SAP FLEXIBLE REAL ESTATE

MANAGEMENT
Business Blueprint

Submitted to

By

YYYY Ltd.
June, 2010
Version 1.0
 REFX Business Blueprint

DOCUMENT APPROVALS

Mr. Vineet Mathur

Executive Sponsor Date

Mr. Munish Baldev

Executive Sponsor Date

Mr. R. Ravi
Executive Sponsor Date

Mr. Vipin Malik

Key Stakeholder Date

Mr. Kinshuk Sharma

Key Stakeholder Date

Mr. Vaibhav Mathur

Key Stakeholder Date

Mr. Vivek Kumar

XXXX Project Manager Date

Mr. Tejinder Singh Sidhu

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 REFX Business Blueprint
YYYY Project Manager Date

Mr. Nitin Sachdeva

XXXX Consultant Date

Mr. Shailendra Tyagi

YYYY Consultant Date

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 REFX Business Blueprint

DOCUMENT INFORMATION
Project Name Document Name Document Location
ZZZZ Flexible Real Estate Document Server
Management Business
Blueprint

DOCUMENT HISTORY
Version Document Date Author Reviewed Change
Name BY Control
1.0 Flexible Real 15.06.2010 Shailendra First Cut
Estate Tyagi
Management
Business
Blueprint

DOCUMENT CONTRIBUTION
Name Organization Change Control
Mr. Vineet Mathur XXXX Ltd
Mr. R. Ravi

Mr. Shailendra Tyagi YYYY Infotech

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 REFX Business Blueprint

TABLE OF CONTENTS

1 EXECUTIVE SUMMARY .................................................................................................. 7

1.1 BACKGROUND ................................................................................... 7
1.2 BUSINESS BLUEPRINT OVERVIEW ....................................................... 7
1.3 FLEXIBLE REAL ESTATE MANAGEMENT ................................................. 8
1.4 IMPLEMENTATION SCOPE ................................................................. 10
1.4.1 Geographical Coverage ......................................................................... 10
1.4.2 Functional Scope .................................................................................. 10
The following XXXX Leasing Process is covered in the scope: .................................. 10
1.5 MODULE INTEGRATION .................................................................... 12
1.6 INTERFACE REQUIREMENT ................................................................ 13
2 ORGANISATION STRUCTURE ......................................................................................13
3 MASTER DATA...............................................................................................................13
3.1 Business Entity ................................................................................ 13
3.2 Land............................................................................................... 17
3.3 Buildings ......................................................................................... 18
3.4 Rental Object .................................................................................. 21
3.5 Business Partner .............................................................................. 30
4 BUSINESS PROCESSES ...............................................................................................34
4.1 Master Data Creation........................................................................ 34
4.1.1 Purpose .............................................................................................. 34
4.1.2 Master Data ......................................................................................... 34
4.1.3 Features ............................................................................................. 34
4.1.4 Business Process (FSBP Link)................................................................. 34
4.2 Enquiry Generation .......................................................................... 34
4.2.1 Purpose .............................................................................................. 34
4.2.2 Master Data ......................................................................................... 34
4.2.3 Features ............................................................................................. 35
4.2.4 Business Process (FSBP Link)................................................................. 36
4.3 Lease Execution ............................................................................... 37
4.3.1 Purpose .............................................................................................. 38
4.3.2 Master Data ......................................................................................... 38
4.3.3 Features ............................................................................................. 38
4.3.4 Business Process (FSBP Link)................................................................. 40
4.4 Notice Procedure.............................................................................. 42
4.4.1 Purpose .............................................................................................. 42
4.4.2 Master Data ......................................................................................... 42
4.4.3 Features ............................................................................................. 42
4.4.4 Business Process (FSBP Link)................................................................. 43
4.5 Payment ......................................................................................... 45
4.5.1 Purpose .............................................................................................. 45
4.5.2 Master Data ......................................................................................... 45
4.5.3 Features ............................................................................................. 45
4.5.4 Business Process (FSBP Link)................................................................. 45
4.6 Lease Renewal................................................................................. 47
4.6.1 Purpose .............................................................................................. 47
4.6.2 Master Data ......................................................................................... 47
4.6.3 Features ............................................................................................. 47
4.6.4 Business Process (FSBP Link)................................................................. 47
4.7 Assured Return ................................................................................ 49

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4.7.1 Purpose .............................................................................................. 49
4.7.2 Master Data ......................................................................................... 49
4.7.3 Features ............................................................................................. 49
4.7.4 Business Process (FSBP Link)................................................................. 49
5 STANDARD INFORMATION SYSTEM ...........................................................................51
6 ANNEXURES ..................................................................................................................52
6.1 GAPS.............................................................................................. 52
6.2 ABAP Developments ......................................................................... 53
6.3 Roles and Responsibilities ................................................................. 54
6.4 Changes Impact to Existing Business Process ...................................... 56
6.5 Risk Analysis ................................................................................... 57

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 REFX Business Blueprint

1 EXECUTIVE SUMMARY

1.1 BACKGROUND

Established in 1972, XXXX today is India's leading real estate company with
projects across the country. XXXX is known for the quality of its products and is the
first real estate developer to have been certified ISO 9001:2000 certificate in North
India.

XXXX has the most diversified product mix comprising Residential,

Commercial/Information Technology (IT) Parks, Retail, Hotel, Amusement Parks
and Special Economic Zones (SEZ).

Real Estate Business consists of selling and leasing of property which has
embarked upon an ambitious SAP implementation project for its operations. This
project is christened as ZZZZ project.

It has decided to implement mySAP ECC 6.0 with Solution Manager; BI & DMS
solution for its subsidiary companies exists in real estate business.

The project vision, as suggested by the name ‘ZZZZ’, is to achieve process

integration to the maximum possible extent and provide the business a single
integrated information platform spanning across multiple geographies. This is
expected to provide the business leaders a strong enabler to fulfill their business
vision and mission.
The broad scope of implementation for XXXX Business is as follows:

1 SAP ECC 6.0 modules: FI-CO, QM, PM,SD, REFX, MM, PS, BASIS & ABAP
2 DMS Implementation
3 SAP Solution Manager

1.2 BUSINESS BLUEPRINT OVERVIEW

This document summarizes the findings of the YYYY consulting team and XXXX Core
Team, with respect to SAP processes to be implemented in XXXX.
Following activities were carried out during different phases of the project.
1 CSBP-Current State Business Process Mapping (AS-IS processes)
2 FSBP-Future State Business Process Mapping
3 Gap Analysis

The information contained in this blue print was gathered through above activities
during different phases of project i.e. Reviews of business processes, Business
procedures, Documentation and Relevant reports
The purpose of Business Blueprint document is to prepare system design document

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 REFX Business Blueprint
so that the Real Estate processes and relevant data can be effectively modeled in
SAP system to meet business requirements.
The Blueprint and its associated appendices present a summarized perspective of
all functional business processes that will be implemented. As such, the Blueprint
document will serve - from this point forward the dual role of both official project
scope as well as system acceptance criteria.
The body of this document describes the Master Data, and SAP functional process
flows, Business benefits to be implemented at XXXX. Generally, requirements that
can be met using standard SAP functionality through routine configuration tasks are
not explicitly documented. However, certain key requirements are explicitly
identified and summarized to highlight their importance to XXXX and to document
the approach proposed to meet the requirement.
One section of the document summarizes identified gaps. The project team has
discussed this list with agreement on the approach going forward. Acceptable
approaches may require:
 Change in current business processes/ Procedure
 Additional programming or technical effort
 Recognition and acceptance of procedural changes ("Workarounds")
using standard SAP
 Additional resource commitment
 The deferral of a feature to a later phase
 Simply recognize and accept the limitation of SAP Product (Acceptance of
the GAP).

The Blueprint reiterates the SAP organizational structures that have been identified
and will serve as the basis for the initial configuration activities. No significant
configuration and customization choices have been identified that will prevent the
future implementation of additional capabilities within the SAP environment.

1.3 FLEXIBLE REAL ESTATE MANAGEMENT

Flexible Real Estate Management provides a structure for lease and rental
management of properties and real-estate units. It also caters to maintenance
contracts and service settlements.

The Controlling structure consists of the following organisational units:

 RE-FX Usage View

 Business Entities
 Usage Type (Rental Objects)
 Measurement Types
 Business Partner Roles

Usage view of RE-FX provides legal and physical structure of real estate properties
in SAP. It is mandatory to use this view for using RE-FX Functionalities in SAP.

