Real Estate Software Solution Invantive Estate English

2012 R1

Invantive EstateManual

Solutions for Real Estate and Finance

Copyright en Auteursrecht 2004-2012 Invantive Softw are BV Alle rechten voorbehouden. Niets uit deze uitgave mag w orden verveelvoudigd, opgeslagen in een geautomatiseerd gegevensbestand, of openbaar gemaakt, in enige vorm of op enige w ijze, hetzij elektronisch, mechanisch, door fotokopieen, opnamen, of enig andere manier, zonder voorafgaande schriftelijke toestemming van de uitgever. Ondanks alle aan de samenstelling van deze tekst bestede zorg, kan noch de schrijver noch de uitgever aansprakelijkheid aanvaarden voor eventuele schade, die zou kunnen voortvloeien uit enige fout, die in deze uitgave zou kunnen voorkomen. Deze handleiding is een naslagw erk bedoeld om het gebruik te verduidelijken. Indien gegevens in de voorbeeldafbeeldingen overeenkomen met gegevens in uw systeem, dan is de overeenkomst toevallig. Auteurs: Jan van Engelen, Michiel de Brieder, Mathijs Terhaag, Tanja Middelkoop, Guido Leenders, Tatjana Daka.

The JasperReports License, Version 1.0 Copyright (C) 2001-2004 Teodor Danciu([email protected]). All rights reserved. Redistribution and use in source and binary forms, w ith or w ithout modification, are permitted provided that the follow ing conditions are met: 1. Redistributions of source code must retain the above copyrightnotice, this list of conditions and the follow ing disclaimer. 2. Redistributions in binary form must reproduce the above copyrightnotice, this list of conditions and the follow ing disclaimer in the cumentationand/or other materials provided w ith the distribution. 3. The end-user documentation included w ith the redistribution, if any,must include the follow ing acknow ledgment: "This product includes softw are developed by Teodor Danciu (http://jasperreports.sourceforge.net)."Alternately, this acknow ledgment may appear in the softw are itself, if and w herever such third-party acknow ledgments normally appear. 4. The name "JasperReports" must not be used to endorse or promote products derived from this softw are w ithout prior w ritten permission. Forw ritten permission, please contact [email protected]. 5. Products derived from this softw are may not be called "JasperReports",nor may "JasperReports" appear in their name, w ithout prior w rittenpermission of Teodor Danciu. THIS SOFTWARE IS PROVIDED ``AS IS'' AND ANY EXPRESSED OR IMPLIED WARRANTIES,INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITYAND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALLTHE APACHE SOFTWARE FOUNDATION OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED ANDON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

I

Inhoudsopgave1 22.1

Introduction Concepts Web User Interface

1 5 7

Security ...................................................................................................................... 5

33.13.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8 3.1.9 3.1.10 3.1.11 3.1.12 3.1.13 3.1.14 3.1.15 3.1.16 3.1.17 3.1.18

User Interface ...................................................................................................................... 7Start up .......................................................................................................................................................... 7 and Login Request.......................................................................................................................................................... 8 Access Opening.......................................................................................................................................................... 9 screen All other Screens .......................................................................................................................................................... 16 Reports .......................................................................................................................................................... 24 Shortcuts .......................................................................................................................................................... 24 Full Screen Option .......................................................................................................................................................... 25 Zoom In and Zoom Out .......................................................................................................................................................... 25 Roll Dow n and Roll Up .......................................................................................................................................................... 25 To Change Column Width .......................................................................................................................................................... 26 To Move Columns .......................................................................................................................................................... 27 Errors .......................................................................................................................................................... 27 To Link.......................................................................................................................................................... 28 Documents No Access .......................................................................................................................................................... 29 Further.......................................................................................................................................................... 29 Processing of Data in Excel Drill dow n in Adobe PDF .......................................................................................................................................................... 32 Multilinguality .......................................................................................................................................................... 34 Master .......................................................................................................................................................... 35 Detail Screens

3.23.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9

File ...................................................................................................................... 37My Preferences .......................................................................................................................................................... 37 Personal Information .......................................................................................................................................................... 39 User Profile Option Values .......................................................................................................................................................... 40 Document Involvements .......................................................................................................................................................... 41 Documents .......................................................................................................................................................... 41 Call .......................................................................................................................................................... 45 Project .......................................................................................................................................................... 46 Versions Print .......................................................................................................................................................... 46 Log Off.......................................................................................................................................................... 47

3.33.3.1 3.3.2 3.3.3 3.3.4 3.3.5

View ...................................................................................................................... 47Search.......................................................................................................................................................... 47 Grid .......................................................................................................................................................... 49 Data Entry .......................................................................................................................................................... 50 Grid Details .......................................................................................................................................................... 52 Data Entry Details .......................................................................................................................................................... 53

3.43.4.1 3.4.2 3.4.3 3.4.4 3.4.5 3.4.6 3.4.7 3.4.8 3.4.9

Budget Control ...................................................................................................................... 55Workbench .......................................................................................................................................................... 55 Project .......................................................................................................................................................... 59 Statuses Processes .......................................................................................................................................................... 60 Copying Processes .......................................................................................................................................................... 64 Proces .......................................................................................................................................................... 66 involvements Processes (Limited) .......................................................................................................................................................... 66 Skills for Processes .......................................................................................................................................................... 67 Orders .......................................................................................................................................................... 68 Expectations .......................................................................................................................................................... 70

2004-2012 Invantive Software BV

II3.4.10 3.4.11 3.4.12 3.4.13 3.4.14 3.4.15 3.4.16 3.4.17 3.4.18

Invantive Estate User ManualLatest Estimates .......................................................................................................................................................... 71 Deviating Encoding .......................................................................................................................................................... 73 Revenues .......................................................................................................................................................... 73 Contract Budgets .......................................................................................................................................................... 77 Budget.......................................................................................................................................................... 78 Movements Comment Deviation .......................................................................................................................................................... 79 Budget.......................................................................................................................................................... 80 Next Phase Reports .......................................................................................................................................................... 80 Cash Flow s .......................................................................................................................................................... 90

