ACCL Lead to Lease User Guide

USER GUIDE
Arabian Centers Company Ltd. (ACCL)
Lead To Lease
Author: ACCL IT PMO Team
Creation Date: Mar 05, 2017
Last Updated Mar 09, 2017
Version: 1
Approvals:
Name
Signature
Khaled AlDhubei
Rashed Alothman
Javed Akhtar
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Document Control
Change Record
Date Author Version Change Reference
March 9, 2017 Muhammed Gamal 1 Initial Document
Reviewers
Name
Saleh Al Masri
Jameel Nasir
Jabri Maali
Mohammed Sherif
Eihab Moustafa
Mohammed Sherif
Position
Leasing Manager
Head of Finance Report
ACCL CFO
Chief Audit officer
Senior Accountant
Chief Audit officer
Distribution
Copy No. Name Location
1 Library Master ACCL IT PMO ACCL Portal
2 ACCL – CIT Communication & Information
Technology
PMO
Note To Holders:
If you receive an electronic copy of this document and print it out, please write your name on the
equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for
document control purposes.
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Contents
Document Control .................................................................................................................................... 2
Preface ..................................................................................................................................................... 4
Define a new Contact .................................................................................................................. 5
Create a Lead from Existing Customer/Brand ............................................................................ 7
Create a Lead for New Customer/Brand ................................................................................... 10
Edit an Existing Lead ................................................................................................................ 12
Delete an Existing Lead ............................................................................................................ 15
Add Lead Activity..................................................................................................................... 16
Adding Units to a Lead ............................................................................................................. 17
Adding Lead Attachment .......................................................................................................... 19
Define Lead Additional Details ................................................................................................ 21
Convert Lead to Deal ................................................................................................................ 23
Edit an Existing Deal ................................................................................................................ 38
Delete an Existing Lead ............................................................................................................ 41
Add Deal Activity ..................................................................................................................... 42
Review and Update Deal Rent Schedule .................................................................................. 43
Review and Update Deal Percentage Rent ............................................................................... 45
Adding Deal Attachment .......................................................................................................... 47
Review and Update Deal Security Deposit ............................................................................... 49
Approve Deal ............................................................................................................................ 51
Unit Exceptional Hanover ......................................................................................................... 53
Lease Renewal .......................................................................................................................... 58
CRM Leasing Dashbaord .......................................................................................................... 64
Yardi CRM Reports .................................................................................................................. 66
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Preface
T
his document
Will demonstrate and illustrate with screen shots the full cycle for Yardi
Lead to Deal and Deal to Lease processes.
Topics discussed are:
CRM Leasing Dashboard.
Define a new Contact.
Enter a new Lead.
Create and Approve Deal.
N.B.:
IT is mandatory to review the Yardi Lead to Lease Document to get aware
with the full Lead to Lease process cycle and the integration points in details.
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Define a new Contact
To define a new Contact
Navigation path: Create Menu > Contact
1- In Contact Profile, enter Contact First Name, Last Name, Company, and the
contact Title.
2- Enter contact Email, Office Phone Number, and Home Phone Number.
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3- In Contact Address, Select Country and enter Street.
4- The system automatically will display the Contact Subscription Owner which is the
login user name. You can update it if required.
5- Enter your Note, if any.
6- Click Save to save your contact information.
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Create a Lead from Existing Customer/Brand
To define a Lead for Existing Customers/Brands
Navigation path: Create > Lead Existing Customers/Brands
1- YSR Report screen appears.
2- You can search by select Customer Name, Brand and/or Sales Category.
3- Click View Report and select Display Report.
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4- The YSR Report appears.
5- Click AddLead to create the lead.
6- Edit Lead screen appears. The system will display the existing customer, brand, and
contact details automatically.
7- Select Source, Primary Property, Property Type, Minimum and Maximum
Desired Area.
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8- Enter Desired Rent Minimum and Maximum for a year.
9- Select the lead Start Date and duration in Months. System automatically will display
the End Date.
10- Click Save button. Lead Summary screen appears.