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Real Estate Contract in SAP Real Estate (RE-FX) is an object which allows the
administration of all kind of vendor-customer relationships concerning Real Estate
Management. It may be used for lease-in, lease-out, maintenance, service or
management contracts. Real Estate Contracts are used for both, external
relationships and internal usage.

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 REFX Business Blueprint

1.4 IMPLEMENTATION SCOPE

1.4.1 Geographical Coverage

The following units are within the scope of SAP Implementation at XXXX:

S. No. Description
1. GIP, Cochin
2. Garden Galleria, Banglore
3. Infospace, Dundahera
4. Infosapce, Tikri

1.4.2 Functional Scope

The following XXXX Leasing Process is covered in the scope:
1. Master Data Creation
 Business Entity
 Land/Building
 Rental Objects (Pooled Spaces, Rental Spaces, Rental Unit)
2. Enquiry Generation
 Real Estate Search
3. Lease Execution

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 Contract Creation
4. Notice Procedure
5. Payment Procedure
 Periodic Posting
 Invoice Generation
6. Lease Renewal
 Contract Renewal
 Contract Cancellation
7. Assured Return
 Sale of Unit
 Lease In of Unit

Purpose

This component maps the requirements of Real Estate Management in a general

overview of the relevant business transactions:

Management of real estate

Creating and managing all objects required for the management of real estate
(business entity, property, building, rental unit).

Contracts management

Contract management covers the different kinds of contracts (Lease In, Lease Out,
Security deposit, Customer Contract) with pricing, notice, renewal, resubmission
rules & Postings.

Lease in

Credit view of the rental process for controlling the cash flows to the landlord and
incoming expenses.

Lease out

Ongoing processes from creating the lease-out to the rent adjustment, rental
accounting, rental settlement through to contract notice and the final rental unit
inspection.

Evaluation mechanism

Evaluating and reporting real estate master data and postings to support
management decisions and supply end users with the information they need.

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 REFX Business Blueprint

1.5 MODULE INTEGRATION

Mandatory components
For the R/3 Real Estate management component (RE), you need the following
components:
 Financial Accounting (FI)
 Controlling (CO)
Additional components
To obtain an overall view of Real Estate management, you can use additional links
to the R/3 System.

All R/3 components that are essential to Real Estate Management are listed below:
 Financial Accounting (FI) creates balance sheets, profit and loss
statements
 Controlling (CO) provides a planning and control instrument for all quantity
and values flows in Real Estate management. Controlling also supports
general cost accounting procedures from absorption costing to activity-based
costing.
 Project System (PS)
Projects created in PS can be linked to the rental objects created in RE.
 Plant Maintenance (PM)
Function Location created in PM can be linked to the rental objects created in
RE. Maintenance Activity can be tracked at real estate objects.

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 REFX Business Blueprint

1.6 INTERFACE REQUIREMENT

Not Applicable

2 ORGANISATION STRUCTURE

Not Applicable

3 MASTER DATA

Business
Entity

Land Building

Pooled
Space

Rental Rental Rental

Rental Unit
Space Space Space

3.1 Business Entity

A means of forming coherent groupings of individual real estate objects, depending

on their purpose and/or geographical location. Business Entity is created within a
company code. The business entities groups related real estate objects.

The system automatically creates a business entity as an internal Controlling

object; in other words the business entity is also an account assignment.

Properties, buildings and the rental units are created under a Business Entity. They
are grouped together if they meet the following requirements:

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 They should be situated near each other.

 They share the same utilities.

However the user is free to group business entities as required; the system
does not impose any technical restrictions.
Definition for ZZZZ

Any development Project will be created as a Business Entity. All other objects
buildings, rental units within that project would have a reference of BE.

The Following are the important data to be captured for Business Entity
Objects:

Name

The name of Business Entity will be used for the purpose of identification.
This name will be the name of the project to be constructed.

Address

Address field is used to capture the geographical location of the project. The
address field is provided in all the RE Objects and will carry the same address
as that of the superior Object.

Measurement Type

Measurement Types will be used to describe the measurable properties of an

object as per XXXX business requirement measurement types will be used for
saleable area or leasable area like carpet area, super area, terrace area,
parking area, No of Parking spaces, etc.

Following is the configuration requirements

Number Range

NR Type From To
External 0000100000 0000999999

Regional Location

Nomenclature Description
Z0001 Delhi
Z0002 Haryana
Z0003 Punjab
Z0004 Uttar Pradesh
Z0005 West Bengal
Z0006 Tamil Nadu

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Z0007 Maharastra
Z0008 Karnataka
Z0009 Kerala

Location

Nomenclature Description
1001 Gurgaon
1002 Mohali
1003 Noida
1004 Lucknow
1005 Kolkata
1006 Mumbai
1007 Chennai
1008 Bangalore
1009 Cochin

District Location

Nomenclature Description
City Centre City Centre
Urban Area Urban Area

Tenancy Law
Indian Tenancy Law

Data Structure of Business Entity

Data Mapping:

(M = Mandatory, O = Optional, NR = Not Required)

General Data Tab:

M / O
Field Description Remarks
/ NR
Company Code is a organizational unit within a
Company Code M
financial accounting
This represents the description of the business entity
Name of Business Entity M
i.e. description of the project
Valid From Date from which a Business Entity is valid. M
Valid To Date up to which a Business Entity is valid. O
Country Country where the business entity is located O
Region Region where the business entity is located O
Postal Code Postal Code for the BE O
City City for BE O
District District for BE O
Street Street location for BE O
House Number House Number for BE. O
Reference factors Tab:
Field Description M / O Remarks

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/ NR
Business entity regional location. This will be used
Regional Location M
for the city where the project is located.
Transport links tell you which transport connections
Transport Connection O
you can use to reach the business entity
Indicator specifying town or district in which the
Location business entity is located. This will be used for the M
project within the city.
This is used to identify whether the BE is in the
District Location O
outskirts, within the city etc
Surroundings, Landmark etc. This is currently not
Neighborhood O
used for BE
Surroundings, Landmark etc. This is currently not
Neighborhood O
used for BE
Surroundings, Landmark etc. This is currently not
Neighborhood O
used for BE
Unit of area. This will be automatically be defaulted
Area Unit
from the company code.
Indian Tenancy Law. This is a mandatory field hence
Tenancy Law has to be selected as Indian Tenancy Law. This does M
not have any implications in any of the transactions.
Infrastructure Tab:
M / O
Field Description Remarks
/ NR
Defines the general surroundings of a real estate
Infrastructure object.
O
Characteristic - Text EG. - The real estate object is 7 miles (or 20 minutes
by car) from the nearest large city.
Describes the distance from a real estate object to
Distance O
the infrastructure characteristic
Distance between a real estate object and the infra
Distance Measured in time O
struct char in terms of travel of time.

Forms the basis for the distance measured in time

for an infrastructure characteristic.
Time Basis O
EG. - The nearest supermarket is two miles away.
The distance in time is eight minutes, based on
Driving Time (Car).

Measurement Tab:
M / O
Field Description Remarks
/ NR
Describes measurable properties of an object. We
Measurement Type will not be using any measurement type in BE as of M
now. This will be used if required.
Indicates how much of the measurement is assigned.
Measurement Amount Will be applicable only if we are maintaining M
measurement type for the BE.
Measurement From Date from which the measurement type is valid O
Measurement To Date till which the measurement type is valid O
Posting Parameter Tab:
M / O
Field Description Remarks
/ NR
Key which together with the controlling area uniquely
Profit Center M
identifies the profit centre.
Partner Tab:
Field Description M / O Remarks

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/ NR
Role Of the Business Partner. This will not used for
Role O
the BE.
Partner This will not used for the BE. O
Assignment Tab:
M / O
Field Description Remarks
/ NR

You Can Add as per Assignment to Assets. This is the

number which, together with the asset sub-number,
Assets identifies a fixed asset in Asset Accounting. This will O
only be used if we want to link assets created in FI
with the RE objects. Currently not used for BE.

