Vacancy chargeback / Space usage settings

Planon REM4SAP : Planon REM4SAP : Implementation : Settings Real Estate Management : Vacancy chargeback / Space usage settings

To be able to charge vacancy cost (cost that are continued to be paid when the rent to unit is not generating rent) to specific cost centers that are set-up in case Rent To units are not leased-out for a dedicated period, the space charge-back configuration can be applied. As Rent to units external and vacant do not have any accounting objects, a default accounting object must be applied using standard cost types. For Space usages, the following fields are relevant:

Field	Description
Name	This is used as Description in the Financial Collection and to Financial Collection lines. Recommended to add ‘Vacancy’ as part of Name.
Rentable unit	Linked to Rent to units external or vacant as the vacancy costs are either in vacant periods on to be leased out rent to units or because the spaces are not used yet, for internal or external purpose, and therefore marked as Vacant.
Net area/ Rentable area / Gross area	Depending on the setting, should have a value that is used to calculate the charge-back costs. Recommended to use the rentable area.
Start date	For Vacancy, this must start at the vacancy start date, so aligned with the occupancy status of the Rent to unit.
End date	For Vacancy, this must start at the expected vacancy end date, so aligned with the occupancy status of the Rent to unit.
Space type	Requires the setting Charge back = 1, Completely charge back when this space-usages should take part in the Financial Collection. When this is ‘0,’ or any other option then ‘1’, no charge back lines are created. When the Space usage would be proportionally charged to other Space usages, the options can be ‘2’,‘3’, ‘4’, ‘5’ depending on the exact definition. For more information, see Concepts in the Charge back system report.
Tariff group	Requires to have a valid start-date, Tariff per unit area (price / unit) and Tariff per x days. VAT is excluded. Recommended to define a Daily price as it is not possible to calculate in fixed periods. Using 31 or 365 might not give the most expected results. When new tariffs are required, recommended to create a new (follow-up) Tariff group, which automatically creates new Space usages (and ends Space-usage with the old Tariff group). Tariff groups for vacancy should be created separated from internal tariff groups. When company codes with different currencies are linked to the Spaces, it is required to setup different Tariff groups per currency, as the Tariff groups are not currency aware.
Standard cost type	Required to be linked with an external code mapping to the SAP’s Expense types. Required for the Financial Collection to be sent to SAP, as this has the effect that costs are posted on a key date or on a period. For vacancy costs, the need to have default ‘From’ accounting object (either cost center or project controlling object) on the cost-type.
Tariff excl. VAT	This shows the calculated results of the Rentable area x the ‘Tariff per unit area’, but does not indicate for which number of days. It is based on direct expected costs and does not include the indirect costs from other space usages.
Financial collection status	Automatically updated status when linked chargeback lines are created or updated, or processed when they are sent to the Financial Collection. Changes from New, Changed, Processed or to Canceled. In the Status ‘New’ and ‘Changed’ and ‘Canceled’ the batch job will update into the Financial collection.

For more information on the Space charge back configuration settings and Financial collection, see, Space charge back configuration settingsand Financial collection.