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Properties

Modules > Property lease management > Setup > Properties

Use this page to define the level details for a category.

Categories that appear on the list are created on the Categories tab of the Property Lease Management Parameters page. Categories that have no required levels appear in the categories list, and do not need to be edited.

Note icon. Note: Throughout the documentation, the text for the different levels within a category are as follows: Property for the level 1 category, Building for the level 2 category, and Unit for the level 3 category.

Important: As a best practice, set up a single property with one category. If you set up a property with two categories, your data might be compromised. For example, you have two categories: Residential and Commercial. Set up Building A with the Residential category only.

Property Levels Example

Review the following example to better understand how categories and levels work.

On the Property Lease Management Parameters page, the following category is created:

Property Level Table
Category name	Levels required	Level 1 label	Level 2 label	Level 3 label	Customer Label	Vendor label
Residential	Three	Apartment	Floor	Suite	Tenant	Landlord

On the Properties page, the details for the Residential category are set up as follows:

Apartment (Level 1)

The following table shows the different apartments set up for the Residential category.

Property Level Table
Facility number	Total area	Leasable area	Area unit
Apartment 4	400,000	400,000	sq. ft
Apartment 3	400,000	400,000	sq. ft
Apartment 2	400,000	400,000	sq. ft
Apartment 1	400,000	400,000	sq. ft

Floor (Level 2)

The following shows the rooms for the Apartment 1.

Property Level Table
Room number	Total area	Leasable area	Area unit
Floor 4	100,000	100,000	sq. ft
Floor 3	100,000	100,000	sq. ft
Floor 2	100,000	100,000	sq. ft
Floor	100,000	100,000	sq. ft

Suite (Level 3)

The following table shows the beds for room Floor 3 (Level 2) in the Apartment 1 (Level 1).

Property Level Table
Bed number	Total area	Leasable area	Area unit
Suite 4	25,000	25,000	sq. ft
Suite 3	25,000	25,000	sq. ft
Suite 2	25,000	25,000	sq. ft
Suite 1	25,000	25,000	sq. ft

Set Up Category Details

To set up the levels for a category, follow these steps:

Ensure that one or more categories with one or more required levels are created on the Categories tab of the Property Lease Management Parameters page.
These categories appear in the Properties list.
From the Properties list, select a category to which you want to add levels.

Tip: If you have several categories, use a filter to find the record you want.

If user defined fields are needed, select Property > User defined fields.
A dialog appears where you can add user defined fields.
1. Select Add line.
2. Specify the Field name and Field type.
3. Repeat to add more fields.
4. Select OK.
For each Level 1 line, do the following:
1. Select Add line.
2. Specify a unique Number and the Total area, and Leasable area.
3. If needed, change the Total area, Leasable area, and Area unit.
4. If needed, specify the Financial dimension value.
5. To edit the details of the level, select Contacts > Level number details.
6. To add a contact for the level, select Contacts > Add contacts.
7. To add CAM expense pools, select CAM pools.
8. To specify the values for user defined fields, select User defined fields, specify the values for the available fields, and select Save.
  If you want to rolldown the values to subsequent levels, select Yes when you see the prompt.
9. Repeat these steps for each line you add.
To add lines for Level 2, do the following:
1. In the Level 1 section, select a line.
2. In the Level 2 section, select Add line.
3. Specify a unique Number and the Total area, and Leased area.
4. If needed, change the Area unit.
5. If needed, specify the Financial dimension value.
6. To edit the details of the level, select Contacts > Level number details.
7. To add a contact for the level, select Contacts > Add contacts.
8. To add CAM expense pools, select CAM pools.
9. To specify the values for user defined fields, select User defined fields, specify the values for the available fields, and select Save.
  If you want to rolldown the values to subsequent levels, select Yes when you see the prompt.
10. Repeat steps b to d for each line you add to the selected Level 1 line.
11. To add lines to a different Level 1 line, select a different line and repeat steps b to d.
To add lines for Level 3, do the following:
1. In the Level 1 section, select a line, and in the Level 2 section, select a line.
2. In the Level 3 section, select Add line.
3. Specify a unique Number and the Total area, and Leased area.
4. If needed, change the Area unit.
5. If needed, specify the Financial dimension value
6. Select the Item sales tax group and the Sales tax group.
7. To edit the details of the level, select Contacts > Level number details.
8. To add a contact for the level, select Contacts > Add contacts.
9. To specify the values for user defined fields, select User defined fields, specify the values for the available fields, and select Save.
10. Repeat steps b to d for each line you add to the selected Level 3 line.
11. To add lines to a different Level 2 line, select a different line and repeat steps b to d.
12. To add lines to a different Level 1 and Level 2 combination, select different lines for each level and repeat steps b to d.
If needed, add user-defined fields by selecting Property > User defined fields.
In the dialog, specify the Field name and Field type.
Select Save.

Edit Category Details

To edit the details for a category, follow these steps:

From the list, select a category and select Edit.
Select the level that you want to edit, and make the necessary changes, such as add a line, remove a line, or edit the total area or leasable area. Select Save.

Note icon. Note: Category levels that are attached to leases cannot be deleted.

For details for editing the area of a property, see Modify Property Area (Setup).

Properties List

The Properties list shows all categories that were created on the Categories tab of the Property Lease Management Parameters page. The values on the list are read-only.

Field	Description
Category name	Displays the name of the category selected from the list. Read-only.
Levels label	Displays the labels for the level.