Relationship Valid From The Start Date of the Assignment to Assets O

Relationship Valid To The End Date of the Assignment to Assets O
You can add as per your integration with other
modules - PS Assignment. This will only be used if
WBS Element O
we want to link projects created in PS with the RE
objects. Currently not used for BE.
Relationship Valid From The Start Date of the Assignment to WBS Element O
Relationship Valid To The End Date of the Assignment to WBS Element O
Resubmission Tab:
M / O
Field Description Remarks
/ NR
Reminders for the whole business Entity. This is not
Resubmission Rule O
used for BE.
Reason for Resubmission. This will be used if we
Resubmission reason O
have to set up reminders at the BE level.
No of months till which the resubmission rule would
Number of months O
be applicable
No days till which the resubmission rule would be
No of Days O
applicable
Interval in month Interval for the resubmission O
Resubmission start date Date from which the resubmission rule is applicable O
Used, for example, in order to set the end date for a
Resubmission End date periodic resubmission rule that is supposed to run O
less than five years

3.2 Land

Land, as used in the Real Estate component, refers to the Open Plot only; it does
not include the buildings on it.

Land is a part of a business entity.

The system automatically creates a Land as an internal Controlling object; in other

words Land is also an account assignment object.

This object forms the basis for renting properties or parts thereof, such as parking
spaces or storage spaces.

Definition for ZZZZ

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As per requirement there is no need to create Land.

3.3 Buildings

Buildings are objects on the basis of which rental units or areas (for instance
apartments, offices, shops) are rented.

A building is part of a business entity.

The system automatically creates a building as an internal Controlling object; in

other words buildings are also account assignment objects.

You can assign various characteristics to the Real Estate objects. These object
characteristics at the building level may be, for instance, construction engineering
data. You maintain them as groups, characteristics, and their attributes.

Definition for ZZZZ

Buildings are identified as:

1 Commercial Office

2 Retail Mall

3 Apartments

The buildings will be created for each business entity with relevant measurement
types.
Important parameters like dates & values will also be captured.

The Following are the important data to be captured for Building Objects:

Name

The name of Building will be used for the purpose of identification. This name
will be the name of the building to be constructed in the project.

Address

Address field is used to capture the geographical location of the building. The
address field is provided in all the RE Objects and will carry the same address
as that of the superior Object.

Measurement Type

Measurement Types will be used to describe the measurable properties of an

object as per XXXX business requirement measurement types will be used for
saleable area or leasable area like carpet area, super area, terrace area,
parking area, No of Parking spaces, etc.

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Following is the configuration requirements

Number Range
(Land/Building)

NR Type From To
Internal 0000000001 99999999999

Main Usage Types

(Building)

Nomenclature Description
Commercial
ZB000001 Office
ZB000002 Retail Mall
ZB000003 Apartments
ZB000004 Plots
ZB000005 Villas

Data Structure of Building

Data Mapping:

(M = Mandatory, O = Optional, NR = Not Required)

General Data Tab:

M / O
Field Description Remarks
/ NR
The company code is an organizational unit within a
Company Code M
financial accounting
Business Entity Identification of the business entity M
Name of Building Additional name for the building. M
Valid From Date from which an object is valid O
Valid To Date up to which an object is valid. O
Dates Tab:
M / O
Field Description Remarks
/ NR
You can enter the date of the application for the
Bild.perm.appl. building permit in this field. This is information field O
& can be used if required.
Building Permit Date of building permit for the building. O
Notes on building permit, for instance the authorizing
Build.permit note body. This is information field & can be used if O
required.
Start of constructional measures for the building.
Beg. Const O
This is information field & can be used if required.
Date on which the building construction was
Completion completed. This is information field & can be used if O
required.
Date of final inspection of the building. This is
Final Inspection O
information field & can be used if required.
Date that building is ready for occupancy. This field
Ready for Occupancy O
will be used to capture the BU permission date for

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the building

Year of Construction. This is information field & can

ConstYr. O
be used if required.
Date when the object is planned for sale. This is
Planned Sale O
information field & can be used if required.
Date on which the property and/or building is sold.
Sale O
This is information field & can be used if required.
Additional Data Tab:
M / O
Field Description Remarks
/ NR

A characteristic of the usage of properties or

Main Usage type O
buildings.

Describes the type of building (for instance single-

Building Type M
family house, apartment building).
Indicator for the general state of the building. This is
Building Condition O
information field & can be used if required.
Municipality, District, federal state. This is
Municipality Key information field & can be used if required. This will O
be used to maintain the municipality details.
No of Floor Number of storey in the building above ground level. M
Basement Number of Basement M
Fixtures/fittings Tab:
M / O
Field Description Remarks
/ NR
Fixtures/Fittings Chirac. Key that identifies fixtures / fittings characteristics. O
You use these categories to group fixtures and
fittings characteristics. Fields for characteristics will
Charac. Category O
only be used if we have to maintain the inspection
parameters.
Of the characteristics that belong to the same group
Charac. Group (within a characteristic category), one characteristic O
can be selected on the object.
Valid From Date from which the fixture and fitting is valid O
Valid To Date till which the fixture and fitting is valid O

Additional Value Currently not relevant to building.

Values Tab:
M / O
Field Description Remarks
/ NR
Estimated construction costs for the building. This is
Building Value O
information field & can be used if required.
You can enter the current market value of the
Curr.build.value building in this field. This is information field & can O
be used if required.
Assessed value for the building. This is information
Assessed Value O
field & can be used if required.
Year in which the assessed value was determined.
Yr. Assessed Value O
This is information field & can be used if required.
Field for entering the insurable value of the building
Insurable value fire insurance. This is information field & can be used O
if required.
Measurement Tab:
M / O
Field Description Remarks
/ NR
Measurement Type Describes measurable properties of an object. M

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Measurement Amount Indicates how much of the measurement is assigned. M
Measurement From Date from which the measurement type is valid O
Measurement To Date till which the measurement type is valid O
Posting Parameter Tab:
M / O
Field Description Remarks
/ NR
Key which together with the controlling area uniquely
identifies a profit center. This will only be used if the
Profit Center profit centre is different from the profit centre M
maintained at the BE level. Otherwise it will be
automatically defaulted from the Business Entity.
Partner Tab:
M / O
Field Description Remarks
/ NR
Role Role Of the Business Partner O
Partner You can add the partner details for the building if any O
Assignment Tab:
M / O
Field Description Remarks
/ NR
You Can Add as per Assignment to Assets. This is the
number which, together with the asset sub-number,
Assets identifies a fixed asset in Asset Accounting. This will O
only be used if we have to link the assets created in
FI with building.
Relationship Valid From The Start Date of the Assignment to Assets O
Relationship Valid To The End Date of the Assignment to Assets O
You can add as per your integration with other
WBS Element modules - PS Assignment. The WBS element created M
in PS for the building will be linked to Building in RE
Relationship Valid From The Start Date of the Assignment to WBS Element O
Relationship Valid To The End Date of the Assignment to WBS Element O
Resubmission Tab:
M / O
Field Description Remarks
/ NR
Reminders for the whole business. This will be used
Resubmission Rule if we have to assign any reminders at the building O
level.
Resubmission reason Reason for Resubmission O
No of months till which the resubmission rule would
Number of months O
be applicable
No days till which the resubmission rule would be
No of Days O
applicable
Interval in month Interval for the resubmission O
Resubmission start date Date from which the resubmission rule is applicable O
Used, for example, in order to set the end date for a
Resubmission End date periodic resubmission rule that is supposed to run O
less than five years

3.4 Rental Object

Rental Objects are classified as:

1 Pooled Space
2 Rental Space
3 Rental Units

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Pooled Space

Pooled space is a supply of spaces from which you can extract rental spaces for
leasing out. A pooled space itself cannot be leased out.

The size of the pooled space is automatically reduced when a rental space is
extracted and is automatically increased when the associated contract is
terminated.

A pooled space cannot be created that contains space in more than one building or
land. For the example, if you have a contract and you want to assign rental spaces
(with “office space” as the measurement type) from different buildings, then you
have to create a separate pooled space for each building.

Rental Space

Rental space is a space extracted from a pooled space for the purpose of leasing it
out. This can be done either before creating the contract or while creating the
contract.

It is recommended that we create a rental object as a flexible rental space and not
as a rigid rental unit if it is likely to frequent changes.

Rental Unit

Rental unit can be leased out only as a single unit such as apartment, bungalows
etc.

The usage type is the main criterion of rental objects & cannot be changed in
existing rental objects.

Definition for ZZZZ

All the three types of rental objects will be used with relevant measurement types &
fixtures & fittings characteristics.

The Following are the important data to be captured for RE Objects:

Name

The name of Rental Object will be used for the purpose of identification. This
name will be the name of the units or apartment to be constructed in the
project.

Address

Address field is used to capture the geographical location of the rental object.
The address field is provided in all the RE Objects and will carry the same
address as that of the superior Object.

