Archibus SaaS / Leases / Lease Portfolio / Lease Portfolio Console
Real Property / Leases / Lease Portfolio / Lease Portfolio Console

Renew One or Multiple Leases

From the Lease Portfolio Console, you can search on expiring leases, select them, and click Renew. For each lease, the Renew action:

  • automatically creates a new lease with desired dates

  • automatically copies lease data and contacts

  • reassigns suites to the new lease

  • optionally, copies active recurring costs

Once this material is copied to a new lease, you can adjust any other details that might differ between the original and new leases. Since clauses, amendments, documents, and communication logs are specific to each lease, this information is not copied to the new lease.

Procedure

  1. Load the Lease Portfolio Console and use the filter to search for leases that will expire soon by. Select the filter's More button to access the Lease End Date Range field so that you can see leases expiring in the next three months, six months, or year.

  2. In the list of leases, select one or more leases that you want to renew and click the Renew button. The Renew Selected Leases form appears listing these leases.
    renew1.png

  3. For each lease, click on the pencil-shaped Edit icon and complete the following form with information about the new lease. Note that the New Date Start is automatically completed with the day after Date End of the original lease. You can edit this if needed.
    renew3.png

  4. When you have completed the form for each lease listed in the Renew Selected Leases form, click Renew.
    renew4.png

    For each entry in the Edit New Lease Information form, Archibus creates new records in the Leases table:

    • Completes the following fields with the values that you entered in the Edit New Lease Information form:

      • Lease Code = value entered for New Lease Code

      • Start Date = value entered for New Start Date

      • Date Move In = value entered for New Date Move In

      • End Date = value entered for New End Date

    • Copies all other lease field values from each lease

    • Copies the lease's assigned Lease Contacts (ls_contact) records to new Lease Contact records and assigns them to the new lease.

    • Reassigns suites, if any, to the new lease codes by updating the Lease Code values in the Suites (su) table

  • For each lease record for which you checked "Copy active recurring costs as new," Archibus copies all Recurring Cost (cost_tran_recur) records to new records assigned to the new lease. The action:

    • sets cost_tran_recur.date_start = value entered for New Start Date

    • sets cost_tran_recur.date_end = value entered for New End Date

    • copies the rest of the cost attributes

  1. You can now load each new lease in the Lease Portfolio Console and complete additional information that is unique to each lease and was not copied as part of the renewal.

See also

Lease Portfolio Console