3.53.5.1 3.5.2 3.5.3 3.5.4

Relationships ...................................................................................................................... 96Organizations .......................................................................................................................................................... 96 Organization Involvements .......................................................................................................................................................... 100 Persons .......................................................................................................................................................... 100 Personal Skills .......................................................................................................................................................... 103

3.63.6.1 3.6.2 3.6.3 3.6.4 3.6.5 3.6.6 3.6.7 3.6.8 3.6.9 3.6.10 3.6.11

Management Information ...................................................................................................................... 104Projects Dashboard .......................................................................................................................................................... 106 Copy .......................................................................................................................................................... 107 Projects Dashboard Processes dashboard .......................................................................................................................................................... 107 Financial Project Overview Level 1 .......................................................................................................................................................... 108 Financial Project Overview Level 2 .......................................................................................................................................................... 109 Project Management Document .......................................................................................................................................................... 111 General Financial Project Overview .......................................................................................................................................................... 112 Project Overview Directors .......................................................................................................................................................... 113 Production Overview .......................................................................................................................................................... 114 Cash .......................................................................................................................................................... 115 Flow Projections Overall Cash Flow Projections .......................................................................................................................................................... 115

3.73.7.1 3.7.2 3.7.3 3.7.4 3.7.5 3.7.6 3.7.7 3.7.8 3.7.9 3.7.10 3.7.11 3.7.12 3.7.13 3.7.14 3.7.15 3.7.16 3.7.17

Finance ...................................................................................................................... 116Project Involvements .......................................................................................................................................................... 116 Projects .......................................................................................................................................................... 117 Budgets .......................................................................................................................................................... 121 Copy .......................................................................................................................................................... 122 Projects Delete.......................................................................................................................................................... 124 Projects Contracts .......................................................................................................................................................... 126 Contract Processes Generation .......................................................................................................................................................... 127 Invoices .......................................................................................................................................................... 129 Invoice Lines .......................................................................................................................................................... 133 Locaties .......................................................................................................................................................... 135 Units .......................................................................................................................................................... 136 Concept Invoice Lines .......................................................................................................................................................... 139 Hours.......................................................................................................................................................... 142 Project Allocations .......................................................................................................................................................... 143 Timesheets .......................................................................................................................................................... 145 Invoiced Time .......................................................................................................................................................... 146 Project Allocations Overview .......................................................................................................................................................... 148

3.83.8.1 3.8.2 3.8.3 3.8.4 3.8.5 3.8.6 3.8.7 3.8.8 3.8.9 3.8.10 3.8.11 3.8.12 3.8.13 3.8.14

Administration ...................................................................................................................... 148Messages .......................................................................................................................................................... 148 User Messages .......................................................................................................................................................... 150 Access Requests .......................................................................................................................................................... 151 Background Jobs .......................................................................................................................................................... 152 Submit Background Job .......................................................................................................................................................... 154 Enter .......................................................................................................................................................... 155 Job Parameters ERP Interface .......................................................................................................................................................... 155 Authentication and Authorisation .......................................................................................................................................................... 171 Menu .......................................................................................................................................................... 179 Structure Audit .......................................................................................................................................................... 182 Financial .......................................................................................................................................................... 193 Project Structure .......................................................................................................................................................... 201 CRM .......................................................................................................................................................... 226 Contract Management .......................................................................................................................................................... 232 2004-2012 Invantive Software BV

III3.8.15 3.8.16 3.8.17 3.8.18 3.8.19 3.8.20 3.8.21 Logistics .......................................................................................................................................................... 236 Technical Administration .......................................................................................................................................................... 243 Customizations .......................................................................................................................................................... 263 Application Development .......................................................................................................................................................... 263 System Checks .......................................................................................................................................................... 321 Settings .......................................................................................................................................................... 322 License .......................................................................................................................................................... 329

3.93.9.1 3.9.2 3.9.3 3.9.4 3.9.5

Help ...................................................................................................................... 332Help .......................................................................................................................................................... 332 Invantive Website .......................................................................................................................................................... 332 Invantive Support .......................................................................................................................................................... 332 About.......................................................................................................................................................... 333 System Information .......................................................................................................................................................... 333

3.10 3.11 3.123.12.1 3.12.2 3.12.3 3.12.4 3.12.5 3.12.6 3.12.7 3.12.8 3.12.9 3.12.10 3.12.11

Customize Screens with JavaScript ...................................................................................................................... 334 Edit Screen Template ...................................................................................................................... 336 Building Reports ...................................................................................................................... 336Menu .......................................................................................................................................................... 337 Pre-report and Post-report Trigger .......................................................................................................................................................... 337 Report .......................................................................................................................................................... 339 Subreports .......................................................................................................................................................... 339 Error Message .......................................................................................................................................................... 340 MIME types for Reports .......................................................................................................................................................... 341 Other .......................................................................................................................................................... 342 Report Parameters Pass Report Parameters via URL .......................................................................................................................................................... 342 Multiple Reporting Periods in one Report .......................................................................................................................................................... 344 Watermarked or Preprinted Stationary .......................................................................................................................................................... 345 Custom Formatted Text in a Report Field .......................................................................................................................................................... 345

3.13

Input with Layout ...................................................................................................................... 345

44.14.1.1 4.1.2 4.1.3

Microsoft Outlook Add-In User Interface

346

User Interface ...................................................................................................................... 346Start up and Login .......................................................................................................................................................... 347 MS Outlook Interface .......................................................................................................................................................... 348 Screens .......................................................................................................................................................... 350