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Create a Lead for New Customer/Brand
To define a Lead for Existing Customers/Brands
Navigation path: Create > Lead Existing Customers/Brands
1- Lead screen appears.
2- Enter Lead Name (New Brand Name).
3- Leave Customer and Brand fields empty.
4- Select Source, Primary Property, Property Type, Minimum and Maximum
Desired Area.
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5- Enter Desired Rent Minimum and Maximum for a year.
6- Select the lead Start Date and duration in Months. System automatically will display
the End Date.
7- Select Primary Contact Details.
8- Click Save button.
9- Contact Lessing Admin to define a new Customer and Brand.
10- Search for your Lead and update Customer and Brand fields.
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Edit an Existing Lead
1- From the Navigate menu, select Leads.
2- Search for the Lead. And click on find icon .
3- You can use Filter Search to find the lead.
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4- You can search by select My Leads, Status, Property, Customer, Brand, and / or
Lead Source.
5- Click Apply Filter.
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6- Select lead. Lead Summary screen appears.
7- Select Edit button. Lead screen appears and you can update lead information.
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Delete an Existing Lead
1- Navigate to the Lead record to which you want to Delete.
2- Delete Confirmation message appears to confirm Lead Delete.
3- Select Yes.
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Add Lead Activity
1- Navigate to the Lead record to which you want to add Activity.
2- Select New Activity.
3- The New Activity could be Compose Email, Create Event, Create Note or
Create Task.
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Adding Units to a Lead
1- Navigate to the Lead record to which you want to add Units.
2- On the side menu, select Spaces.
3- Spaces screen appears.
4- Select Units icon. Units screen appears.
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5- You can search for Available Units or All Units. Also you can search by Unit Code.
6- Select the one unit or multiple units and click Save.
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Adding Lead Attachment
1- Navigate to the Lead record to which you want to attach one or more documents.
2- On the side menu, select Attachments.
3- The Attachments screen appears.
4- Click Choose Files. A browser window appears.
5- Select the file or files you want to upload. The file appears on the Attachments
screen.
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6- Edit the Type and Description field if necessary.
7- Click Start Upload.
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Define Lead Additional Details
1- Navigate to the Lead record to which you want to add Additional Details.
2- On the side menu, select Additional Details.
1- Select Additional Details screen appears.
2- Click Add button.
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3- Select Brand Profile, Geo-graphical Trade Profile, Ownership, Head Office
Location, Average Sales, Annual Sales, New in Country, and any Additional
info.
4- Click Save.
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Convert Lead to Deal
1- Navigate to the Lead record to which you want to convert to Deal.
2- New Deal screen appears.
3- Select Deal Template.
4- Select Deal Template.
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5- Select Lease Type. Please note that the Lease Type list values will be appears
based on the selected Template.
6- The Sales Category automatically appears.
7- Click Next.
8- Lease Dates screen appears.
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9- System automatically will default the Lease Start Date, Terms and End Date from
the Lead.
10- Click Next.
11- Confirmation screen appears.
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12- Click Save.
13- Units screen appears.
14- System automatically will display all units and the selected units in Lead.
15- You can select more Units.
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16- System automatically will display the Price List Amount Per Area and Price List
Flat Amount for the selected Units.
17- Charge Schedule screen appears.
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18- Select Add Schedule to add Deal Charge Codes Schedule details.
19- In Charge Schedule you should select all the charges related to this Deal and its
schedule.
20- Select Schedule Type (Rent, CAM, or Misc).
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21- Select Charge Code. (Rent, CAM, or Misc) You will have Charge Code list values
based on the selected Schedule Type as following
Schedule Type
Charge Code
Rent - Base Rent
- Free Period
CAM - Service Charge
Misc - Electricity
- Footfall Cost
- Footfall Maintenance
- Gas
- Key Money
- Water
22- Select Unit if this Deal with multiple Units and there is different charge rate for each
Unit.
23- Start Date and End Date will be defaulted from the Lead. The System will amortize
the selected Charge Code revenue based on the Start Date and End Date.
24- Select Amount Type for the selected Charge Code (Amount Per Area or Flat
Amount).
25- Select Amount Period for the selected Charge Code (Always select Annual).