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Neighbourhood

Neighbourhood field is used to describe particularly important aspects of the

location of the object like type of property, preference location charges.

There are three fields for neighbourhood which has been identified & will be
used as per the business requirement.

The following neighborhood values will be maintained as per the business

requirement. These neighborhood values will play an important role in
tracking the inventory of units.

Measurement Type

Measurement Types will be used to describe the measurable properties of an

object as per XXXX business requirement measurement types will be used for
saleable area or leasable area like carpet area, super area, terrace area,
parking area, No of Parking spaces, etc.

Fixtures & Fittings

Fixtures and fittings characteristics are used to maintain the attributes of the
rental objects.

As per business requirement it would be used to identify the fixtures of the

units like fit out, universal, international and bareshell.

Usage Types

Usage Types will be used to distinguish the different product offerings for the
property portfolio. For eg: Apartments, Bungalows, shops, offices, retail,
parking spaces etc

The Usage type specifies the screen sequence & allowed rental object types.

Assignment of Objects from other components

Master data from other components can be assigned to real estate objects.
This assignment is for information purpose. The data of the objects assigned
here will be used for evaluations in reports.

It has been decided to assign the following master data from other
components:

WBS Element
Units will be represented in Project Systems by WBS elements. These WBS
elements will be assigned to RE objects created in Real Estate. This will

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 REFX Business Blueprint
establish a link between units created in PS to the RE object created in Real
Estate.

Functional Location
Functional Location in PM module will be assigned to RE object created in
Real Estate.

Assets
Properties owned by XXXX and which are meant for leasing will be created as
Assets in Financial Accounting. These assets created in the asset module will
be assigned to the rental Units created in RE. This will establish a link
between assets in FI & RE Units.

Vacancy Reason
Vacancy Reason means a rental object is vacant for a particular period. When
new rental objects are created they get created with a status as Vacant or
Available. We can edit the reason for vacancy manually on the rental object.
We can also have the system set the Vacancy reason automatically when
certain event occurs that affect the vacancy of the rental object.

As per the business requirement at XXXX various Vacancy reasons will be

created like Hold against Underwriting, Management Hold, Hold by HOD, Hold
in Hard Option, Hold by employee etc.

Seamless integration has been done between SD & RE to change the Vacancy
reason after occurrence of certain events like creation of sales order,
rejecting the sales order, changing the rental object in the sales order. Also
system sets the reason for vacancy automatically in case of events like
creation of lease out contract, change to the term of contract, giving notice
on contract etc.

Following is the configuration requirements

Number Range

NR Type From To
Internal 0000000001 99999999999

Define Measurement
Types

Nomenclature Description
Z001 Super Area (Sq Ft)
Z002 Super Area (Sq Mtr)
Z003 Carpet Area (Sq Ft)
Z004 Carpet Area (Sq Mtr)
Z005 Built Up Area (Sq Ft)
Z006 Usable Area (Sq Mtr)

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Z007 Covered Car Parking (Each)
Z008 Surface Car Parking (Each)
Z009 Terrace Area (Sq Ft)
Z010 Terrace Area (Sq Mt)
Z011 Plot Area (Sq Mtr)
Z012 Plot Area (Sq Yrd)
Z013 Plot Area (Sq Ft)
Z014 Build Up Area (Sq Ft)
Z015 Build Up Area (Sq Mtr)

Usage Types

Nomenclature Description
100 Residential Sale Plots
101 Residential Sale Villas
102 Residential Sale Apartments
103 Residential Sale Floors
104 Residential Sale EWS
105 Residential Sale Golf Cottage
200 Retail Shops
201 Retail Kiosk
202 Retail ATMs
203 Retail Advertisement Space (Façade)
300 Commercial Offices
301 IT Offices
302 IT SEZ Offices
301 Commercial ATMs
302 Commercial Advertisement Space
303 Parking Space Covered
304 Parking Space Open
400 Plots for Dispensaries
401 Plot for Education Institutes
402 Clubs

Neighbourhood

Nomenclature
Ground Floor
First Floor
Second Floor
Top Floor
Corner Unit
Tail Unit
Park Facing
Penthouse
Terrace Apartment
Ground Floor and Corner Unit
Ground Floor and Tail Unit
Ground Floor and park facing

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Ground Floor, Corner unit and Park facing
Ground Floor, park facing and tail unit
First Floor and Corner Unit
First Floor and Tail Unit
First Floor and park facing
First Floor, Corner unit and Park facing
First Floor, park facing and tail unit
Second Floor and Corner Unit
Second Floor and Tail Unit
Second Floor and park facing
Second Floor, Corner unit and Park facing
Second Floor, park facing and tail unit
Tail Unit and park facing
Corner Unit and Park facing
Top Floor and corner
Top Floor and park facing
Top Floor, corner unit and park facing
Top floor and Tail Unit
Top Floor, tail Unit and Park facing
First Floor, Terrace Apartment and Corner Unit
First Floor, Terrace Apartment and Tail Unit
First Floor, Terrace Apartment and park facing
First Floor, Terrace Apartment, Corner unit and Park
facing
First Floor, Terrace Apartment, park facing and tail
unit
Second Floor, Terrace Apartment and Corner Unit
Second Floor, Terrace Apartment and Tail Unit
Second Floor, Terrace Apartment and park facing
Second Floor, Terrace Apartment, Corner unit and
Park facing
Second Floor, Terrace Apartment, park facing and
tail unit
Pent House and corner
Pent House and park facing
Pent House, corner unit and park facing
Pent House and Tail Unit
Pent House, tail Unit and Park facing
18 Mt wide road facing
20 Mt wide road facing
Plots
Simplex 2BHK
Simplex 2BHK + ST
Simplex 2BHK + SR
Simplex 2BHK + STDY
Simplex 3BHK
Simplex 4BHK
Duplex 3BHK
Duplex 4BHK
Duplex 5BHK

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G+2 Villas
B+G+2 Villas
1 BHK
1 BHK + ST
1 BHK + ST +STDY
2 BHK
2 BHK + ST
2 BHK + SR
2 BHK + STDY
2 BHK + ST + SR
2 BHK + STDY + SR
2 BHK + STDY + ST
2 BHK + ST + SR + STDY
2 BHK + TERRACE
2 BHK + ST + TERRACE
2 BHK + SR + TERRACE
2 BHK + STDY + TERRACE
2 BHK + ST + SR + TERRACE
2 BHK + STDY + SR + TERRACE
2 BHK + STDY + ST + TERRACE
2 BHK + ST + SR + STDY + TERRACE
3 BHK
3 BHK + ST
3 BHK + SR
3 BHK + STDY
3 BHK + ST + SR
3 BHK + STDY + SR
3 BHK + STDY + ST
3 BHK + ST + SR + STDY
3 BHK + TERRACE
3 BHK + ST + TERRACE
3 BHK + SR + TERRACE
3 BHK + STDY + TERRACE
3 BHK + ST + SR + TERRACE
3 BHK + STDY + SR + TERRACE
3 BHK + STDY + ST + TERRACE
3 BHK + ST + SR + STDY + TERRACE
4 BHK
4 BHK + ST
4 BHK + SR
4 BHK + STDY
4 BHK + ST + SR
4 BHK + STDY + SR
4 BHK + STDY + ST
4 BHK + ST + SR + STDY
4 BHK + TERRACE
4 BHK + ST + TERRACE
4 BHK + SR + TERRACE
4 BHK + STDY + TERRACE

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 REFX Business Blueprint
4 BHK + ST + SR + TERRACE
4 BHK + STDY + SR + TERRACE
4 BHK + STDY + ST + TERRACE
4 BHK + ST + SR + STDY + TERRACE

Vacancy Reason

Nomenclature Description
50 Blocked
51 Hold by Management
52 Hold by Employee
53 Hold in Hard Option
54 Hold by Broker
55 Block against transfer
56 Hold by HOD Marketing
57 Hold against Underwriting
58 Hold against barter system
59 Temporary Blocked

Fixtures and Fittings

Nomenclature Description
100 Fit Out
101 Universal
102 International
103 Bareshell
104 External Worm Shell

Data Structure of Rental Object

Data Mapping:

(M = Mandatory, O = Optional, NR = Not Required)

Organizational Unit
M / O
Field Description Remarks
/ NR
Rental Object Type Rental Object Type defines the type of rental object M
Usage Type External Usage Type Of the rental object M
General Data Tab:
M / O
Field Description Remarks
/ NR
Company code is a organizational Unit within a
Company Code M
financial accounting
Business Entity Identification of the business entity M
Land is
Land Key of a land M not used in
XXXX
Building Key for a building M
Name of RO Name of Rental Unit M
RU No. old Number of rental Unit in existing real estate system
Valid From Date from which the object is valid O

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 REFX Business Blueprint
Valid To Date up to which an object is valid. O
Date starting on which the agreed conditions are
Cash Flow From O
considered during generation of the cash flow.