4.24.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.2.7

Invantive Estate ...................................................................................................................... 356Contacts .......................................................................................................................................................... 357 Snelle.......................................................................................................................................................... 359 Acties Reports .......................................................................................................................................................... 366 Explorer .......................................................................................................................................................... 367 Query.......................................................................................................................................................... 367 Tool outlook_open_invantive_w ebsite .......................................................................................................................................................... 367 Preferences .......................................................................................................................................................... 367

4.34.3.1 4.3.2 4.3.3 4.3.4 4.3.5

Agenda ...................................................................................................................... 371Agenda Update .......................................................................................................................................................... 371 Overview last action .......................................................................................................................................................... 378 User Activity (pdf) .......................................................................................................................................................... 379 Planning .......................................................................................................................................................... 380 Change Calendar Ow ner .......................................................................................................................................................... 381

4.44.4.1 4.4.2 4.4.3

Settings ...................................................................................................................... 382General .......................................................................................................................................................... 382 Advanced .......................................................................................................................................................... 382 Debug .......................................................................................................................................................... 384

4.5 4.6 4.7 4.84.8.1 4.8.2

Integration Outlook with Microsoft Exchange ...................................................................................................................... Over Outlook Add-in ...................................................................................................................... Integration Outlook with Gmail ...................................................................................................................... Apple Macintosh ......................................................................................................................

384 385 385 392

Method .......................................................................................................................................................... 392 Installation Steps .......................................................................................................................................................... 392


IV 4.94.9.1 4.9.2 4.9.3

Invantive Estate User Manual Screens in OLA ...................................................................................................................... 393Edit screens .......................................................................................................................................................... 393 Detail .......................................................................................................................................................... 395 w indow s List w.......................................................................................................................................................... 398 indow s

55.1 5.2 5.3 5.4

Invantive Query Program

402403 403 407 407

Learn SQL ...................................................................................................................... Functioning ...................................................................................................................... Availability ...................................................................................................................... Installation ......................................................................................................................

66.16.1.1 6.1.2 6.1.3

Invantive Control

409

Description ...................................................................................................................... 409Concept .......................................................................................................................................................... 410 Functioning .......................................................................................................................................................... 411 Scope .......................................................................................................................................................... 412

6.26.2.1 6.2.2 6.2.3 6.2.4

Functionality ...................................................................................................................... 414System Requirements .......................................................................................................................................................... 414 Installation of Excel Add-in .......................................................................................................................................................... 414 User Interface Model User .......................................................................................................................................................... 416 User Interface Model Developer .......................................................................................................................................................... 426

6.36.3.1 6.3.2 6.3.3

Examples ...................................................................................................................... 441Calculation model .......................................................................................................................................................... 441 Working Offline .......................................................................................................................................................... 442 Data management .......................................................................................................................................................... 442

7 88.1 8.28.2.1

Invantive Composition King interface

442 442

Installation KING Interface ...................................................................................................................... 443 To KING ...................................................................................................................... 443Concept Invoices .......................................................................................................................................................... 443

8.3

From KING ...................................................................................................................... 446

9 1010.1 10.2 10.310.3.1 10.3.2 10.3.3 10.3.4 10.3.5

Asterisk VOIP Interface Exact Online Interface

452 454

Installation ...................................................................................................................... 454 Configuration ...................................................................................................................... 459 To Exact Online ...................................................................................................................... 459Concept Invoices .......................................................................................................................................................... 462 Articles .......................................................................................................................................................... 465 Organizations .......................................................................................................................................................... 465 Projects .......................................................................................................................................................... 465 Cost Centers .......................................................................................................................................................... 465

10.410.4.1

From Exact Online ...................................................................................................................... 466Booking rules .......................................................................................................................................................... 466

11 12 1313.1 13.2

Exact Globe 2000 Interface ENIAC Interface Reeleezee Interface

466 466 466

Installation ...................................................................................................................... 467 To Reeleezee ...................................................................................................................... 467 2004-2012 Invantive Software BV

V

14 1515.1 15.2 15.3

Frotcom Interface Unit4 Multivers interface

470 470

Installation ...................................................................................................................... 470 Concept Invoices ...................................................................................................................... 471 Errors ...................................................................................................................... 476

1616.116.1.1

Customised User Interface

476

Information Exchange ...................................................................................................................... 477Example .......................................................................................................................................................... 477

16.216.2.1 16.2.2 16.2.3 16.2.4 16.2.5

Let Users Exchange Data Independently ...................................................................................................................... 481Preparation Database Once Only .......................................................................................................................................................... 481 Preparation Database pro User .......................................................................................................................................................... 482 Preparation on PC .......................................................................................................................................................... 482 Example Connection Microsoft Access .......................................................................................................................................................... 484 Example Start Up Your Ow n Background Job .......................................................................................................................................................... 493

16.316.3.1

Invantive Server Pages ...................................................................................................................... 494New sletter Example .......................................................................................................................................................... 496

1717.1 17.2

Processes

499

Invoicing ...................................................................................................................... 499 New Employee ...................................................................................................................... 500

1818.118.1.1 18.1.2 18.1.3 18.1.4 18.1.5 18.1.6 18.1.7 18.1.8 18.1.9 18.1.10 18.1.11 18.1.12 18.1.13 18.1.14 18.1.15 18.1.16 18.1.17 18.1.18 18.1.19 18.1.20