Properties Fields

This page contains the following fields:

Field	Description
Levels required	Displays the number of required levels for the category. Read-only.
Level 1, 2, 3 label	Displays the labels for the level.
Customer label	Displays the labels for the customer.
Vendor label	Displays the labels for the vendor.
Levels (1- Property, 2 - Building, 3 - Unit)
Define the different values for each level. When defining the values for a subsequent level, the lines apply to the selected line in the preceding level. Review the Property Levels Example. The Levels sections are available based on the number of required levels for the category. For example, if the category has one required level, only the Level 1 section is available. For each line, define the following:
Level number	Specify a unique value for the level number.
Total area	Specify the total area for the line. This value must be greater than or equal to the Leasable area.
Leasable area	Specify the leaseable area for the line. This value must be equal to or less than the Total area.
Area unit	Displays the unit of measure used for area. The default value is from the Property Lease Management Parameters page. You can change it as needed.
Financial dimension name	Displays the financial dimension name. Read-only. This value is from the Categories tab of the Property Lease Management Parameters page. Financial dimensions are a standard feature in Microsoft Dynamics 365 for Finance and Operations. For more information, see Financial Dimensions.
Financial dimension	Select the financial dimension value for the property level. The financial dimension values are applied to a charge at the time the charge is attached to the lowest level in a lease. Currently, you can apply only one financial dimension value per property level. If you require more financial dimension values, you can set up the financial dimension values in the customer, vendor, or item records. Also, at the time of adding a charge to a lease on the Lease Details page, you can edit the financial dimension values for a lease on the Financial Dimensions tab of the Charge Details FastTab. Financial dimensions are a standard feature in Microsoft Dynamics 365 for Finance and Operations. For more information, see Financial Dimensions.
Item sales tax group	Select the item sales tax group for the level. The selected item sales tax group can be applied as the default value to all lower levels. For example, the item sales tax group for a Level 1 line can be applied to all Level 2 lines for the selected Level 1 line. The item sales tax group can be changed for each lower level as needed. Note: If this value is empty, the level setup is ignored and cannot be used for a lease. The sales tax is a standard Microsoft Dynamics 365 for Finance and Operations features. For more information, see the Microsoft Dynamics 365 for Finance and Operations documentation. Sales tax overview Set up sales tax groups and item sales tax groups
Sales tax group	Select the sales tax group for the level. The selected sales tax group can be applied as the default value to all lower levels. For example, the sales tax group for a Level 1 line can be applied to all Level 2 lines for the selected Level 1 line. The sales tax group can be changed for each lower level as needed. Note: If this value is empty, the level setup is ignored and cannot be used for a lease. The sales tax is a standard Microsoft Dynamics 365 for Finance and Operations features. For more information, see the Microsoft Dynamics 365 for Finance and Operations documentation. Sales tax overview Set up sales tax groups and item sales tax groups

Header Action

This header contains the following buttons:

Button	Description
Property
Property > User defined fields	Opens a dialog where you add user defined fields for the property category. These user defined fields can be used by any level within the property category. Up to 10 user defined fields can be added to the property category. For each user defined field, you can specify the Field name and Field type. The field type can be any of the following options: currency, check box, date, number, or text. At the each level, you can specify the value for the user defined fields. User defined fields at the property category level are different from the user defined fields at the lease level. For information on user defined fields at the lease level, see the Lease User Defined Fields tab FastTab on the Property Lease Management Parameters page.

Button

Description

Property

Property > User defined fields

Opens a dialog where you add user defined fields for the property category. These user defined fields can be used by any level within the property category. Up to 10 user defined fields can be added to the property category.

For each user defined field, you can specify the Field name and Field type. The field type can be any of the following options: currency, check box, date, number, or text.

At the each level, you can specify the value for the user defined fields.

User defined fields at the property category level are different from the user defined fields at the lease level. For information on user defined fields at the lease level, see the Lease User Defined Fields tab FastTab on the Property Lease Management Parameters page.

Levels Actions

Each Level FastTab contains the following actions:

Action	Description
Add line	Adds a line for the level. When selected, the line is added above the selected line.
Remove	Removes the selected line for the level. If the line is used for a lease, the line cannot be removed.
Area tracking	Opens the Area Tracking History dialog where you can review the changes to the area of the lowest level.
Contacts	Use these actions to add or access contact information to the level.
	Level number details: View and edit the details of the level. This page is part of standard Microsoft Dynamics 365 for Finance and Operations functionality. For more information, see Global address book overview .
	View contacts: View a list of contacts that have been added to the level. This page is part of standard Microsoft Dynamics 365 for Finance and Operations functionality. For more information, see Set up vendor accounts .
	Add contacts: Add a contact from the global address book to the level. If needed, you can create a new contact record. This page is part of standard Microsoft Dynamics 365 for Finance and Operations functionality. For more information, see Set up vendor accounts .
	Add to Microsoft Outlook contacts: Adds the contacts from the level to your Outlook address book.
	Notifications: Opens the Property Notifications dialog.
CAM pools	Opens CAM Pools page where you can add one or more CAM expense pools to the level. CAM expense pools can be added to categories that have one or more levels, and can be added to higher levels only. For example, a property has three levels. You can attach CAM expense pools to levels 1 and 2, not level 3.
Map	Opens a map where you can view the location of the level in real time. Available for level 1 only.
User defined fields	Opens a dialog where you specify the values for the user defined fields. The value of the user defined fields from a higher level can be applied to lower levels in the same property category. Otherwise, each level can have a different value for the user defined fields. The available user defined fields are created using the header action. For example, a property category has three levels. A user defined field named UDFvalue with the Number field type is created. For Level 1, UDFvalue is 1000. This value can be applied to Levels 2 and 3. In this case, all three levels would have the same UDFvalue value. If needed, Level 2 can have a UDFvalue of 750, which can be applied to Level 3. In this case, Level 1 as a different value than Levels 2 and 3. If needed, Level 3 can have a UDFvalue of 500. In this case, all three levels have different values.