Replacement

Replacement is a drop and replace utility (Rent Roll, Market Leases, Charges, and/or Recovery data), currently available for RISE clients only, located on the Budget Admin General toolbar.

Note: Not all aspects of the Replacement utility may be available for your organization. Please submit a support ticket with questions or requests.

Click the "Replacement" button; the window appears:

Selection (1):

• Rent Roll - Drop and Replace of an existing rent roll (i.e., target budget) with a RISE actuals imported rent roll (i.e., Floors, Suites, Spaces, Charges and Recoveries) while keeping existing expense, miscellaneous income and capital items.
• Rent Roll and Market - Drop and Replace of an existing rent roll (i.e., target budget) with a RISE actuals imported rent roll (i.e., Floors, Suites, Spaces, Charges and Recoveries) as well as Market Leases and associated named Market Items while keeping existing expense, misc. income and capital items.
  • Only for clients whose RISE data includes this data.
• Charges - Drop and Replace of charges by Charge Code selection for matching tenants between RISE and the target budget. This is performed by portfolio/building/tenant and cannot be currently run by individual tenant. Note: Charge Codes added to a contractual lease in the app that do not exist in the source data (i.e., RISE) will not be updated/deleted in the budget.
• Recoveries - Drop of recovery definitions (i.e., pools, caps and tenant definitions) by Charge Code selection for matching tenants between RISE and the target budget. This is performed by portfolio/building/tenant and cannot be currently run by individual tenant.

Source: Available RISE Actual Leasing data.

Replace Type: Available when Selection (1): = Charges and/or Recoveries.