Server

501

Background Scripts for Administration ...................................................................................................................... 501Compile Invalid Database Objects .......................................................................................................................................................... 501 Check Contract Positions Cache .......................................................................................................................................................... 501 Run ETL Process .......................................................................................................................................................... 501 Dump .......................................................................................................................................................... 502 Projects like XML Generate XML File for Web Services .......................................................................................................................................................... 502 Optimize Storage of Text Index .......................................................................................................................................................... 502 Parse.......................................................................................................................................................... 503 heavy SQL Statements in advance of the actual Call. Send .......................................................................................................................................................... 503 messages for Exceedance Deadline Processes Send .......................................................................................................................................................... 503 Email to Administrator and Supplier w ith Errors Synchronize Additional Business Rules if Necessary .......................................................................................................................................................... 503 Synchronize Additional Business Rules for 1 Specific View .......................................................................................................................................................... 503 Synchronize Text Index of Documents w ith actual Content .......................................................................................................................................................... 503 Validate Soll Numbers w ith Data .......................................................................................................................................................... 503 Process Messages .......................................................................................................................................................... 504 Delete.......................................................................................................................................................... 504 all Data from the ERP Interface Tables Delete.......................................................................................................................................................... 504 all old Background Jobs Remove old Tables from Recycle Bin .......................................................................................................................................................... 504 Collect SQL Statements w hich Are relatively heavy to Parse. .......................................................................................................................................................... 504 Update Calender .......................................................................................................................................................... 504 Update Statistics .......................................................................................................................................................... 504

18.218.2.1

Background Script for Development ...................................................................................................................... 505Update Business Layer .......................................................................................................................................................... 505

18.318.3.1 18.3.2 18.3.3 18.3.4 18.3.5 18.3.6

Background Scripts for Testing ...................................................................................................................... 505Runs .......................................................................................................................................................... 505 10 Seconds Java (w ith Error) .......................................................................................................................................................... 505 Java (w ithout Error) .......................................................................................................................................................... 505 Multiple dependent Processes .......................................................................................................................................................... 505 Oracle PL/SQL (w ith Error) .......................................................................................................................................................... 505 Oracle PL/SQL (w ithout Error) .......................................................................................................................................................... 505

18.418.4.1

Background Scripts Invoicing ...................................................................................................................... 506Approve All Concept Invoice Lines .......................................................................................................................................................... 506


VI18.4.2 18.4.3 18.4.4 18.4.5 18.4.6 18.4.7 18.4.8

Invantive Estate User ManualRemove All Forw arded Concept Invoice Lines .......................................................................................................................................................... 506 Book all hours as cost .......................................................................................................................................................... 506 Invoice Hours .......................................................................................................................................................... 506 Overview non-invoiced hours .......................................................................................................................................................... 506 Prepare Projects for Invoicing of Hours .......................................................................................................................................................... 506 Fixed-Price-Billing Processes, other Processes for Preparing Billing Hours .......................................................................................................................................................... 507 Process all Parts .......................................................................................................................................................... 507

18.518.5.1

Background Scripts Cash Flows ...................................................................................................................... 507Calculate massively Cash Flow s .......................................................................................................................................................... 507

18.618.6.1

Background script Exact Online ...................................................................................................................... 507Extraction Sales Invoices .......................................................................................................................................................... 507

18.718.7.1

Achtergrondscript KING ...................................................................................................................... 509Extraction Sales Orders .......................................................................................................................................................... 509

18.8 18.9

Workflow ...................................................................................................................... 510 Monitoring ...................................................................................................................... 511

1919.1 19.219.2.1 19.2.2 19.2.3 19.2.4 19.2.5 19.2.6 19.2.7

Installation

513

System Requirements ...................................................................................................................... 513 Installation and Upgrade ...................................................................................................................... 513Installation Database Server .......................................................................................................................................................... 514 Installation Tomcat Web Server .......................................................................................................................................................... 558 Installation Database .......................................................................................................................................................... 564 Installation ETL jobs .......................................................................................................................................................... 564 Installation Microsoft IIS Tunneling Web Service .......................................................................................................................................................... 564 Oracle Client Installation .......................................................................................................................................................... 568 Installation Outlook Add-In User Interface .......................................................................................................................................................... 578

19.3 19.419.4.1 19.4.2 19.4.3

Installation Test ...................................................................................................................... 585 Duplicate Environment ...................................................................................................................... 586Duplicate Environment using Instructions .......................................................................................................................................................... 586 Duplicate Environment using an Export Schema .......................................................................................................................................................... 586 Duplicate Environment including complete Database Export .......................................................................................................................................................... 588

19.5

Site.properties ...................................................................................................................... 589

2020.1 20.2 20.3 20.4

Performance

595595 595 595 596

Scalability ...................................................................................................................... Improve Performance ...................................................................................................................... PL/SQL Profiling ...................................................................................................................... SQL Trace of Outlook Add-in ......................................................................................................................

2121.1 21.2 21.3 21.4 21.5 21.621.6.1 21.6.2 21.6.3 21.6.4 21.6.5

Development

597597 598 599 599 601 601

Build ...................................................................................................................... Construct Data Model ...................................................................................................................... Development Environment ...................................................................................................................... Upgrade Charge Code ...................................................................................................................... Translate ...................................................................................................................... Standards ......................................................................................................................

Add Attachments .......................................................................................................................................................... 608 Add Screen .......................................................................................................................................................... 610 Test procedures .......................................................................................................................................................... 610 Documentation .......................................................................................................................................................... 611 Technical FAQ .......................................................................................................................................................... 625

2222.1 22.2 22.3

Invantive Producer

627

Introduction ...................................................................................................................... 627 Structure ...................................................................................................................... 627 Storage Layer ...................................................................................................................... 628 2004-2012 Invantive Software BV

VII 22.4 22.5 22.6 22.722.7.1 22.7.2 22.7.3

Business Layer ...................................................................................................................... User Layer ...................................................................................................................... Historical Storage ...................................................................................................................... Versions ......................................................................................................................