If a date is entered here, then the system marks

cash flow records as "already posted" if they have a
calculation-to date before this date (starting from the
First Posting From Cash Flow Generated Starting On date for contracts O
or rental objects). Any cash flow records that are
after this date are taken into account during the next
periodic posting runs.

Additional Data Tab:

M / O
Field Description Remarks
/ NR
Part of Building Key of the building O
Floor Floor in text form O
Location on Floor Specifies where a rental Unit is on the floor. M
The neighborhood allows you to classify real estate
Neighborhood M
objects based on criteria other than just the address.
The neighborhood allows you to classify real estate
Neighborhood M
objects based on criteria other than just the address.
The neighborhood allows you to classify real estate
Neighborhood M
objects based on criteria other than just the address.
Measurement Tab:
M / O
Field Description Remarks
/ NR
To select your requirement like carpet Area / super
Measurement Type M
Area
Size Size of the Measurement type M
Measurement From Date from which the measurement type is valid O
Measurement To Date till which the measurement type is valid O
Fixtures & Fittings Tab:
M / O
Field Description Remarks
/ NR
Fixtures/Fittings Charac. Key that identifies fixtures / fittings Characteristics. O
You use these categories to group fixtures and
Charac. Category fittings Characteristics that have the same surcharge O
or reduction amount
Of the Characteristics that belong to the same group
(within a Characteristic category), one Characteristic
Charac. Group O
can be selected on the object, or a point level can be
entered for one Characteristic
Valid From Date from which the fixture and fitting is valid O
Valid To Date till which the fixture and fitting is valid O

Additional Value This will not be used for RO. O

Posting parameter Tab:

M / O
Field Description Remarks
/ NR
Profit Centre Assignment to profit centre M
Partner Tab:
M / O
Field Description Remarks
/ NR
Role Role Of the Business Partner O
Business Partner Assignment Of Partner O
Assignment Tab:

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 REFX Business Blueprint
M / O
Field Description Remarks
/ NR

You Can Add as per Assignment to Assets. This is the

Assets number which, together with the asset sub-number, O
identifies a fixed asset in Asset Accounting.

Relationship Valid From The Start Date of the Assignment to Assets O

Relationship Valid To The End Date of the Assignment to Assets O
You can assign function location which is integrated
Function Location O
with PM module
You can add as per your integration with other
WBS Element O
modules - PS Assignment
Relationship Valid From The Start Date of the Assignment to WBS Element O
Relationship Valid To The End Date of the Assignment to WBS Element O
Resubmission Tab:
M / O
Field Description Remarks
/ NR
Resubmission Rule Reminders for the rental object O
Resubmission reason Reason for Resubmission O
No of months till which the resubmission rule would
Number of months O
be applicable
No days till which the resubmission rule would be
No of Days O
applicable
Interval in month Interval for the resubmission O
Resubmission start date Date from which the resubmission rule is applicable O
Used, for example, in order to set the end date for a
Resubmission End date periodic resubmission rule that is supposed to run O
less than five years

3.5 Business Partner

This component represents business partners who participate in the business

processes of Real Estate Management.
A business partner can be categorized as one of the following:
 a natural person
 an organization (legal person)
 Group

BP categories are predefined in the system & it is not possible to add further BP
categories. Business partner category has to be selected before creating the BP.

BP is always created in Roles. BP can be created in multiple roles and assigned to

real estate objects and applications.

For ease of understanding the system provides business partner in different roles
such as:-
1. Tenant
2. Owner
3. Vendor
4. Customization as required

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 REFX Business Blueprint

Definition for ZZZZ

Customer, Channel Partner & Sales officer (Staff) is created as BP’s under various
roles.
1 Master tenant with customer account
2 Partner with vendor account
3 Prospect
4 Contact Person
5 Employee
6 Broker
7 Customer
8 Sub Lessee
9 Bank
Receivables & Payables would be posted to the respective BP in customer and
vendor roles.
Following is the configuration requirements

Business Partner Roles

Nomenclature Description
TR0600 Master Tenant with Customer Account
TR0604 Partner with a Vendor Account
BUP002 Prospect
BUP001 Contact Person
BUP003 Employee

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 REFX Business Blueprint
TR0801 Broker
FLCU01 Customer
ZTR060 Sub Lessee
ZTR061 Bank

Standard values will be defined in customization for automatic creation of

Customers & Vendors.

The Business Partners will be created in the following categories as per the business
requirement at XXXX:

 Person

 Organization

Few of the important data to be maintained in this partner of this role are:

 Name & Address

 Communication Details
 Martial Status
 Nationality
 Occupation
 Date Of Birth
 Citizenship
 NRI status
 Reconciliation Account
 Sort Key
 Interest Indicator
 Interest Cycle
 Terms Of Payments
 Payment Methods
 Dunning Procedure
 Withholding Tax Type
 Withholding Tax Code
 Withholding Tax Indicator

Data Structure of Business Partner

Data Mapping:

(M = Mandatory, O = Optional, NR = Not Required)

General Data Views

Address Tab:
Field Description M / O / NR Remarks
Title Title of the company M
Name1 Name of the customer M
Name2 Second Name Of the Customer O

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 REFX Business Blueprint
Search Term 1 Search Term 1 M
Search Term 2 Search Term 2 M
Additional address field which is printed above the Street M
Address 1 line
Additional address field which is printed above the M
Address 2 Street line
Street name as part of the address M
Street/House number

District District O
Postal code Zip/ postal code of the customer O
City City to which customer belong M
Country Country to which customer belong M
Region State to which customer belong M
Postal code that is required for a unique assignment of O
Postal Code the PO box
Telephone Telephone number of customer M
If the telephone number consists of a company number O
Extension and an extension,
the extension should be entered here.

Mobile Phone Mobile Phone O

Fax Fax number of customer O
If the fax number consists of a company number and O
Extension an extension, the
extension must be entered here.

E-Mail Internet mail address, also called e-mail address O

Telephone Telephone number of customer O
If the telephone number consists of a company number O
Extension and an extension,
the extension should be entered here.
URL Homepage or ftp Address O
Mobile Phone Mobile Phone O
Fax Fax number of customer O
If the fax number consists of a company number and O
Extension an extension, the
extension must be entered here.

E-Mail Internet mail address, also called e-mail address O

Company Code Data View

Account Management Tab:
Field Description M / O / NR Remarks
Reconciliation Account Reconciliation Account M
Sort key decide in which manner line item will display in M
Sort key customer account. T
Cash mgmt group This filed will use for cash flow and liquidity forecast M
Enter an interest calculation indicator here if the account M
Interest Indicator is to be included in automatic interest calculation.

An entry in this field determines the intervals (in M

months) at which
interest is to be calculated automatically for this account
Interest Cycle
(account
balance interest calculation).

Payment Transaction Tab:

Field Description M / O / NR Remarks

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 REFX Business Blueprint
For trade customers the payment terms are picked up M
from the Sales area view of the Customer master. For
debit notes created from FI for Trade Customers, the
Payment term
payment terms mentioned in this field becomes
applicable.

Indicator that the payment history of the customer is to M

Payment history record be recorded.
Payment method Method of payment used by the customer O
This field contains the key for the dunning procedure to M
Dunning procedure be used.

Note: All the maintenance activity is done in different company “XXXX

Property Management Pvt. Ltd.” So master data which is created in other
companies, same has to be created in company XXXX Property
Management Pvt. Ltd. And maintenance contract will be created to take the
maintenance charges from the customer.

4 BUSINESS PROCESSES

The FSBP’s at XXXX is broadly divided into 7 major processes:

4.1 Master Data Creation

4.1.1 Purpose
The units are finalized and release for sale or for lease by the design departments.
4.1.2 Master Data
Finance Organization structure is mandatory in system.
4.1.3 Features
Following master data is required.
1. Business entity
2. Land/Building
3. Rental Objects(Rental Units, Pooled Spaces, Rental Spaces)
4.1.4 Business Process (FSBP Link)

Univision_FSBP_REF
X_01_Master_DataV1 0.doc

4.2 Enquiry Generation

4.2.1 Purpose
Collection of database of telephonic inquiries, walk-in customers, existing
customers, channel partners & through portal & distributing & tracking of leads to
sales executives.
4.2.2 Master Data
Prospect master data is mandatory in system.

