The new Property tab brings together three closely connected areas: a consolidated overview of properties, the management of acquisition costs, and accruals and projections for property-related income and expenses. This means that all relevant information is available in the same environment as the underlying fund, portfolio and position data.

“By expanding our Alternative Investments module, we are bringing together all relevant information for directly held properties in one central workspace,” explains Zoran Sucic, Senior Business Analyst at Profidata. “This creates transparency from individual cost and income models through to the consolidated fund overview, while reducing repetitive manual work.”

All the benefits at a glance

Property-specific information in one place: Property master and valuation data, acquisition costs, and income and expense projections are brought together in a single dedicated workspace.

Less repetitive manual work: Relevant calculation parameters only need to be entered once and can then be used for the periodic processing of depreciation and projections.

Accrual-based accounting: Expected income and expenses can be allocated to the relevant accounting periods, regardless of when the actual payment is made.

Greater transparency for each property: Users have a clear overview of historical acquisition costs, accumulated depreciation, remaining balances, and both recognised and projected income and expenses.

Flexible reporting options: Property portfolios can be analysed by fund, portfolio, property, country and valuation date, as well as over a freely definable analysis period.

Transparent and traceable processing: Historical configurations and processing logs provide a clear audit trail for property-specific transactions.

Greater efficiency in managing directly held properties: With the new real estate functionality, Profidata is further expanding XENTIS capabilities for property funds. Users benefit from a clearly structured workspace for configuring, processing and analysing property-specific data and transactions.

A closer look at the three areas within the new Property tab shows how these capabilities work together in practice.

A closer look at the module

Manage acquisition costs transparently

Capitalised acquisition costs can be managed in XENTIS as individual items linked to the relevant property. The new interface captures the information required for depreciation, including the start date, end date and calculation method. Based on these parameters, periodic processing calculates straight-line depreciation, takes the remaining balance into account and updates the relevant item accordingly.

This provides a clear distinction between historical acquisition costs, amounts already depreciated and the remaining net book value. Acquisition costs added retrospectively can also be incorporated into the remaining depreciation period. Periodic amounts are calculated on a pro rata basis, limited to the remaining balance, while built-in controls prevent the same item and period from being processed more than once.

Accruing income and expenses to the appropriate periods

Recurring income and expenses, such as rental income, caretaker costs, fees or valuation costs, do not always coincide with the periods to which they economically relate. For accurate valuations, these amounts therefore need to be allocated to the appropriate accounting periods.

The Property module allows users to define models at fund, portfolio or property level. These can include parameters such as the type of income or expense – for example, rental income, facility management fees or professional fees – as well as frequency, term, calculation method, currency and amount. If required, a model can be assigned directly to a specific property or defined more broadly at portfolio level.

Once activated, the model is available for periodic processing. XENTIS takes the valuation frequency into account and calculates the relevant accruals and deferrals on a pro rata basis according to the defined term and calculation rules. This ensures that items such as tenancy agreements commencing during the financial year, income received in advance or invoices received at a later date are reflected in the appropriate valuation period.

An overview of properties at fund and portfolio level

The new Property overview brings all relevant information together in one place. It combines data from acquisition costs and income and expense models with relevant master and valuation data, providing a consolidated view of the properties held within a fund or portfolio. Each property is displayed on a separate row together with the corresponding values.

Users can select a valuation date and define an individual analysis period. This makes it possible to distinguish between values as at a specific date and amounts that have already been recognised or are still expected within the selected period. By default, the suggested analysis period is based on the financial year corresponding to the selected valuation date, although quarterly, half-yearly and custom periods can also be defined.

Depending on the available configuration and underlying business relationships, the overview can include:

• property master and valuation data
• recognised and projected income
• recognised and projected expenses
• historical acquisition costs and remaining depreciation amounts
• actual payments and variances from projections
• consolidated figures in transaction and reference currencies

The overview therefore provides a central starting point for analysing property-specific data across a fund or portfolio. With the new real estate functionality, XENTIS goes beyond traditional asset management by bringing the operational and financial aspects of directly held properties together in one place – from individual depreciation items through to a consolidated fund view. For organisations currently managing property portfolios across multiple systems and manual processes, the new functionality can significantly reduce complexity and improve efficiency.