629 633 633 636

Build 50 .......................................................................................................................................................... 636 Build 51 .......................................................................................................................................................... 637 Build 52 .......................................................................................................................................................... 638

2323.1 23.2 23.3

Versions

638

Build 42 ...................................................................................................................... 638 Build 43 ...................................................................................................................... 643 Build 44 ...................................................................................................................... 645

2424.1 24.2 24.3 24.4 24.5 24.6 24.7 24.8 24.9 24.10 24.11 24.12 24.13 24.14 24.15 24.16 24.17

Terminology

647647 647 647 647 647 647 647 648 648 648 648 648 648 648 648 648 648

Budget ...................................................................................................................... Budget Control ...................................................................................................................... Contract ...................................................................................................................... Expos ...................................................................................................................... Invoice based on Purchase Order ...................................................................................................................... Invoice without Purchase Order ...................................................................................................................... User ...................................................................................................................... User Interface ...................................................................................................................... Master Roll Up ...................................................................................................................... Invantive Estate ...................................................................................................................... Cost Type ...................................................................................................................... Supplier ...................................................................................................................... Order ...................................................................................................................... Product Group ...................................................................................................................... Project Phase ...................................................................................................................... Show ...................................................................................................................... Roll Up ......................................................................................................................

2525.1 25.2 25.3

Frequently asked questions

648

How can I partially release a provision? ...................................................................................................................... 648 Handling Sub- and Master Projects ...................................................................................................................... 649 Why the revenue budget always should be substantiated? ...................................................................................................................... 649

26

Contact Information Index

650 651


1

Invantive Estate User Manual

1 Introduction

Welkom bij de Invantive Estate handleiding, Invantive Estate is een projectmanagementoplossing voor projecten in de vastgoedsector. Invantive Software BV is also supplier of the product Invantive Vision. Invantive Vision is een projectmanagementsysteem dat voornamelijk geschikt is voor architectenbureaus, ITbedrijven en dienstverleners in detachering en consultancy. Project development is a risky service. It consists of the development of real estate, in the form of terrains, building or other types of real estate, such as parking areas. Real estate development is an activity that can be performed in several ways: The development of a project is done within an legal entity, specifically established for this purpose. Several parties can work together within this entity on a basis of a contractual agreement. The entity has no other relevant activities or assets except the development of real estate project. Project development which makes use of a specialized legal entity has several benefits for the involved parties as there are clear agreements on cooperation, there's little risk to the interdependence of work on the project with other types of work within the mother companies and finally it forms a safety net for any financial debacle within the project as the negative consequences typically only have a legal impact on the unit itself. The financial risks for investors usually are limited to their input in the new legal entity. Such legal units are often to be recognized by the name which specifically refers to the to be executed project. The development of projects is the core activity of the legal unit. Within this legal unit several projects are executed simultaneously, with each project in its own stage and degree of completion. The financial investment happens for instance by acquiring resources from the capital market, from own resources or from a combination of both. Real estate developers such as ING Real Estate and AM belong to this category. 2004-2012 Invantive Software BV

Introduction

2

The development of projects is not the core activity of the legal entity, but is according to the accounting rules a profit center within the organization. This form is usually seen at large construction companies which also acquire ground and realize projects as part of their business and at their own risk. The risks of real estate management have grown the last decades due to the rising complexity and size. Several times this has lead to large financial disasters. In addition to this, legislators, statutory supervisors and accountants start to apply more pressure in order to control risks more efficiently. This has lead to modified laws, such as IFRS, SOX en Basel II. Gezien de historische problemen met de beheersing van risico's in de vastgoedsector, wordt binnen Basel II zelfs een tweetal specifieke vormen van kredietverstrekkingen aan bedrijven met een afwijkend risicoprofiel benoemd (income-producing real estate en highly volatile commercial real estate). Projects are known for the long period of time (up to twenty years) and the large investments involved. In order to safeguard the budget and to control risks in these difficult processes Invantive Estate has been developed. By making risks, budgetary deficits and insufficient cash flow earlier visible, the process can be steered in an earlier stage. In this way the project developer will try to minimize the budgetary deficits and turn budgetary excesses into a higher quality. Invantive Estate has the following general characteristics: With your financial administrations as a base, Invantive Estate registers the realization from the general ledger per project and cost category. Invantive Estate biedt rapportages voor verschillende managementniveaus waarbij telkens kostensoorten verder verdicht kunnen worden tot grotere groepen. Financile dossiers kunnen voorzien worden van documenten en processen, zodat een integraal projectdossier ontstaat. Invantive Estate has a flexible security model with which you can for instance give project managers read and/or write access to solely their own projects. Onverhoopte incidenten in de informatiebeveiliging kunnen achterhaald worden op basis van een uitgebreide audittrail. Reports are available in Adobe PDF format for optimal layout and distribution, and in Microsoft Excel format for analysis. Historische situaties zijn eenvoudig opnieuw op te vragen via de tijdlijnfunctie. Projects can be closed after which no changes are possible anymore. The typical life cycle of a real estate project contains the following steps. Acquisition of land according to the desired destination. Bepalen van de opbrengsten en kosten van een project in de vorm van een expos of stichtingskostenoverzicht. The expos specifies the budgets per cost category, if necessary detailed per contractual agreement, as shown in the below example:


3


After the expos is approved the project will be started: During the development and realization the financial administration records the actual numbers. De registratie van de projectrealisatie kan plaatsvinden via een geautomatiseerde interface of via handmatige invoer:

In addition, recent estimates, sales orders and sales are registered before they have led to an actual financial result. The next screen shows an example:


Introduction

4

Based on this data, a risk model (standard or organization specific) calculates a forecast as a deviation from the project budget. The deviation makes visible what the project's actual financial status and risks are, in comparison to the expos; exceedings are immediately shown, surpluses can be implemented elsewhere in order to compensate deficits:

In aansluiting op de prognose kan ook een kasstroomprojectie samengesteld worden, die eveneens leidt tot een netto huidige waarde berekening. Extensive reports and possibilities to click on headlines to see details make it possible to analyse unexpected results:


5


During the project, possible administrative profits are registered based on the calculated status and the implemented value base such as IFRS. Finally, after the project results are delivered the project is archived, after which you cannot change anything anymore. In the next chapters the following topics are discussed: User interface 7 : how to control the application All Form and Reports7

.346

The MS Outlook User Interface Your Private User Interface Processes Server501 499 476

.