26- Select Billing Frequency for the selected Charge Code (Annually, SemiAnnually,
Quarterly, or Monthly).
27- Key Money should be amortized in the contract first year (Start Date and End Date
should be one year) and Billing Frequency should be Annually.
28- Enter Starting Amount for the selected Charge Code and Amount Type.
29- You can select First Increase for the selected Charge Code if there is increase in a
specific date.
30- You can enter Step Every for the selected Charge Code if there is frequency
indexation and enter Increase Percentage or Flat Amount. System automatically
will display the increase table based on the entered Step Every and Increase
Percentage or Flat Amount.
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31- If there is a different Increase Percentage for the selected Charge Code and from
year to year, you can select By Length option in input.
32- Update the Increase Value for the selected Charge Code for each year and select
Done.
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33- If the Increase is in specific dates in different years for the selected Charge Code,
you can select By Date option in input.
34- Update the Increase Value for the selected Charge Code and From Date and
select Done.
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35- Charge Schedule screen appears and one charge code line has been added.
36- If you want to update the Charge Code, click Edit.
37- If you want to delete the Charge Code, click Delete.
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38- Select Add Schedule to add more charge code.
39- Click Next once you finish the Charge Schedule.
40- The System will update Variance in Amount, Variance in %, and Sales % Target
based on the entered Charge Schedule and Unit Price List.
41- Percentage Rent screen appears.
42- Click Add Rent.
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43- Click Done.
44- Click Done to enter Overage Formula.
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45- Select Sales Type, Offset Charge Code, and Base Reduction Percentage.
46- Click Done.
47- Percent Rate screen appears and one Overage Formula line has been added.
48- If you want to update the Overage Formula, click Edit.
49- If you want to delete the Overage Formula, click Remove.
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50- Select Add Overage to add Overage Formula for another Sales Type or different
Base Reduction Percentage for other Period.
51- Click Next once you finish the Percentage Rent.
52- Additional Information screen appears.
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53- Select Security Deposit Calculation Method (Percentage, Flat Amount, or number
of month).
54- Enter Security Deposit Amount.
55- Click Next once you finish the Additional Information.
56- Notes screen appears. You can enter note, If any.
57- Click Save to save your Deal.
58- Deal Summary screen appears
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Edit an Existing Deal
1- From the Navigate menu, select Deal.
2- Search for the Deal. And click on find icon .
3- You can use Filter Search to find the lead.
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4- You can search by select My Leads, Status, Property, Customer, Brand, and / or
Lead Source.
5- Click Apply Filter.
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6- Select lead. Lead Summary screen appears.
7- Select Edit button. Lead screen appears and you can update lead information.
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Delete an Existing Lead
1- Navigate to the Lead record to which you want to Delete.
3- Delete Confirmation message appears to confirm Lead Delete.
4- Select Yes.
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Add Deal Activity
1- Navigate to the Deal record to which you want to add Activity.
2- Select New Activity.
3- The New Activity could be Create Event, Create Note or Create Task.
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Review and Update Deal Rent Schedule
1- Navigate to the Deal record to which you want to review and update Deal Rent
Schedule.
2- Rent Schedule screen appears.
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3- You can review Base Rent, Recovery Estimates, and Miscellaneous schedule
details.
4- You can add a new Rent Charge by selecting Add Charge Schedule.
5- You can update the Rent Charge by selecting Edit.
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Review and Update Deal Percentage Rent
1- Navigate to the Deal record to which you want to review and update Deal
Percentage Rent.
2- Overage Formulas screen appears.
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3- You can review and update Sales Type, Offset Charge Codes, Period and
Base Reduction Percentage.
4- You can delete the Overage Formulas by selecting Delete.
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Adding Deal Attachment
1- Navigate to the Deal record to which you want to attach one or more documents.
2- On the side menu, select Attachments.
3- The Attachments screen appears.
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4- Click Choose Files. A browser window appears.
5- Select the file or files you want to upload. The file appears on the Attachments
screen.
6- Edit the Type and Description field if necessary.
7- Click Start Upload.
