abakusRE

Product description

Count on our portfolio holder software

Transparent controlling for property portfolio holders

The property developer loan business is a highly interesting line of business, but a lack of land in urban areas means high land purchase prices, sometimes combined with building law risks or conditions on urban development contracts that make sales more difficult. The combination of very high purchase prices and long development times poses a highly potent risk, as existing market prices need to be forecast for many years to come. The credit requirements of property developers are high and the scarce resource of equity capital is thereby tied up for years. Furthermore, the limits of the banks usually also limit the loan volumes.

Nevertheless, the financing and subsequent leasing of properties is and remains a highly interesting business area. To ensure that the potential profits from this segment can be realised, the processing has to be lean and tightly organised. Risk controlling and risk management need to be constantly reviewed and updated.

Because many of the data and evaluations are similar to those of the highly successful highQ solution for property developer management (abakusBT), and because there is a need for a comparable application for portfolio-holder projects, highQ has implemented the software to meet specific requirements for the management of portfolio holders. If you are already using  abakusBT, the data sets can easily be merged. Master data from such common objects (basic data, batches, units) can be directly transferred to the portfolio management system. Previously transferred data can be updated.

By using plausibility checks, the software provides high security standards at an early stage of processing through detailed cost and contribution margin controls. Individual data is entered once only in the clearly arranged input masks. Plausibility checks during entry and storage virtually eliminate incorrect entries, and the system naturally complies with the German Data Protection Act (DSGVO).

With abakusRE, you can optimally manage your portfolio holder real estate objects. Constant manual transfer of property and buyer data for the various evaluations is no longer necessary. In addition to the object-related and specific basic data, all account turnovers and purchase contracts are recorded. With the help of intelligent input completion, even large amounts of data can be quickly and easily recorded. Thanks to the timesaving import interfaces (AMADEUS, DTAUS), you can also import data supplied by the property developer directly into the software (e.g. calculation, unit list, transfers).

All important inputs and changes are logged for documentation purposes so as to comply with the principle of dual control. Thanks to its clear structure, abakusRE is easy to operate for every user. The recorded data is evaluated by the programme and compared with the planned figures. This enables a detailed control of the use of funds and of the costs, current profit calculation and an automatic update of the contribution margin. Furthermore, the interfaces to the original EDP systems simplify the daily work.

As a result of ever-increasing financing volumes and project sizes, banks are increasingly entering into partnerships. Uniform processing greatly facilitates these joint-financing arrangements. With just a few mouse clicks, you can call up all relevant data, such as average sales proceeds per m², current sales status, current remaining credit, remaining loans/m² and much more. Standard forms and letters, including the declaration of indemnity, already contain all necessary data and can be printed out if required (automatically completed). Under constant monitoring of planned and actual figures, the bookings are divided according to cost groups and flow into the evaluation. Notifications of cost overruns are immediately displayed with cost element and amount.

Portfolio holders represent the equivalent of the property developers in abakusBT. In this case, they are the bank’s customers who have been granted a loan for the acquisition, repair or construction of a property. To assess the risk of a loan default or payment by instalments, the bank in turn draws up a list of the properties, target rental income, occupancy rate, etc.

Advantages

  • Clearly arranged structure
  • Intuitive usability
  • Easy recording of data
  • Extensive analysis options
  • Minimised risk of error through plausibility checks
  • All data and evaluations can be exported to Excel or Libre Office

Functions

How abakusRE works

Functional description Property developer loan processing

  • To begin with, all relevant portfolio data is entered once only into the clearly laid out input masks. Depending on your requirements, the software can be filled with either very little data or complete data sets. At the beginning of the project, you decide which data is relevant to your in-house business process and necessary for your risk assessment.
  • There is no need to transfer further object and buyer data for the purposes of carrying out other evaluations.
  • Plausibility checks during input and storage avoid the risk of incorrect entries.
  • In addition to the object-related and portfolio-holder-specific basic data, all account transactions and purchase contracts can be entered.
  • With the help of intelligent input completion, even large amounts of data can be quickly and easily entered. All important entries and changes are logged for documentation purposes in accordance with the dual control principle.
  • The programme evaluates the recorded data and compares it with the planned figures. This enables a detailed control of the use of funds and of the costs, current profit calculation and an automatic update of the contribution margin.
  • All relevant object data is clearly structured and thus quickly available.
  • Standard forms and letters already contain all necessary data and can be printed out at any time.
  • Under constant monitoring of the planned and actual figures, the postings are divided according to cost groups and flow into the evaluation. Notifications of cost overruns are immediately displayed with cost element and amount.
  • We naturally comply with the German Data Protection Act (DSGVO) in making data anonymous.

Rental

The rental unit is the subject of the actual rental/leasing agreement. One tenant is able to rent several units, but it is not possible to split one unit among different tenants.