.

within Invantive Estate.513

. .595 597

The Installation Performance Development Standards Versions Glossary601

. . .

.625

Technical FAQ638

. .648

647

Frequently asked questions practical examples?

: what procedures do you have to follow to rightfully handle

2 ConceptsThis chapter describes some general concepts.

2.1 SecurityInvantive Estate biedt een flexibel model om de toegang tot gegevens te beveiligen. De beveiliging bestaat uit een combinatie van twee beveiligingsmechanismen: Beveiliging van de toegang tot gegevens van projecten (projectbeveiliging). Beveiliging van de toegang tot functies zoals schermen en rapporten (functiebeveiliging). De combinatie betekent dat: Een gebruiker heeft alleen toegang tot gegevens in een functie als hij zowel toegang heeft tot de gegevens van het project als tot de functie. 2004-2012 Invantive Software BV

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Een gebruiker kan gegevens alleen wijzigen (veranderen, toevoegen of verwijderen) in een functie als hij schrijfrechten heeft op het project en bovendien schrijfrechten in de functie. Er is geen beveiligingsmechanisme om de toegang tot gegevens die niet bij projecten horen te beveiligen. De toegang tot de functies bepaalt dan of iemand de gegevens kan zien en/of wijzigen. Door de combinatie is het mogelijk dat een gebruiker in het ene scherm wel de gegevens kan wijzigen, maar in een ander scherm niet. De beveiliging van documenten staat beschreven in

ProjectbeveiligingPer project kan ingesteld worden of iemand alle gegevens van dat project mag: inzien Change Alle gegevens van dat project betekent het project zelf, plus alle onderliggende gegevens zoals factuurregels, opdrachten, opbrengsten en projectautorisaties. De beveiliging kun je op verschillende manieren verzorgen: In het scherm Instellingen 322 kun je aangeven dat iedereen alle projecten mag zien en/of wijzigen. In het scherm Rollen 177 kun je aangeven dat alle gebruikers met een rol alle projecten mogen zien en/of wijzigen. In het scherm Projectautorisaties 175 kun je aangeven per combinatie van project en gebruiker of iemand het project mag zien en/of wijzigen. Bovendien kun je via de profielopties met de tekst '-pae-' in de code ook automatisch rechten laten onderhouden, zodat bijvoorbeeld een controller automatisch inzage en/of wijzigingsrechten krijgt op een project waar hij verantwoordelijk voor is. Merk op: de gebruiker system heeft altijd toegang tot alle projecten.

Function SecurityPer functie kan ingesteld worden of iemand: het scherm mag openen gegevens mag wijzigen in het scherm De functiebeveiliging stelt je in via het scherm Rolautorisaties178

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Merk op: de gebruiker 'system' heeft altijd toegang tot alle projecten.

Beveiliging DocumentenDe beveiliging van documenten is geregeld door de combinatie van projectbeveiliging en functiebeveiliging. Er is een aanvullend beveiligingsmechanisme omdat je documenten van verschillende soorten gegevens zoals Units, Opdrachten en Opbrengsten in de functie Documenten 41 ziet. Om documenten te kunnen openen of te bewerken, dien je bovendien rechten te hebben tot functies zoals 'Toegang tot documenten bij Opdrachten'. Deze functies zorgen er voor dat nog fijnkorreliger rechten op documenten verleend kunnen worden dan op projectniveau.


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3 Web User InterfaceThis chapter describes how the provided web user interface works.

3.1 User InterfaceDit hoofdstuk laat je zien hoe de basisfuncties van de webinterface werken. Here you learn to use the search function, how to navigate through the menu, how to change, add or remove data, how to add or remove documents and how to request data for further processing in Microsoft Excel or Adobe Acrobat PDF.3.1.1 Start up and Login

Perform the following steps to start Invantive Estate: Open the Start menu left under in your screen. Next, you enter the menu of Programs. Click once on Invantive Estate. The program opens in the browser and the login screen below appears. With the country flags on the right of the login screen you can choose the language of your preference. Once you have selected the language of your choice, the text in the login screen and other screens of Invantive Estate appears in the selected language. To be allowed to use Invantive Estate you have to fill in your username and password. After typing your username and password, click on the Login button. Warning! Both username and password are capital sensitive. This means you must pay attention to using the right capital letters in your username and password. Without capital letter at the right places you will not get access to the program. If you do not have an account yet, you can request for entrance by clicking the button Request Entrance. Next, you will arrive in the screen Request Entrance 8 .


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3.1.2 Request Access

This form allows you to request an access code for evaluation purposes if you have not already have one.


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The meaning of the entry fields is:Your Name Email Address Business Country Reason of Request Possible Explanation No Competitor License Agreement Opt-in Your full name The email address w here the access credentials should be sent to. The name of the company you w ork for. The country of residence. The reason w hy you w ish access to Invantive Estate. A free textual explanation for the reason of your request. The confirmation that you w ill use the information received solely for the purposes described. The terms and conditions under w hich access is granted. The confirmation that Invantive may contact you by phone or through other communication channels.

3.1.3 Opening screen

Once you have logged in, the opening screen of Invantive Estate will appear. The opening screen can vary per user. The URL of the opening screen can be set in the submenu My Preferences 37 . 2004-2012 Invantive Software BV

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The content of a screen in Invantive Estate has some fixed components: The title. The filter. The menu. The crumb trail. Actieknoppen, indien relevant voor het scherm. The logo of Invantive Software BV.

