors in any of the properties in the folder. If this warning appears, (i) click Cancel to close the window and review/correct the errors or (ii) Ignore to start the folder calculation. 

If upgrades are not necessary or input errors do not exist, the folder calculation will start automatically. During the calculation:

• The circle in the Status column will track the calculation progress for each property.
• A running total of the number of properties for which the calculation is complete (e.g., "x of xx complete") will appear to the right of the Tab Tools Menu.

A message will appear indicating a successful completion of the folder calculation.

Read more: Menus, Panels & Tool Bars

Property List Tab Fields

Type is an uneditable display of the property type. Commercial properties will display as , multifamily properties will display as and hospitality properties will display as .

Status is an uneditable display of the calculation status for each property within the folder.

• Red: Warning: Review Inputs - File is uncalculated and has input validation issues.
• Yellow/Orange: Calculated with Warnings - File is calculated and available for reporting even though input validation issues exist.
• Black: Not Calculated - File is uncalculated and does not have input validation issues. A calculation is required to generate reports.
• Green: Calculated - File is calculated, does not contain any input validation issues, and is available for reporting.

Read more: Warning: Review Inputs, Calculated with Warnings, & Red Underline Input Validation & Calculate Property & Calculation Statuses

Code is a required property identification code with a 20 character maximum (commas and asterisks are not accepted). Each property code within the same folder must be unique.

Name is used to enter the full property name.

Analysis Begin is the start date of entries and computations (i.e., the date which the cash flow projection begins). This date controls input assumptions based on a 12 month period. This is a required field that defaults to the first day of the current month and year when the property is added.

Tip: It is recommended to always start with January (i.e., 1/1 of any year). The Report Begin date may be different if you wish to commence reporting during a different month or year.

Report Begin is the default start date of the reporting period based on a 12 month period. The date entered must be >= to the Analysis Begin date.

Note: Analysis Begin and Report Begin dates are always assumed to occur on the first day of the month. Data entry is in the MM/YYYY format.

Term is the length of the analysis commencing on the Analysis Begin date and reflects the maximum number of years for which cash flows will be calculated and may be reported on (default is 10, Min 1, Max 35).

Note: Analysis Begin, Report Begin, and Term can also be set in the Property section on the Property Settings tab.

Value is the most recent calculated value for the property (stated in millions) for the default Valuation Scenario.

Per Area is the most recent calculated value for the property for the default Valuation Scenario divided by the *Total Area area measure as entered on the Area Measures tab in the Property section.

Last Updated displays a date and timestamp of the last activity within a property file.

Last Updated By displays the email address of the last user who updated the property.

Info: Right mouse clicking on the active row may also be used to delete an existing property from, or copying a property within, the current folder.

Helpful Hint: For informational purposes, the folder level Report Begin date and Term as defined on the Folder Settings screen is displayed on the bottom left of the Property List tab. Generally speaking, this date and term should be supported by the Analysis Begin dates and Terms of all properties within the folder (i.e., the folder level Report Begin date should not be prior to the earliest Analysis Begin date for all properties). Clicking on the "Folder Settings" hyperlink at the bottom of the screen will open the Folder Settings screen, where the user can update the Report Begin date and Term as necessary.

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Import/Export

Ctrl + Alt displays the numeric keyboard shortcut.

• rDCF Export
• rDCF Update
• 3rd Party DCF
• BI Data Export

The Folder section Import/Export tab is where a user can:

• Export, update and re-import, i.e., add or edit records over all of the properties within an entire Folder using Excel templates
• Export input data and/or calculated results using the BI ("Business Intelligence") Data Export

Tip: To import or export for an individual property rather than all properties within a folder, see the Import & Export tab located in the Property section.

Excel Import Use Cases

Sensitivity Analysis

• Market (e.g., rent, inflation, etc.)
• Lease-up timing
• Line Items (e.g., mgmt fee % of EGR, capital reserve rate/SF)

Creation/Standardization

• Create properties from scratch

rDCF Export

The rDCF Export tab is used to export existing property, market and/or tenant data into an Excel file (.xls or .xlsx files only) for record editing and/or addition (typically used for sensitivity analysis). Since this export is performed within the Folder section, the exported Excel file includes data for all properties in the folder.

The selection of "Empty Template" is used to generate an Excel template with no pre-populated records to which records may be added; typically used when creating properties from scratch.