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 REFX Business Blueprint
4.2.3 Features
Following key data structure is required.

Number Range

NR Type From To
Internal 0000000001 99999999999

RE Search Request
Type

Nomenclature Description
Residential Residential
Commercial Commercial
Retail Retail
General General
IT Offices IT Offices
IT SEZ IT SEZ
Process Indicator

Nomenclature Description
HNI HNI
General General
NRI NRI
Corporate Corporate

Processing Status

Nomenclature Description
New New
Inprocess Inprocess
Repeat Repeat
Converted Converted
Gone to Competitor Gone to Competitor
Rejected Rejected

Source of Prospect

Nomenclature Description
Within City Within City
Outside City Outside City
NRI NRI

Source of Inquiry

Nomenclature Description
Channel Partner Channel Partner
Newspaper Newspaper
Websites Websites

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 REFX Business Blueprint
Employee Reference Employee Reference
Walk ins Walk ins
Event Event
Outbound & SMS Outbound & SMS
Others Others

4.2.4 Business Process (FSBP Link)

Univision_FSBP_REF
X_02_Enquiry_GenerationV1 0.doc

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 REFX Business Blueprint

Enquiry Management

RE Module FI Module DMS

Start

Create Business Partner with roles Prospect, Competitor,

Broker etc.
T.Code: BP

Create Search Request for the Client

T.Code: REORRR

Capture the preferences of the customers in the

Features tab
T.Code: REORRR

Update the source of enquiry in the field Source Of

Enquiry – Processing Info Tabs
T.Code: REORRR

Update the further details of enquiry like name of the

newspaper / TV Channel / Radio Channel etc in the text
field in Accommodation Entitlement Certificate
T.Code: REORRR

If the customer for

whom we have created
the search request Yes
No takes a unit on lease

Maintain source of enquiry in Update the Processing

Additional Data – Source Of status field in the
Inquiry & Update the further Processing Info’s tab in
details of enquiry in the text the search request to
field in Additional Data - closed.
Inquiry Sub Type T.Code: REORRR

Assign Business Partners with different roles

T.Code: REORRR

Follow up feedback will be recorded in Search Request Documents related to customer

memo follow ups will be uploaded
T.Code: REORRR T.Code: CV01N

End

Non SAP Activity SAP Activity

4.3 Lease Execution

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 REFX Business Blueprint
4.3.1 Purpose
Briefing of project to the customer & signing of MOU on collection security deposit &
other charges as per terms & conditions. Based on MOU, lease deed is registered &
stamp duty is to be paid. Invoice raised by channel partner (if customer through
channel partner). In the Lock In period the lease deed can’t be cancelled by either
parties, however if the lessee decides to surrender the unit before the lock in period
then he is liable to pay lease rental for the balance lock-in period.
4.3.2 Master Data
Business partner and RE master data is mandatory in system.
4.3.3 Features
1. Contract will contain the following details:

a. Contract start date, end date

b. Lease term
c. Lock-in period
d. Master tenant’s name and addresses
e. Name of Channel partner if applicable
f. Notice terms
g. Renewal terms
h. Unit details
i. Area details
j. Payment terms of customer
k. Frequency of postings like monthly, quarterly etc
l. Pricing conditions if applicable
m. Different types of charges

Contract Types Number Range

Nomenclature Description NR Type From To

ZC01 Commercial Contract Internal 1000000 1999999
ZC02 Commercial Sub Contract Internal 8000000 8999999
ZC03 Retail Contract Internal 3000000 3999999
ZC04 Maintenance Contract Internal 5000000 5999999
Security Deposit Commercial 2000000 2999999
ZC05 Contract Internal
Security Deposit Retail 4000000 4999999
ZC06 Contract Internal
ZC07 Vendor Contract Internal 6000000 6999999
ZC08 Customer Contract Internal 7000000 7999999

Condition Types

Nomenclature Description
1000 Gross Rent Commercial Periodic Posting
1001 Maintenance Charges Commercial Periodic Posting
1002 Gross Rent Retail Periodic Posting
1003 Maintenance Charges Retail Periodic Posting

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8000 Security Deposit Commercial One Time Posting
9000 Security Deposit Retail One Time Posting
2000 Rent free period Commercial
2100 Rent free period Retail
2200 Car Parking Rent Periodic Posting
2300 Service Tax Periodic Posting
2400 Advertising Charges Periodic Posting
2500 KIOSK Charges Periodic Posting
2600 Frasca Sitting Charges Periodic Posting
2700 Fit Out Rent Periodic Posting
2800 Penalty One Time Posting
2900 Property Tax

Flow Types

Nomenclature Description
F100 Gross Rent Commercial
F101 Maintenance Charges
Commercial
F102 Gross Rent Retail
F103 Maintenance Charges Retail
F800 Security Deposit Commercial
F900 Security Deposit Retail
F200 Rent free period
F210 Rent free period
F220 Car Parking Rent
F230 Service Tax
F240 Advertising Charges
F250 KIOSK Charges
F260 Fresca Sitting Charges
F270 Fit Out Rent
F280 Penalty
F290 Property Tax

Maintain the following data in contract as per the agreed terms & conditions in MOU:

Contract start term: Start date of contract is generally the date on which the
possession is handed over to the tenant.
Contract end term: To create a fixed-term contract, enter the contract end date
or the number of months in the TERM tab. To create a contract with options
and/or automatic renewals, enter the end of the first fixed term in this field. Then
enter the necessary renewal rules. The system then uses this date as the basis for
calculating the end date of the individual renewals.

Partners: Business Partner has to be assigned in the contract on the partners tab.
Add other partners, if lease deed is having more partners like broker etc. Business
partner roles permitted for the contract are defined in the customization.
Object Assignment: Assign the rental objects for eg. rental units / rental spaces on
the Objects tab in lease contract. Contracts can include as many objects as
required, even objects from different buildings. Object groups can be created in the

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 REFX Business Blueprint
contract. For Lease In transaction even Business Entity or Building can be assigned
in the contract.

Posting Parameters: Define time-dependant terms for posting, frequency and

organizational assignment. A standard term is defaulted in contract and rental object
processing. New Terms can be created and assigned to conditions if required.

Postings: Payments terms if not copied from the customer master can be
maintained in the contract.

Frequency: Defines the frequency of postings.

Organizational Assignment: Profit centers are determined automatically from

rental object. They can also be changed in the contract

Conditions: Add pricing conditions as per the agreement or if the conditions are
maintained in the rental object, they can be defaulted from the rental objects. The
system automatically assigns the condition to the standard terms (Postings,
Frequency, Organizational assignment). If you want to assign a condition to a
different term, you have to assign it manually. Conditions are required for periodic
postings of the real estate contract to Financial Accounting. The condition purpose
(periodic or one-time) determines how a condition is included in periodic postings.
Condition amounts can also be calculated using defined rules that refer to other
conditions amounts.

Resubmission: Reminders can be set in the contract using resubmission rules.

These dates are set automatically in the SAP Appointment Calendar. The
resubmission function acts as a reminder where action has to be taken for the
contracts.

Contract will be activated after maintaining the start date of the contract which will
be the date on which possession will be given to the Lessee.

4.3.4 Business Process (FSBP Link)

Univision_FSBP_REF
X_03_Lease_ExecutionV1 0.doc

Note: For units Hold in hard option contract will be created in system. The
contract type will be Commercial Sub Contract and reference number of
main contract will be added in commercial sub contract. The contract will
not be activated in system. Any financial transaction on that contract will
be taken in FI.