Besides of the fixed components, a screen in Invantive Estate contains some components which can be made hidden or visible as desired by the user. These display components are described in section Other Screens 16 . The process of making visible or hiding is described in section View 47 .3.1.3.1 Title

The title of a screen in Invantive Estate consists of: The name of the screen. Information about the applied search filter or about the selection made in the screen. Possible warning if any input data has not been saved yet. The title of a screen is shown in the title bar and in the tab of your browser window in which the screen is opened. Below is an example in case a search filter 16 has been applied. The title Roles (FA) shows the name of the screen Roles and the applied search filter (FA). The applied search filter is 2004-2012 Invantive Software BV

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shown in parentheses.

The next screen shows an example when information is selected in the screen. The title Roles: FA - Administration shows the name of the screen Roles and also the name of the applied search filter FA - Administration. The symbol : is used as separator between the name of the screen and the reference to the selected information.


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Tijdens het invoeren of wijzigen van gegevens komt tijdelijk een * achter de titel van het tabblad venster en in de titel van de browser te staan. This is a warning for not saved information in a form 22 . Next screen shows an example.

3.1.3.2 Filter

A user can have access to some of the projects or even to all projects. In general, however, you work only with a few - or just with one project. The filter helps you to filter data in reports and screens so that you can only see and edit the data of the projects where you have access to. To make it easy to put exactly one project in the filter, a drop box is shown in the right corner of each screen:

Behind the text filter the selected filter is shown. As you can see that the filter of the example is project Plein - Plein revisited. Het geselecteerde filter toont tevens de start-en einddatum van het project. The filter can be changed by using the drop box to select another project. The displayed 2004-2012 Invantive Software BV

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information is updated immediately. Je kunt het filter veranderen in alle schermen waar de dropbox wordt getoond. In the drop box all projects are displayed, the only applied filter is if a project is closed or not. This can be set in the submenu My Preferences 37 . There you will find a more comprehensive version of the setting of the filter. You can open the screen My Preferences 37 by selecting Filter. De filterinstellingen die je maakt in het scherm Mijn Voorkeuren 37 worden verwijderd als je via de kop van de pagina het filter wijzigt. The exception is the filter setting if the project is completed or not. Rechts naast de keuzelijst staat het veld Tijdreizen naar. This field lets you specify the measurement date for which the data in the reports should be shown. If this field is empty, all reports will show the current situation. The right bottom in the filter shows the number of projects whose details appear on the screens and reports. In the above image one project in the filter is selected and it shows 1 Project. In onderstaande afbeelding is geen project in het filter geselecteerd en wordt hier het totale aantal van 22 Projecten weergegeven.

The meaning of the other fields in the filter:Start Date End Date To Merge The start of the reporting date range. All data before this date are not reported. The start date can be set in My Preferences 37 . The end of the reporting date range. All data after this date are not reported. The end date can be set in My Preferences 37 . Indicates if subprojects are merged or not. These settings are copied from My Preferences 37 .

3.1.3.3 Menu

The content of the menu can differ per user. De beschikbare onderdelen zijn afhankelijk van jouw toegangsrechten zoals ingesteld in Rolautorisaties 178 en Gebruikersrollen 176 . De structuur van het menu is afhankelijk van organisatiebrede keuzes zoals ingesteld in Menu's 179 en Menu-items 180 . You can open a window or report by selecting it in the menu or in the submenus. To navigate in the menu you can use your mouse or keyboard. With the shortcut Alt+F2 the menu can be opened with the keyboard. In the menu and submenus you can navigate with the arrow keys. The position in the menu where you are, is underlined. In onderstaande afbeelding is dit het rapport Kasstroomdetails (PDF). With the Enter key, you can select your choice.


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If you want to open a window or report in a separate window, use the right mouse button to access the shortcut menu. Selecteer vervolgens de menuoptie Koppeling openen in een nieuw venster. This functionality is supported from Firefox 2 and Internet Explorer 8. If you use older browser versions you should open a new tab with the shortcut Ctrl + T or open a new window with Ctrl + N and then copy the URL in the address bar of the new tab or window.3.1.3.4 Crumb Trail

Directly below the menu a crumb trail is shown. With the crumb trail you can instantly click back to a previous screen. Deze functionaliteit is vergelijkbaar met het meervoudig selecteren van de terugknop in de browser. Met een kruimelpad kun je echter stappen overslaan en je verliest minder schermruimte dan bij het tonen van de geschiedenis van de browser in een apart deel van het scherm. If you open a window and execute a search query, the applied filter is also shown in the crumb trail. Dit maakt het mogelijk om snel voorgaande schermen te openen met de gewenste filterinstellingen. The filter appears behind the screen name in parentheses. When you open a window, execute a search query and then select a row from the search results, a reference to the selected information will be shown in the crumb trial. This makes it possible to quickly access previous screens that contain the information of your choice. The selected information in the crumb trail is preceded by the symbol :. The picture below shows that the last three screens that were opened were Projects screens. First you can see that the screen Projects was opened. In the crumb trail Projects is shown. Then in the search filter the Project Code Plein was specified. In the 2004-2012 Invantive Software BV

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crumb trail Projects (Plein) is displayed. After this the first row in the search results was selected. In the crumb trail the screen name with a reference to the selected row: Projects: Plein - Plein revisited, is displayed.

The length of the crumb trail depends on the number of web pages visited, but is never longer than ten. The maximum number of positions of a name of a web page in the crumb trail is 60.3.1.3.5 Action Buttons

Action buttons make it easier to navigate within the application. With action buttons relevant screens can be opened without using the menu. For example, with the action buttons in the screen 'Budgets' you can easily navigate to the screens 'Invoice Lines', 'Orders', 'Revenues', etc..