• Matches and Source Gaps Only
  • Selection (1): = Charges
    • Suites and tenants are matched on *Suite Name*, *Begin Date*, *End Date*, and *Area* from the target to the source. We don’t match on *External Reference* to provide flexibility and allow for replacement across budgets that are not sourced by RISE.
    • Match charges by selected *Charge Code(s)* to the matched tenants.
      • If the matched charge is detailed in the target budget (i.e., 2015 Reforecast), only match and replace charges that extend beyond the *Replacement Date*. When a match is found the entire charge is replaced with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015), not just the extended detail. This means that if a charge ends prior to the *Replacement Date*, the charge will remain after replacement.
      • If the matched charge is simple in the target budget (i.e., 2015 Reforecast), replace the simple charge with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015).
    • Source gaps - identify and insert charges that exist in the source budget (i.e., 2015 Actual Leasing: 2/17/2015) but not the target budget (i.e., 2015 Reforecast) by selected *Charge Code(s)* for matched tenants.
    • Calc all replaced/gapped charges and referential building calculations.
  • Selection (1): = Recoveries
    • Suites and tenants are matched on *Suite Name*, *Begin Date*, *End Date*, and *Area* from the target to the source. We don’t match on *External Reference* to provide flexibility and allow for replacement across budgets that are not sourced by RISE.
    • Match recovery definitions and associated charges by selected *Charge Code(s)* to the matched tenants.
      • If the matched charge is detailed in the target budget (i.e., 2015 Reforecast), only match and replace charges that extend beyond the *Replacement Date*. When a match is found the entire charge is replaced with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015), not just the extended detail. This means that if a charge ends prior to the *Replacement Date*, the charge will remain after replacement.
      • If the matched charge is simple in the target budget (i.e., 2015 Reforecast), replace the simple charge with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015).
      • Source gaps - Identify and insert charges that exist in the source budget (i.e. 2015 Actual Leasing: 2/17/2015) but not the target budget (i.e., 2015 Reforecast) by selected *Charge Code(s)* for matched tenants.
• Drop and Replace
  • Selection (1): = Charges
    • Suites and tenants are matched on *Suite Name*, *Begin Date*, *End Date*, and *Area* from the target to the source. We don’t match on *External Reference* to provide flexibility and allow for replacement across budgets that are not sourced by RISE
    • Match charges by selected *Charge Code(s)* to the matched tenants.
      • If the matched charge is detailed in the target budget (i.e., 2015 Reforecast), only match and replace charges that extend beyond the *Replacement Date*. When a match is found the entire charge is replaced with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015), not just the extended detail. This means that if a charge ends prior to the *Replacement Date*, the charge will remain after replacement.
      • If the matched charge is simple in the target budget (i.e., 2015 Reforecast), replace the simple charge with the corresponding charge from the source budget (i.e., 2015 Actual Leasing: 2/17/2015).
      • Source gaps - identify and insert charges that exist in the source budget (i.e. 2015 Actual Leasing: 2/17/2015) but not the target budget (i.e., 2015 Reforecast) by selected *Charge Code(s)* for matched tenants.
      • Calc all replaced/gapped charges.
      • For selected *Charge Code(s)* that exist in the target budget (i.e. 2015 Reforecast) and not the source budget (i.e., 2015 Actual Leasing: 2/17/2015), drop the associated calculated results and the charges themselves. For instance, if you want to delete the *ESCI – Insurance Escalation* charge from all tenants because the amount is now combined into *ESC – CAM* and the source budget does not have the deprecated *ESCI* charge code, the target charges will be dropped completely. This could also be helpful if you want to top-line a specific tenant charge (storage revenue, etc.) and again, that charge does not exist in the source budget.
      • Calc referential building calculations.
  • Selection (1): = Recoveries
    • Suites and tenants are matched on *Suite Name*, *Begin Date*, *End Date*, and *Area* from the target to the source. We don’t match on *External Reference* to provide flexibility and allow for replacement across budgets that are not sourced by RISE
    • Match recovery definitions and associated charges by selected *Charge Code(s)* to the matched tenants.
      • Pools, caps, standard recoveries, area measures and charge increases (applied to caps) are all interrogated to see if they are in use before being dropped, meaning a tenant recovery that is subject to replacement may have been assigned a standard recovery in the target budget only to find that the source recovery is tenant specific, that standard recovery would only be deleted from the source budget if it was no longer in use (not attached to an speculative non-matches). The tenant would of course be attached to the new tenant specific recovery whether the original standard was dropped or not.
      • Replace pools, caps, standard recoveries, area measures and charge increases and update associated charge dates as need for all matches.
      • Update associated charges with the newly inserted pools, space recoveries, etc. as references for matching on future calculations (done to preserve charge history for caps).
      • Source gaps - identify and insert space recoveries, pools, caps, standard recoveries, area measures and charge increases that exist in the source budget (i.e., 2015 Actual Leasing: 2/17/2015) but not the target budget (i.e., 2015 Reforecast) for the matched tenants by selected *Charge Code(s)* as needed.
      • Calc charges for date changes where required.
      • For selected space recovery definitions by selected *Charge Code(s)* that exist in the target budget (i.e., 2015 Reforecast) and not the source budget (i.e., 2015 Actual Leasing: 2/17/2015) for the matched tenants, drop the associated recovery definitions (space recoveries, pools, caps, etc. as necessary), associated charges and the calculated results. For instance, if you want to delete the *ESCI – Insurance Escalation* recovery and charge from all tenants because the amount is now combined into *ESC – CAM* and the source budget does not have the deprecated *ESCI* recovery definition and associated charge, the target recovery, references and charges will be dropped completely.
      • For selected recoverable *Charge Code(s)* that exist in the target budget (i.e., 2015 Reforecast) and not the source budget (i.e., 2015 Actual Leasing: 2/17/2015) for the matched tenants and do not have associated recovery definitions, drop the associated calculated results and the charges on their own.
      • Calc referential building calculations where necessary because of charge date updates, we *DO NOT* recalculate the recoveries in this process, we can add this functionality if you would like.
  • Selection (2):
    • Building - Specific building(s)
    • Portfolio - Entire Portfolio within the budget
  • Available Portfolios > >> < << Selected Portfolios
  • Available Buildings > >> < << Selected Buildings 
  • Available Charge Codes > >> << < Selected Charge Codes - Available when Selection (1): = Charges and/or Recoveries.
  • Import Date: Cutoff date. Details that end prior to this date are excluded.

Assign parameters and click "Replace."