The data available for export is displayed in the following image:

1. To export data, select the Data radio button. To export an empty template, select Empty Template.
2. Under "EXPORT TYPE," select the data or template. Note: Multiple exports cannot be performed simultaneously (i.e., only one template may be exported at a time).
3. Click the Export button. If exporting "Data" and any of the properties in the folder contain input errors, a status window entitled "Export Validation Warning" appears listing all of the properties that have input errors. Click Ignore to export or Cancel to close the window and fix the input errors (see below for image). If no input errors exist, the file will open in Excel.
4. Make edits and/or additions as desired and re-save the Excel file, which is now ready for upload (see "rDCF Update" below).

rDCF Update

The rDCF Update tab is used to upload Excel files (.xls or .xlsx files only) previously exported via the "rDCF Export" Import/Export screen.

rDCF Update is typically used for sensitivity analysis whereby an Excel file is created via the "rDCF Export" tab, data is edited globally within Excel and then re-imported into rDCF via the "rDCF Update" tab. Updates may be done via browsing for or dragging and dropping the relevant Excel file.

1. Either export data to be edited (see "rDCF Export" above) and edit as desired or download an Excel template and add desired data. Save the excel file with the additions/edits.
2. Drag and drop file to upload or left mouse click within the upload area to browse and select from locally saved files. A status window entitled "Import Information" appears displaying the number of rows being inserted or updated and the number of rows that are unchanged (see image below).
3. Click Continue Import to import or Cancel if the status window displays unexpected results. 

If the file imported without errors, the following message will appear:

3rd Party DCF

The 3rd Party DCF tab is used to upload AE export files (.xls or .xlsx files only) to create an rDCF model based on an existing AE model. 

Required Export Files

To import the AE data into rDCF, we require two AE exports in Excel:

1. XL4ADW data export for all inputs (via the Argus AE Excel Add-in)
2. Input Assumptions report

Note: for comparison and audit purposes we recommend additionally exporting the following reports from AE:

• Cash Flow
• Lease Summary
• Lease Audit (monthly)
• Recovery Audit
• Assumptions

For detailed instructions regarding the required AE exports, please submit a help desk ticket to [e-mail]

Import Steps

To Import into rDCF:

1. Log in to rDCF
2. In the Folder section, select the desired folder for import or create a new folder. (Be sure the desired folder is active in the Header Menu)
3. Navigate to the Folder Section > Import/Export tab > AE Import subtab
4. Drag and drop the files or navigate to them on your computer.
5. Import your files in the following order:
   • XL4ADW file
   • Report Package: XL4ADW Export Audit
6. Each file will take a few seconds to process.
7. If a zip file containing both the XL4ADW and the report package is available, drag and drop the zip file onto the AE Import page – the files do not need to be separated. The files will automatically import in the proper order. The zip file can contain multiple properties for import.

BI Data Export

BI (“Business Intelligence”) Data Export is used to export existing property input data and/or calculated results into a .csv file (clicking on a .csv file will open that file in Excel) for populating a data warehouse, filtering/auditing data and calculated results or writing custom reports. When this export is performed within the Folder section, the exported .csv file includes data or calculated results for all properties in the folder (or a subset thereof, as selected by the user).

Perform the following procedures to generate a folder level BI Data Export:

Step 1

Enter the Start Date (defaults to Report Begin date as entered on the Folder Settings tab in the Folder section) and Term (defaults to the Term as entered on the Folder Settings tab in the Folder section).

Note: Start Date and Term apply only to "Results" and not "Input" BI data exports.

Step 2

Add a Description. The Description defaults to “Folder BI Export on: [current date and time]”. This can be overwritten with a custom user-defined description.

Step 3

Under EXPORT TYPE, select the BI input data or calculated results to be exported. Only one BI Data Export Type may be selected (i.e., multiple exports cannot be performed simultaneously). See a description of the available Export Types below.

Note: Whereas certain BI data exports can be run for all properties within a folder, other exports can only be run for properties of the same property type (i.e., commercial properties only, multifamily properties only or hospitality properties only). If this is the case, only those properties having the same property type will appear on the list of available properties.

Step 4

Select the properties within the active folder to be included in the BI Data Export. By default, all properties are included for "Input" exports and any property in the folder that has a Calculation Status of "Calculated" is included for "Results" exports, which is designated by a check in the check box. The Calculation Status for each property is displayed for informational purposes in the table.

• Check the boxes to include specific properties in the export.
• Uncheck the boxes to exclude specific properties from the export.
• Select all properties by checking the box to the left of the “Property” header search box.

• Deselect all properties by unchecking the box to the left of the “Property” header search box.

If a box is checked for a property with a Calculation Status of "Uncalculated", the "Export" button will be disabled for a "Results" export.