If you select a search result in a screen and after that you click on an action button, then if possible, the same search result will appear in the screen that was opened with the action button. For example, after searching for a cost category 1000 in the screen Budgets, the search filter will automatically be filled with 1000 for cost category in the screen Comment Deviation. 2004-2012 Invantive Software BV

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3.1.3.6 Invantive Logo

Linksboven in ieder scherm is het Invantive Logo opgenomen. Via het Invantive logo kun je navigeren naar de openingspagina van de applicatie.3.1.4 All other Screens

The content of the majority of the screens in Invantive Estate has some variable screen elements, besides of some fixed elements (see Openings screen 9 ). Variable display elements means that the user can turn them on or off as desired (see section View 47 ). With variable screen elements you can search, add, modify and delete information. All screens work the same. This means that the way you perform actions is the same in the screens, although the contents of the screen depends on where you are. Invantive Estate has the following variable screen elements: Search Grid Create or Change Grid Details Data Entry Details The functions of the variable screen elements are discussed in this chapter.3.1.4.1 Search

The search function is available in most screens of Invantive Estate. The screen section where you can search is framed and has the same title as the window opened (in this case Projects). In the lower left part of the frame the Search button is located next to a drop box where you can select the number of rows per page the Results 17 should show. To find information you need to fill in the search filter in the upper part of the frame. The search results will comply with the content of the search filter. To search on project code 103 fill in the field Code the value 103 and click on Search.


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In the list of search results only the project with project code 103 is displayed.

Documents or texts are searched using the SQL operator contains. The SQL operator contains checks whether the searched string is found. The % and _-characters have a special meaning in the search context. The % sign means any string of characters and the _-sign stands for exactly 1 single character. If you do not know part of the word that you want to search on, then fill in the percent sign for the part that you don't know. Every word in which the searched word appears, preceded and followed by text, will be included in the search results. For example Maas%eik provides both Maas aan de eik and Winkel Maaseik. In the same way the _-character has a special meaning when used with searching and it stands for any single character. If for instance you search for _aas, you will find Maas as well as maas. Note that using % and _ is only possible in text fields. They have no special function in fields where you enter an amount or date. Warning! Searching is capital sensitive. MAAS is something else than Maas and will provide different search results.3.1.4.2 Grid

The part of the screen where the search results are shown with the title Search Resultswith behind it in parenthesis the number of rows that comply with the search filter. The right side of the frame shows how many pages the search result contains and which page is currently displayed. Furthermore here are the buttons to navigate within the search results.


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Search results contains columns that you can use to sort Search results. By clicking on a column head, the selection is sorted on the values in the selected column. If you click on the column header once more, the sorting will happen in the reverse order (descending instead of ascending). The results and the search area are automatically hidden when a row under Search results is selected. You can unhide them by clicking on the title Search Results. If the grid contains only one row, this row will automatically be shown in the lower part of the screen where you can edit or delete data. In this way you do not have to search for this row, and then select it to be able to edit or delete the data in this row.3.1.4.3 Create or Change

This section describes the types of data entry fields and how to add, change or delete data. Important tools to be used in this process are Forms 22 .Input Types

This section describes the field types you may encounter when entering or modifying data and what kind of data you can enter in the different field types. As an example let's see Projects.


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Entry FieldsAn example of an entry field is the white box next to Code. In a field like this you can enter a free text. This means you can choose - within certain boundaries - what you fill in. In the example of Code you can enter the project code which is assigned by the administration. When you enter text into a free text field it gets a red border.

Required fieldsThe fields that are marked with a * are required. One such field is the field City;

AmountsAll amounts are in Euros and will be written in the European way. This means that thousands are separated by a period and that the separation of whole and decimal numbers is shown by a comma. For instance: 123.456,78. If you use an American version of other software you have to pay attention to not change the way of writing numbers. The American way of noting numbers is the exact opposite of our way, for example 123,456.78. If you enter a number with a decimal, you need to use the comma key (,). All points are considered thousands separators and are not looked at regardless of the place of the number. An input of 8.5 is therefore treated as 85. The amounts you enter are left aligned. This means these can be found on the left side of the field. If the amounts are already entered, they are automatically right aligned. If you, for example, in the screen section, where you can search, enter a number you will see that the number is left aligned.

PercentagesFurthermore, there are fields where a percentage is requested (such as Estimated Success Percentage). You do not need to enter the percentage sign here.

DatesWhen asked for a date (Example: Expose Date) then you are supposed to enter the date yourself. A date can be entered in multiple ways. Allowed input formats are: ddmm ddmmyy ddmmyyyy dd-mm-yyyy dd/mm/yyyy dd-mm-yy dd.mm.yy dd/mm/yy The significance of the date format is as follows: 2004-2012 Invantive Software BV

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dd indicates a two digit format of the day of the month from 01 to 31. mm indicates a two digit format of the month in the year where 01 stands for January, 02 stands for February .. etc.. yy indicates a two digit notation of the year, for example 09 stands for the year 2009. yyyy indicates a four digit format of the year, for example 2009.

Je kunt ook op het kalendericoontje naast het invulveld klikken:

A calendar appears.

Select the day by clicking on one of the numbers in the calendar. If you select today automatically the current date will be used. The month can be changed by clicking on one of the two inner blue arrows - in the picture below. The arrow to the right means a month forward. The arrow to the left means a month backward.

You can change the year by clicking on the two outer arrows. The arrow to the right means a year forward. The arrow to the left means a year backward. If you want more than only change the day, you have to ensure that you change the day at the end. This is because after changing the day you will come back to the menu.

TimesWhen asked to enter a time, the following input formats can be used: hhmm hmm mm m h:mm h:m u.m h/m


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In this case the abbreviation mm is minutes and not months as in the date format, uu stands for hours.

Date Time FieldsIn date/time fields, first the date is entered and subsequently the time. The distinction between date and time is indicated by a space. The above given input formats show the way the date and time can be entered.

Drop BoxesWith drop boxes only valid cho