The Excel import template allows you to populate different types of lease agreements. It contains several columns that must always be filled out for every lease agreement. Others, however, should only be filled out for specific types of lease agreements. The exact use cases are described here so that you can determine which columns you need to fill out for a lease agreement of a specific type.
Prerequisites
Microsoft Excel
The import template has already been downloaded
Procedure in the FM Portal
Open the import template in Microsoft Excel.
Fill out one row for each lease agreement
Use Case | Required data |
|---|---|
You have specified a reason for vacancy | Do not enter any data in columns L through W. |
You want to import a standard lease | Enter the data in columns L through W. Leave columns X through AH blank. |
You want to import a tiered contract | Fill in columns X and Y. Fill in either Z or AA. Leave columns AB through AH blank. |
You want to import an index contract | Fill out columns AB through AH completely. Leave columns X through AA blank. |
This table describes the import template and shows which values must or may be entered in each case:
Column | Heading | Description | Example Value | Possible Values |
|---|---|---|---|---|
A | Location | Short name of the location. | 50000099 |
|
B | Street and house number | Street and house number of the location. | Sample St. 39 |
|
C | ZIP | Postal code of the location. | 21130 |
|
D | City | City of the location. | Hamburg |
|
E | Building | Abbreviation of the building. If no building is known, a fictitious building number may be used. | 01 |
|
F | Floor | Abbreviation for the floor. If no floor is known or if the rental property is located outside a building, “Ground Floor” may be used as a placeholder. | Ground Floor |
|
G | Rental Property Number | Unique number for the rental property. | 300010 | Length: max. 10 characters |
H | Rental Property Description | Description of the rental property. | Office, Ground Floor |
|
I | Type of Use | Primary use of the rental property. Additional uses can be added by the administrator. | Office | “Office”, “Parking”, “Storage”, “open space”, “other”, “outside”, “production”, “retail”, “warehouse”, “mix”, “common area” |
J | Area m² | Area of the rental property. For parking spaces, 1 m² per space is expected. | 376.23 |
|
K | Reason for vacancy | Reason why the rental property is vacant. Enter only if there is no lease agreement. Other reasons for vacancy can only be created with administrative rights. |
| “Structural vacancy” or “Rentable/Turnover” |
L | Lease Agreement Number | Number of the lease agreement under which the rental property is leased. The lease agreement number serves as a structural attribute in the purchase review. If a lease agreement is specified for multiple rental properties, these are combined into a single income line. If each rental property is to receive its own line, the rental property number must be appended to the lease agreement number. | 1826451820 |
|
M | Tenant | Name of the tenant. | Max Mustermann |
|
N | Tenant Additional Information | Additional information about the tenant. |
|
|
O | Rental Start Date | Start of the lease. | 01/01/2014 |
|
P | End of lease | End of the lease. For open-ended leases: 01/01/2100. | 12/31/2023 |
|
Q | Terminated on | The date on which the lease was terminated. | 12/31/2020 |
|
R | Net rent/month € | Monthly net rent in euros. | 500.00 |
|
S | Rental G/L Account | G/L account to which the rent should be posted | G/L account "Rental income" |
|
T | BK Advance Payment/Month € | Monthly advance payment for operating costs in euros. | 190.23 |
|
U | G/L account for BK advance payment | G/L account to which the BK advance payment should be posted | G/L account "Operating Expense Advance Payments" |
|
V | Sales Tax | Percentage of the applicable sales tax (“0” or “19” in Germany). | 19 |
|
W | Adjustment Type | Adjustment type of the lease agreement. The future calculation is used to determine the potential increase in the future. | WO | See the "Adjustment Types" tab in the import template. Use the adjustment type code. |
X | Start of Schedule | Start date for the escalation calculation. | 01/01/2014 |
|
Y | Graduation per month | Number of months between tier changes. | 12 |
|
Z | Bracket increase % | Percentage of the tier increase. | 4 |
|
AA | Graduated increase € (either % or €/m²) | Graduated increase in euros per square meter. | 500 |
|
AB | Index adjustment type: Threshold or Periodic | Adjustment type for index-linked leases. | Threshold | “Threshold” or “Periodic” |
AC | Start of Indexation (Date) | Date from which indexation begins. | 01/01/2014 |
|
AD | Initial index (value) | Starting index from which calculations are made. | 100 |
|
AE | Start index from | the start index date. | 01/01/2013 |
|
AF | Increase by % of the change | Percentage of the index increase by which the index contract is to be adjusted. | 60 |
|
AG | Price Index Threshold | Threshold at which the adjustment is to take place. | 20 |
|
AH | Threshold in points or percent | Specifies whether the threshold is expressed as a percentage or in points. | Perc | "Pts" or "Perc" |
Save the import file
You can now import the lease agreement data. See also: Importing lease agreements via Excel 📄 Mietverträge importieren IC9301