To re-enable the "Export" button, either (i) uncheck the property(ies) with an "Uncalculated" status; or (ii) calculate the uncalculated property(ies) (a folder level calculation may be performed for any uncalculated properties simultaneously at the Folder Settings or Property List screen in the Folder section).

Helpful Hint: The list of properties available to be included in a folder level BI data export may be (i) sorted via use of the arrows next to the column headers; or (ii) filtered by typing in the filter criteria in the empty field beneath the column header.

Step 5

Click the "Export" button to generate the export.

The following folder level EXPORT TYPES are available for download:

Note: All Export Types include the folder location of each property, Property Code, Name and Property Type.

Input: Inflation/Increase (All Property Types) - Input data for all Inflation rates and Increases

Input: Line Item (All Property Types) - Input data for all line items (Miscellaneous Income, Expense, Expense: Non-Recoverable, Building Capital and Hospitality specific line item types)

Input: Market Lease (Commercial only) - Input data for each component of all market leases

Input: Multifamily Rent Roll (Multifamily only) - Input data for all unit records entered on the Rent Roll.

Input: Named Item (Commercial only) - Input data for all Named Items (Renewal Probability, Downtime, Rent, Free Rent, Tenant Improvements, Leasing Commissions, Other Capital, Payout)

Input: Property (All Property Types) - Input data for property settings, property defaults, vacancy assumptions and valuation settings

Input: Recovery (Commercial only) - Input data for all non-Rent Roll recovery components (Recovery Pools, Named Recoveries, Recovery Groups, Area Measures, Tenant Contributions, Tenant Groups, Report Tags)
Input: Rent Roll (Commercial only) – Input data for all lease records (contractual and speculative) entered on the Rent Roll.

Input: Room (Hospitality only) - Input data for all room type records entered in the Rooms section.

Results: Market Lease (Commercial only) - Calculated results presented as a monthly time series for each component of all market leases. Each component of a market lease (including weighted average calculations) is presented on a separate row.

Results: Multifamily Units (Multifamily only) - Calculated results presented as a monthly time series for each unit type for (i) Occupied and Vacant Area and Units; (ii) all unit generated revenue (inclusive of market rent, loss to lease, loss from absorption/turnover and scheduled rental revenue); (iii) vacancy and credit loss.

Results: Named Item (Commercial only) - Calculated results presented as a monthly time series for all Named Items (the “Results: Named Item” BI data export includes Inflation and Area Measures)

Results: Property (All Property Types) - Calculated results presented as a monthly time series for (i) every line the appears on the property cash flow report, including system line items (preceded by an “*” in the Item Type column on the export); and (ii) Occupied and Total Calculated Area Measures.

Results: Room (Hospitality only) - Calculated results presented as a monthly time series for each room type for (i) Occupied and Vacant Area and Rooms; (ii) statistics for ADR, RevPar, Available Room Nights and Occupied Room Nights, and (iii) all room generated revenue Potential Revenue and Vacant Revenue.

Results: Tenant (Commercial only) - Calculated results presented as a monthly time series on a tenant-by-tenant basis for (i) Occupied and Vacant Area; (ii) all tenant generated revenue (inclusive of market, potential and scheduled revenues); (iii) all tenant capital (tenant improvements, leasing commission and other capital); and (iv) tenant sales.

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Audit Log

Ctrl + Alt displays the numeric keyboard shortcut.

The Audit Log tab is where a record is kept of all changes that are made to a folder's data (calculations, adds, edits, deletes). The Audit Log is useful to determine:

• Who made the changes
• What operations were performed (i.e., calculation)/changes were made
• When the changes were made

For each change that is made, the Audit Log adds a record (i.e., a row) providing the details of the change, including the following information:

Folder Path: Identifies the folder path where the change was made.

Property Code: Identifies the property within the folder that was changed.

User: Identifies the user that made the change.

Operation/Change: Provides the details of the operation that was performed/change that was made. Click on the caret arrow (▶) to expand the record to identify the specific changes. Prior values are listed in red text whereas the new value is listed in green.

Date: Identifies the date and time the change was made.

Boxes beneath the column headers allow the user to filter the data in the Audit Log. For all columns except Date, enter the text you wish to filter by, and the number of rows displayed will decrease based upon your filter criteria. Multi-column filtering is available (for instance, first filter by Property Code and then by User). To filter by Date, enter the date range that you wish to filter by, using the Date Min and Date Max fields.

To export the Audit Log to review entries, click the button located to the right of the column headers.

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