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 REFX Business Blueprint

Lease Execution

RE Module FI Module DMS

Start

Terms & Conditions agreed upon by both parties and LOI/ Documents related to lease
MOU is accepted & signed by the customer execution will be uploaded
T.Code: CV01N

Create contract with specific contract type

T.Code: RECN

Enter general data in contract (Contract Duration, Object,

Conditions, Posting Parameters, Frequency)
T.Code: RECN

Assign Business Partner with different roles

T.Code: RECN

Create security deposit contract Collect IFSD

T.Code: RECN T.Code: F-28

If through
No Yes
Broker

Condition for commission

Activate the contract amount and name of the
T.Code: RECN partner (CP) will be added
in contract
T.Code: RECN

Commission will be posted

CP’s account along with
rent receivable posted to
Possession date will be the
tenant while performing
date on which the contract
periodic posting run
term begins
T.Code: RECN
Invoice Raised by
Payment made to channel
Channel Partner
Partner
forwarded to FI

Lock in period date will be

maintained in the contract in
the Contract Conclusion field
T.Code: RECN

End

Non SAP Activity SAP Activity

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 REFX Business Blueprint
4.4 Notice Procedure
4.4.1 Purpose
Before completion of Lease, both the parties (Lesser & Lessee) will give notices so
as to close or renew the contract.
4.4.2 Master Data
Business partner and RE master data with contract is mandatory in system.
4.4.3 Features
Notice rules:

The following terms for giving notices on real estate contract can be
specified:

 Notice procedures
 Period regulations
 Deed regulations

Enter data for giving notice and for processing notice periods in the contract.
Notice procedures can be defined with different notice rules for the Lessee
and the Lessor. Notices can be simulated and the next possible notice date is
highlighted.

To give or receive notices, the notice function is used. The effective notice
date is calculated, according to the relevant notice rules entered in the
contract. Notice can only be given on active contracts.

Notice Reason

Nomenclature Description
1 Premature Termination
2 Defaulter
3 Want to move out

Reason for Rejection

Nomenclature Description
1 Defaulter
2 Not Eligible
3 Renegotiated

Resubmission Reason

Nomenclature Description
10 General Resubmission
20 Check Location
30 Check Conditions
40 Check Contract Term
41 Check Renewal Option

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 REFX Business Blueprint
42 Check Automatic Renewal
43 Check Notice

Resubmission Rule

Nomenclature Description
One Time Occurrence One Time Occurrence
Before One Time Occurrence Before One Time Occurrence
As of Date..every…months As of Date..every…months
Before End of Term Before End of Term
Before End of Initial Term Before End of Initial Term
Before Notification of
Renewal Option Before Notification of Renewal Option
Before Renewal Option Before Renewal Option
Before Notification of
Automatic Renewal Before Notification of Automatic Renewal
Before Automatic Renewal Before Automatic Renewal
Before Notice Date Before Notice Date

4.4.4 Business Process (FSBP Link)

Univision_FSBP_REF
X_05_Notice_ProcedureV1 0.doc

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 REFX Business Blueprint

Notice Procedure

RE Module DMS Module

Start

Create Contract
T.Code: RECN

In TERM TAB Assign term period of

contract. Notice procedures with
specific notice rules

Notice has to be given for the contracts

by selecting the Notice tab

Individual notice procedure can also be Simulation option for the notice
created from the contract if the is also available where we can
standard procedures do not meet the simulate the notice to cross
requirement check

Notice reason must be given when the

notice is given for the contract

Notice reason also contains a record of Maintaining a resubmission rule

whether notice is to be given by the Reminders in the resubmission tab of the
Lessor or Lessee contract

If Lessee/ Activate Notice

Lessor rejects No (contract end date is
notice displayed on Term tab)

Yes

Enter enter reason for rejection

End

Non SAP Activity SAP Activity

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 REFX Business Blueprint
4.5 Payment
4.5.1 Purpose
Lessee gets reminders from payments as per the due date. If the any delay is there
in payment than interest calculation is done in FI and reminder is send to lessee. If
customer wants to cancel the unit a debit note is raised for cancellation charges /
forfeiture / penalty. The allotment of unit is cancelled & status is set as “vacant”.

4.5.2 Master Data

Business partner and RE master data with contract is mandatory in system.
4.5.3 Features
N/A
4.5.4 Business Process (FSBP Link)

Univision\RE-Fx FSBP\
Univision_FSBP_REFX_06_Payment_OverdueV1.0.doc

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 REFX Business Blueprint

Payment, Reminders, Overdue

RE Module FI Module DMS

Start

Run periodic posting for the contracts

T.Code: RERAPP

Create Rent Invoices

T.Code: RERAIV

Print Invoices
T.Code: RECPA520

Send Invoice to Customer

If customer Dunning Letters are issued to

makes the No customer
payment T.Code: F150

Program for interest calculation

has to be run. System will
calculate the interest but will not
post it to customer account

Collect payment from customer

Yes
T.Code: F-28

End

Non SAP Activity SAP Activity

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 REFX Business Blueprint
4.6 Lease Renewal
4.6.1 Purpose
Apart from getting the lease renewed after the lease period the lessee shall have an
option to renew the lease before the period is completed with relevant terms &
conditions.
4.6.2 Master Data
Business partner and RE master data with contract is mandatory in system.
4.6.3 Features
1. Renewal Process :

This process will be used when a renewal option is to be taken-up. The new
contract end date is calculated according to the relevant renewal rule entered
in the contract. If the lease contract is to be renewed, activate the renewal.
This activation can be also be reversed if required.

When the renewal has been activated, the new end date is calculated and
displayed on the term tab of contract.

In case of revision or addition in pricing elements, new conditions with new

validity periods can be added to the contracts. The cash flow would be
generated as per new condition amounts.

2. Contract Cancellation :

If lessee gives a notice to surrender the premises, then create notice as per
the above mentioned notice procedure. Contract end date changes
automatically as per notice rule. The contract can also be cancelled by
changing the end date manually in the contract.

One time postings can be used to recover cancellation charges from the
tenant.

The unit automatically becomes available at the end of the notice period or
after cancellation of the contract.

Renewal Rule

Nomenclature Description
Standard Renewal rules Standard Renewal rules

4.6.4 Business Process (FSBP Link)

Univision_FSBP_REF
X_07_Lease_RenewalV1 0.doc

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 REFX Business Blueprint

Lease Renewal and Cancellation

RE Module FI Module DMS Module

Start

Create Contract
T.Code: RECN

If Tenant request to
renew the lease after
the lease period is over

Yes
Assign the renewal rule in the TERM
tab of the contract.

Standard renewal rules will be

configured as Option or Automatic

Individual notice rules meeting our

specific requirement can be directly
created from the contract.

Next contract date is calculated

according to the relevant renewal rule
entered in the contract

No Activate Renewal

In Conditions tab Grading of conditions

can be carried out for the new lease
price or conditions can be defined with
a term over the first end of the contract

Change the Any penalties

Any adjustment of
If lessee status of unit can be taken
payments against
terminates the Yes as “Vacant” as condition as
security can be
lease deed and close the one time
handle in FI
lease deed posting

No
Change the end date of the contract
either on General data with Fast entry
tab or in the term tab

Change the end date of the contract

either on General data with Fast entry
tab or in the term tab

Fresh Lease deed will be executed

Joint Inspection report

Joint Inspection Report will be uploaded in DMS
T.Code: CV01N

End

Non SAP Activity SAP Activity

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 REFX Business Blueprint
4.7 Assured Return
4.7.1 Purpose
Unit is sold to customer. Based on agreement the XXXX has to provide first lessee
to customer if XXXX is unable to provide first tenant to customer than XXXX has to
pay lease rent to customer as agreed in agreement.
4.7.2 Master Data
Business partner and RE master data with contract is mandatory in system.
4.7.3 Features
Number
Contract Types Range

Nomenclature Description NR Type From To

ZC01 Commercial Contract Internal 1000000 1999999
ZC02 Commercial Sub Contract Internal 8000000 8999999
ZC03 Retail Contract Internal 3000000 3999999
ZC04 Maintenance Contract Internal 5000000 5999999
Security Deposit Commercial 2000000 2999999
ZC05 Contract Internal
ZC06 Security Deposit Retail Contract Internal 4000000 4999999
ZC07 Vendor Contract Internal 6000000 6999999
ZC08 Customer Contract Internal 7000000 7999999

4.7.4 Business Process (FSBP Link)

Univision_FSBP_REF
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 REFX Business Blueprint

Assured Return

SD Module FI Module FI Module

Start

Selling of Unit will be done Create Lease In Contract

through SD T.Code: RECN

Enter general data in contract (Contract Duration,

Object, Conditions, Posting Parameters, Frequency)
T.Code: RECN

Assign Business Partner with role Master tenant

with vendor account
T.Code: RECN

Activate the contract

T.Code: RECN

Run periodic posting for the contract Payment given to vendor will be
T.Code: RERAPP handled in FI

Execution of Tripartite Agreements

Create the customer contract and add the main

contract (Lease-in contract) reference number
T.Code: RECN

As per the contract the details can be entered in the

system like condition/charge type.
Contract start date and end date
T.Code: RECN

Assign Business Partner with role Master tenant

with customer account
T.Code: RECN

Run periodic posting for the contract Collect payment from customer
T.Code: RERAPP And adjustment of any payment in FI

End

Non SAP Activity SAP Activity

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 REFX Business Blueprint

5 STANDARD INFORMATION SYSTEM

The information system is used for many different decision-making levels. It is a

tool for collecting, summarizing and evaluating R/3 Real Estate data.