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Review and Update Deal Security Deposit
1- Navigate to the Deal record to which you want to review and update Deal
Security Deposit details.
2- Select Additional Information button to review and update Deal Security
Deposit details.
3- Additional Information screen appears.
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4- Select Edit button to review and update Deal Security Deposit details.
5- Update Deal Security Deposit percentage and select Save.
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Approve Deal
1- Navigate to the Deal record to which you want to Approve.
2- Select Workflows from the side menu to Approve the Deal.
3- Select Deal Workflow.
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4- Select Move to Next Step.
5- System automatically will validate the following
If the Deal Charges are matching the Unit Price list.
If the Deal Charges are matching the Sales % Target.
If the Deal Free Periods is matching ACCL policy.
If the Deal Unit activities are matching the Customer Brands.
6- If the system validation successfully passed the above mentioned criteria, the
Deal Status will be changed to Approved.
7- If one the above criterias failed, the Deal Status will remain In process and the
system will send a notification to CLO to take an action. If CLO approves, system
will send another notification to CFO for his action. Once approved the Deal
Status will be changed to Approved and draft Lease will be automatically
created.
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Unit Exceptional Hanover
1- Navigate to the Lease record to which you want to perform Exceptional Unit
Handover.
2- Search Lease screen appears.
3- You can search by Lease Name (Brand Name) or by Filter Search.
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4- Lease screen appears.
5- To start Exceptional Unit Handover process you have to attach the exceptional
handover approval scanned copy. Select Attachments from side menu.
6- Click Choose Files. A browser window appears.
7- Select the file or files you want to upload. The file appears on the Attachments
screen.
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8- Edit the Type and Description field if necessary. (Attachment Type should by
Exceptional Handover)
9- Click Start Upload.
10- To start Exceptional Unit Handover workflow, select Workflows from side
menu.
11- Search Workflows screen appears.
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12- Select Add to add a new Exceptional Unit Handover workflow for the selected
lease.
13- Select Unit Handover workflow and click Save.
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14- Select Move to Next Step and select Finance Review.
15- Enter your Comments and select Confirm.
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Lease Renewal
ACCL Lease Renewal process will be Lessing Agent responsibility and it will
start be creating a Deal then it will get the required approvals. Once the deal
approved it will generate a new Lease Renewal Amendment with In Process
status then you can approve and activate the renewal amendment.
To create Lease Renewal Amendment, navigate to the Lease record to which you
want to perform Lease Renewal Amendment.
2- Search Lease screen appears.
3- You can search by Lease Name (Brand Name) or by Filter Search.
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4- Lease screen appears.
5- Select Amendments tab from side menu.
6- Select View button for the Original Lease amendment.
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7- Select Add button and then select Renewal option to add a new Lease Renewal
Amendment.
8- Deal screen appears. You can follow the same steps to create and approve Deal.
9- You can follow-up Deal approval process from Deal Proposal tab.
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10- Lease Proposals screen appears.
11- Select View for the Renewal Proposal Type.
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12- Select Ongoing Workflows to start Renewal Proposal approval process.
13- After approving Proposal, You should Approve.
14- The Proposal status changed to Approved.
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15- Lease Renewal Amendment has been created with In Process status.
16- You can review Lease Renewal Amendment from Lease Amendments tab.
17- Select View button to initiate Renewal Amendment approval workflow.
18- Once Renewal Amendment approval workflow completed, Lessing Admin
Manager will activate Renewal Amendment.
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CRM Leasing Dashbaord
When you log on to Yardi CRM, the first thing you see is the default
dashboard assigned to you as your home page. Dashboard highlights KPIs and
other relevant information. BI dashboards provide a portfolio-wide view of all malls
and allow you to filter down to specific mall data as well. This dashboard displays
information about the pending and approved Deals, Lead By Source, highlights
Activities (tasks) and upcoming events.
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Yardi CRM Reports
1- Navigate to Reports menu.
2- CRM standard list of reports appears.
3- Select your Report from the list.
4- Select the Report parameters options.
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5- Click View Report parameters options.
6- You can select Display Report, Export to Excel, or Export to PDF.
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