 

The rental unit is provided with:

  • Identification number (as text, for instance “1a”)
  • Reference to rental agreement (if available)
  • Size in m²
  • Type of use (residential/commercial)
  • A net target rental price for the customer (per m² / total)
  • Net target rental price according to value appraisal (per m² / total)
  • Notes on the position of the unit within the object (e.g. “1st floor left”)
  • Notes on optional equipment (e.g. “furnished”)
  • Amount of service charges (net)

The programme provides the option of entering and managing master data on a property developer.

Tenant

In principle, the tenant is a person or a company with its own legal personality and is provided with master data similar to that of the portfolio holder (in particular name, address, customer number, etc.).

 

In addition to this information, it may also be relevant to include details of creditworthiness, sector, previous tenancy or whether the tenant is a commercial tenant or a private individual.

 

An overview at both portfolio and object level lists all tenants entered in the programme. This means that the data sets can be amended centrally in one place (e.g. change of address) without having to adjust all individual rental agreements.

Rental agreement

The link between a unit and a tenant is established via a rental agreement.

This represents the equivalent of a sales contract in abakusBT. Because the same tenant can rent units in different objects, the tenant details are managed in a separate table. The system only creates a single link to the tenant data set.

 

The rental agreement contains the following data:

  • Number(s) of the rented unit(s)
  • Link to the tenant’s data set
  • Term of the rental agreement (entry, start and end date)
  • Periods of notice
  • Amount of actual rent (net actual rent according to contract)
  • Amount of service charges
  • Allocation of service charges
  • Building cost subsidy
  • Rent-free period
  • Rental object type (e.g. apartment, office, shop)
  • General remarks (because this is a text field, it cannot be evaluated automatically)

 

The following additional options can be added per rental agreement (as pure yes/no options):

  • Rental extension options
  • Indexation
  • Leasing subject to VAT
  • Rent reduction clauses
  • Restoration obligations
  • Tenant easement
  • Miscellaneous

 

For each activated option, there is a separate annotation field where additional information on the respective option can be entered.

The options are in each case yes/no fields that can then be used for queries if necessary (for example, all rental agreements with a rental extension option). The respective free additional information texts contain supplementary information that cannot be evaluated.

Regular payments

Regular payments

Each object has a main account through which the rental payments are made. The account transactions are recorded in a journal so as to monitor payments that have been made. As with the account transactions in abakusBT, the individual payments must be assigned to different categories. This enables the programme to check whether, for example, payments for a particular rental agreement have been received. This requires that the payments be assigned to the rental agreement.

 

An entry in the journal needs to contain the following information:

  • Unique (internal) serial number to identify the record
  • Booking date
  • Amount (input/output)
  • Intended use
  • Reference to the unit or rental agreement (if possible)
  • Reference to the tenant (if possible)

Evaluations

Evaluations

Using the data from the journal, the following evaluations can be made:

 

Rented area

  • How large is the proportion of rented units within any given portfolio object?
  • How many different tenants are located in one object?
  • How large is the proportion of rented space per tenant?
  • How high is the vacancy rate?
  • What is the average remaining term of the rental agreements (WAULT)? Also shown for subsequent years.
  • What is the percentage share of the types of use from the units:
    • by % rental income
    • by % m²
    • by % VAT-liable rent

Financial considerations

A loan is required to finance the property, for which regular interest is payable. Redemption payments may also have been agreed. It is therefore necessary to check whether the debt can be serviced by letting the property.

 

The following individual considerations can be made:

  • How high is the monthly/annual burden of interest and repayment instalments?

How high must the following items be to guarantee this?

  • A given rent level (based on both the target rent / target operating costs according to the valuation report and the actual rent / actual operating costs), occupancy rate, or
  • Rental rate for a given level of occupancy
    • On the basis of target rents
    • Taking into account existing actual rents

Do the planned rents (agreed in the rental contract) meet the requirements?

 

Determination of the capital service limit, differentiating which capital service is required for “individual” loans and which for all financing modules together. Lending services are always calculated for the whole year.

 

Are any lease contracts set to expire at a certain point in time with the consequence that servicing the debt can no longer be guaranteed? This is shown as a “sequence list”.

 

If payments are assigned to the rental agreement: do the regular payments correspond to the rental payments agreed in the rental agreement?

Aggregation as Excel evaluation

Because units are associated with an object, it is possible to carry out certain evaluations for individual objects or for all units of the same object (for example, rent for the unit or per m², average rent for all units). In the same way, all objects belonging to one portfolio holder can be grouped together for evaluations, or an evaluation can be carried out for all objects in the portfolio (cross-portfolio-holder).