With the information system you can display the information obtained from the
operative application in many different ways. You can specify yourself the degree of
detail you require.

Report Description Code

Business Entity REISBE
Building :Report for Buildings REISBU
Rental Objects :Report for Units i.e sale or rental REISRO
Search Request :Report for Enquiry REISRR
Contract Report :Detail of Lease Executed in System RE80-Information
Systems / REISCN
Occupancy of rental objects :Detail of Units leased RE80 / REISROOC
Condition for Rental Objects :Details of charges RE80 / REISCDBD
Measurement for Mater Data : Measurement of Units, REISMSBD/RE80-
Building and Business Entity Information systems
Channel Partner List : Broker List XK02
Business Partners for usage objects :Customer details REISBPBD
List of security deposit contracts : Security deposit REISCNDP/RE80–
contract list Information Systems
Notices :Notices list given to customers RE80-Information
Systems / REISCNNT
Renewal of contracts :Details of contracts renewed REISCNRN / RE80 –
Information Systems
Renewal rules of contract :Contract renewal rule define REISCNRNRULE / RE80
in contract
Resubmission Dates :Report for dates for reminders RECARSCN
Price change report RE80 / REISCDBD
Over Dues report :Payment overdue report RE80 / REISCDBD
S_ALR_87012178

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 REFX Business Blueprint

6 ANNEXURES

6.1 GAPS
The Developments, which were identified during the discussion of business
processes, is linked below in development & Gap list.

S. No. GAP GAP Description Proposed

Solution/Remarks
1 Capturing Vacancy The Rental Object In case of Rental Object
Reason in Rental Vacancy reason has to be is sold i.e. sales order is
Objects changed when the sales created in SD module
order is created. by taking reference of
that rental object the
vacancy reason has to
be changes as sold.
2 Real Estate (RE) The RE search request There are different
Search Request with should have the follow up follow up status of the
follow up dates dates. enquiries which should
contain follow up dates.
3 Validation of Lock –In In the lock in period there Lock in period is
period in contract should be warning mentioned in the
message if the contract is contract conclusion field
terminated. so Validation should be
in system to check the
end of term date field
against the date
maintained in the
contract conclusion field
& issue a warning
message if the contract
is being closed before
the date mentioned in
the contract conclusion
field.

4 Workflow in Contract HOD approves Whenever the contract

Cancellation cancellation Workflow. has to be terminated
the approval from HOD
is required.
5 Checklist for Various Checklist for Fit out and Check list has to be
activities operations. developed for prior
handover of fit out and
prior handover for
operations.

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 REFX Business Blueprint
6 Alerts for hard option Units Blocked in hard The unit which is
blocked units options alerts required blocked in hard option
the alert is required for
the validity end date of
hard option.
7 Mail alert in Contract Mail alerts to be send for Whenever contract
Renewal contract renew terms are getting
expired a mail alert has
to be send to customer
for renewal of contract.
8 Report for RE search List of prospective Report has to be
customers developed which will
capture the customer /
partner preferences
along with the search
request number, the
prospect number, role,
source of enquiry,
processing status, and
text in Accommodation
entitlement certificate.
9 Report for Business A report which contain Report has to be
Partner Business Partner Details developed which
with unit number contains Business
Partner details with unit
number.

6.2 ABAP Developments

ABAP Development List is as below:

FRICE Type Of
S.No. FRICE Brief Description
Name Development
1 ZRE001 In case of Rental/Sales Unit is sold i.e. ENHANCEMENT
sales order is created in SD module by
taking reference of that rental object the
vacancy reason has to be changes as sold
2 ZRE002 There are different follow up status of the MODULE POOL
enquiries which should contain follow up
dates
3 ZRE003 Lock in period is mentioned in the ENHANCEMENT
contract conclusion field so Validation
should be in system to check the end of
term date field against the date
maintained in the contract conclusion
field & issue a warning message if the
contract is being closed before the date
mentioned in the contract conclusion

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 REFX Business Blueprint
field.

4 ZRE004 Whenever the contract has to be WORKFLOW

terminated the approval from HOD is
required.
5 ZRE005 Report has to be developed which will MODULE POOL
capture the customer / partner
preferences along with the search request
number, the prospect number, role,
source of enquiry, processing status, and
text in Accommodation entitlement
certificate. (Market Information)
6 ZRE006 Report has to be developed which REPORTS
contains all Business Partner details with
unit number.
7 ZRE007 Check list has to be developed for prior DEVELOPMENT
handover of fit out and prior handover for
operations
8 ZRE008 Whenever contract terms are getting WORKFLOW
expired a mail alert has to be send to
customer for renewal of contract
9 ZRE009 Invoice Generation output formats FORMS

10 ZRE010 Alerts for units blocked in hard option WORKFLOW

11 ZRE011 Rent Collection Sheet(Rent Inflow) Report

12 ZRE012 Transaction Report Report

13 ZRE013 IFSD Collection Sheet Report

14 ZRE014 Agreement Status Report Report

15 ZRE015 Rent Sheet Report

16 ZRE016 Reminder Letters Forms

17 ZRE017 Bank Letter Forms

18 ZRE018 Loan Advance Letter Forms

19 ZRE019 Cover Letter Forms

6.3 Roles and Responsibilities

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 REFX Business Blueprint
Activity Data input Data TCode Responsibilit Remarks
output in SAP y/
Authorizatio
n
Creation Business Business BP Central Master Role Prospect will
of Partner Details Partner Data Team be create by CC
Business / Company code and CC desk desk and other
Partner Code roles by central
master data team
Change Customer Change in BP Central Master Role Prospect will
in Business Business Data Team be changed by CC
Business Partner master Partner and CC desk desk and other
Master Change Master roles by central
Request master data team
Creation Details Like Business REBDB Design Team
of Name of B.E, Entity E
Business Validity Period, Number
Entity Address,
Measurement
Types
Change Business Business REBDB Design Team
in Entity Number Entity E
Business Number
Entity
Creation Details Like Land/Buil REBDP Design Team
of Name of ding R/REB
Land/Buil Building, Number DBU
ding Validity Period, will be
Measurements generated
in the
system
Change Land/Building Land/Buil REBDP Design Team
in number ding R/REB
Land/Buil number DBU
ding
Creation Details Like Rental REBDR Design Team
of Rental Name of RO, Unit/Rent O
Object Measurement al
Details, Space/Po
Fixtures & oled
Fitting Space
Characteristics number
etc will be
generated
Change Rental Object Rental REBDR Design Team
in Rental number Object O
Object number

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 REFX Business Blueprint
Create / Company code Lease RECN Back Office Retail team will
change / contract create retail
display contracts and
contract commercial team
will create
commercial
contract
Change Company code Contract RECN Back office Retail team will
contract & Contract term has change retail
for lease number, date been contracts and
commen of possession changed commercial team
cement in will change
date contract commercial
contract
Display Company Display RECN User Retail team will
of code, contract contract Department – display retail
contract number Sales / contracts and
Marketing commercial team
will display
commercial
contract
Issue / Company Notice will REISCN Back Office
Receive code, contract be NT /
Notice number generated RECN
and
status of
unit will
be
changed
as “Notice
given”
Renewal Company Contract REISCN Back Office
of code, contract renewed RN
contract number for
further
lease
term

6.4 Changes Impact to Existing Business Process

The following are the changes to existing process.

 The process will be standardized after system is go-live.

 The end user should be trained to do the data entry in system.

 The data entry will be based on authorization i.e the person who will be
authorized can do the entry in system and can view the data in system.

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 REFX Business Blueprint

 Automation of posting process so that invoice can be generated from the

system no manual invoice generation.

6.5 Risk Analysis

S. No. Process Risk Proposed

Solution/Remarks
1. Enquiry Generation Capturing the enquiries Enquiry forms can be
for customer cannot be filled as the enquiry
done if the system is not comes and when the
working. system is working that
data can be entered in
system.
2. Payments Periodic Posting and This has to be
Invoice cannot be performed only when
generated for customer if system is working.
system gets failed.
3. Viewing of Reports Online reports cannot be This has to be
viewed if system is failed. performed only when
system is working.

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