 

In addition, it should be possible to summarise the evaluations according to certain criteria, e.g. from the tenants’ point of view: how high are the rents in different objects if a tenant rents several units in different properties? For example, a summary according to available square meters can be used to determine the average rent or occupancy rate within a residential area or a specific object type.

Evaluation possibilities

  • Per object / per customer portfolio / total inventory, or
  • Per tenant (in this case, also across properties/portfolios)

Performed via:

  • Number of units
  • Total m²
  • Total target rent based on valuation
  • Total target rent customer
  • Total actual rent according to contract
  • Difference between actual rent according to contract and customer target rent
  • Average target rent per m² based on valuation
  • Average target rent per m² customer
  • Average actual rent per m² according to contract
  • Freely selectable ratios (e.g. 60% / 80%) based on market value / LTV and mortgage lending value (at portfolio and property level)

With optional sorting / subtotals (aggregation) according to:

  • Post code
  • Tenant

Object management

Object management

The object management function forms the core of the programme. abakusBT allows you to store the object data required for credit processing. In addition to the master data of the object (such as account number(s) (both one-account and two-account models are supported), street, real estate use), you can define the following data for an object and more:

  • Data on the credit decision (e.g. credit limit (can be split into total and partial credit), market value, mortgage lending value, fee)
  • The units to be created or sold (with details of the type of unit, location, target price, sqm, land register data, etc.)
  • The land register data of the property including registered land charges
  • Guarantees issued on the object

Cost controlling

Calculation management

abakusRE offers the ability to store the property developer’s object calculation (either simplified or detailed). The calculation can be archived when changes are made, so that different versions of the cost estimate can be compared later. If required, work contracts can also be entered in the detailed cost estimate.

 


Entering account transactions

All payments concerning the object can be entered in the account turnover dialogue. Revenue can be directly assigned to costing items (for where-used lists) or to the respective purchase contract (for purchase price receipts). This allows you to monitor compliance with the credit line, instalment plans and costing. If the credit limit is exceeded or not met, a warning is issued directly during posting (continuous monitoring). It is also possible to enter discounts due to defects, price reductions due to internal activities, special and reservation payments, and equity payments.

 

Building status administration

abakusRE enables updated documentation of the state of construction and allows the filing of photos and comments on each state of construction. Based on configurable settings, this information can also be used to automatically create various inspection lists.

 

Purchase contract management

Integrated purchase contract management provides the possibility to store the purchase contracts for all units sold. Information on the buyer (e.g. name, street, city) can also be stored here. The actual price of the unit is compared with the initially calculated target price. As well as the option of entering reservation payments and assigning them to purchase contracts at a later date, you can also enter details of final financing (if known), instalment plans and price reductions.

Map display with OpenStreetMap

abakusRE lets you display one or more objects on OpenStreetMap maps. The combination of overview map and object information creates a central graphical overview of the location, the construction status and the status of the financed objects.

 

Resubmission

An integrated resubmission function facilitates the creation of resubmissions for individual objects or developers. Depending on the programme settings, resubmissions due can be displayed on the main page.

 

Simplifying correspondence

Using the integrated correspondence function, automated letters can be generated for many processes (e.g. credit reduction). To do this, you can use either an integrated text module management tool (Microsoft Word, Open Office or LibreOffice) or the PDF format.

Covering letter or forms include, among others:

  • Declaration of indemnity according to §3 of the German MaBV
  • Deposit release
  • Approval of cancellation
  • Guarantee orders
  • Guarantees according to §7 of the German MaBV and §632a of the German BGB
  • Credit reduction notice
  • Letter on special loans
  • Creation of general serial letters to all property developers or per object (via MS Word)

Interfaces

Exporting to Excel

All tables can be exported, both to Microsoft Excel and to OpenOffice or LibreOffice Calc.

With the “multi-export” function, export tables can be rapidly and very flexibly defined and transferred directly to Excel or Calc. In this way, data can be further used or prepared for your own evaluations.

Auditing safety

Logging

All important changes to the objects (e.g. credit limit) are logged in an audit-proof manner, stating the time and the user who made the changes. The printouts are numbered consecutively and generated with a signature line, so that a two-way validation is possible.

 

Archiving

An archiving function enables the freezing of the status of objects at a certain time. This means that the status can also be archived on the key date for announced inspection dates, so that all statuses and evaluations for this date can be called up during the inspection.

Besides being able to do this manually at any time, abakusRE also automatically creates an archive at regular intervals (quarterly or monthly).

Kontakt

If you have questions about abakusRE or would like to get a demo version, Kai Horn and his team will be happy to answer your questions.

 

Kai Horn

k.horn(at)highQ.de

 

fon +49 (0)761 70 60 40

mobil: +49 (0) 151 42 88 91 68

abakusRE development team

Get in touch

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0761 - 70 60 40