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Real Property Administrator > Budgeting and Accounting Glossary > Flashcards

Budgeting and Accounting Glossary Flashcards

1
Q

Abatement

A

Free rent used as an incentive for prospective tenants.

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2
Q

Absolute net lease

A

All cost of owning, maintaining, and operating the building are paid for by the tenant and are usually paid directly to the providers of the services.

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3
Q

Accelerated Cost Recovery Systems (ACRS)

A

Prescribed by Congress between 1981 and 1986, the application of a certain percentage to the cost of an asset, resulting in the annual depreciation amount.

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4
Q

Account

A

An individual record of information and transactions related to each asset or liability and to each aspect of owner’s equity.

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5
Q

Accounting

A

The system of summarizing, interpreting, and communicating financial data.

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6
Q

Accounting Concepts

A

The global assumptions regarding the framework in which the entity operates.

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7
Q

Account Controls

A

Efforts to safeguard assets, assure accurate and reliable accounting data, promote operational efficiency, and adhere to prescribed management policies. Also called internal controls.

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8
Q

Accounting Cycles

A

Similar economic events converted into related types of transactions and processed through the system in similar ways.

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9
Q

Accounting Equation

A

The formula that states that assets equal liabilities plus owner’s equity.
Assets = Liabilities + Equity

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10
Q

Accounts Payable

A

Debts owed to other businesses and recorded as liabilities on the balance sheet.

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11
Q

Accounts Receivable

A

Monies earned, but not yet received, which are recorded as assets on the balance sheet.

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12
Q

Accrual Basis Accounting

A

A system that adjusts cash activity for current period activity that did not occur in cash for both revenue and expenditures.

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13
Q

Acid-Test Ratio

A

The ratio of quick assets to current liabilities. Also called quick ratio.

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14
Q

Ad Valorem

A

Taxes levied based on property value.

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15
Q

Additional Rent

A

Expense escalations and common area operating expense charges.

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16
Q

Amortization

A

The systematic allocation of the cost of an intangible asset from the balance sheet to an expense account on the cash basis income statement.

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17
Q

Anniversary Index

A

The value of a dollar of rent adjusted for inflation using the Consumer Price Index on each annual lease anniversary date.

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18
Q

Asset

A

Anything of value that is owned.

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19
Q

Audit

A

A formal review of an organization’s financial records.

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20
Q

Audit Opinion

A

A written statement concerning a company’s financial records. A qualified opinion specifies any reservations the auditor may have. An unqualified opinion indicates that the auditor has no such reservations, that the financial statements present fairly, in all material respects, the financial position of the company and the results of its operations.

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21
Q

Audit Trail

A

A record of every financial transaction associated with each property.

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22
Q

Average

A

The sum of numbers divided by the number of items.

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23
Q

Balance Sheet

A

A statement of the financial position of a business entity at a particular point in time, reflecting the accounting equation.

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24
Q

Bank Reconciliation

A

A comparison of cash receipts and disbursements by reconciling the ending cash balance to the bank records.

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25
Q

Base Amount

A

See expense stop.

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26
Q

Base income

A

Earnings received from the monthly recurring charges as stated in the lease.

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27
Q

Base Index

A

The value of a dollar of rent adjusted for inflation using the Consumer Price Index during the month of the lease commencement.

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28
Q

Base Rent

A

The monthly recurring charges as stated in the lease.

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29
Q

Base Year

A

A term used to calculate a base of operating expenses over which a tenant is expected to pay its proportionate share. Usually, the base year is the calendar year in which the lease is signed.

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30
Q

Bookkeeping

A

The process of recording and classifying transactions.

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31
Q

Budget

A

A plan or itemized summary for anticipated expenditures and revenues for a given time period.

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32
Q

Budget Variance

A

When actual income or expenses vary from the budgeted amount. A favorable variance indicates that income exceeds the budget, while a negative variance indicates that expenses exceeded budget.

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33
Q

Budgeting

A

The process of planning for the coordination of resources and expenditures.

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34
Q

Budgeting Capital

A

A means of setting aside reserves for major expenditures.

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35
Q

Cap

A

A limit on the amount of increase in any one year, usually expressed as a percentage.

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36
Q

Capital Assets

A

Major expenditures, such as property, plant, or equipment.

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37
Q

Capital Budgeting

A

The process of deciding whether or not to commit resources to a particular project based on the expectation of some future benefit.

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38
Q

Capital Improvement

A

An increase in the value of the owners’ assets accomplished by either increasing income or reducing expenses.

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39
Q

Capitalization

A

Transferring items purchased for use over an extended period of time from the cash basis income statement and recording them as assets on the balance sheet.

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40
Q

Capitalization Rate (CAP Rate)

A

Rate of return from a given property, which is determined by dividing the net operating income by its value or the amount of the initial investment.

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41
Q

Cash Book

A

Listing of all expenditures and receipts for each business day and the resulting effect on the bank balance.

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42
Q

Cash Controls

A

Procedures to ensure that cash is properly handled and to combat human error.

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43
Q

Cash Disbursement

A

Report listing cash activity paid out on a monthly basis.

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44
Q

Cash Expenditures Report

A

Summary of all cash items disbursed, matched with the corresponding chart of accounts code.

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45
Q

Cash Flow Statement

A

Report that describes the changes in cash from one period to the next.

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46
Q

Cash Journal

A

Listing of all expenditures and receipts for each business day and the resulting effect on the bank abalance.

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47
Q

Cash Method

A

Income and expenses are recorded only when they are received or paid out.

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48
Q

Cash Receipts

A

Report listing cash activity received on a daily or monthly basis.

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49
Q

Cash Receipts by Category

A

Summary of all cash items received, matched with corresponding chart of accounts code.

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50
Q

Cash Receipts Journal

A

Listing of revenues charged and received that are recorded on a daily basis.

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51
Q

Ceiling

A

Limit on the amount of increase in any one year usually expressed as a percentage. Also called a cap.

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52
Q

Charging Out

A

Method used to transfer inventory from the balance sheet to the cash basis income statement.

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53
Q

Chart of Accounts

A

Detailed listing of the accounts to which income and expenses are assigned.

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54
Q

Check Disbursement

A

Daily journal listing all expenditures.

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55
Q

Check Register

A

Detailed summary of all cash receipts and disbursements.

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56
Q

Commencement Letter

A

Document signed by a tenant and landlord specifying the exact date of the lease commencement and expiration.

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57
Q

Common Area Maintenance (CAM) Charges

A

Expenses incurred to maintain the sidewalks, parking lot, landscaping, and other common areas of the retail center or industrial park.

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58
Q

Common-size Comparative Statement

A

Statement assigning net sales a 100% value and then expressing each income statement item as a percentage of net sales.

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59
Q

Comparison Year

A

All Years subsequent to the base year of a lease.

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60
Q

Compounding

A

Calculation of interest on a principal amount, plus interest on the interest accrued during a previous period.

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61
Q

Consumer Price Index (CPI)

A

A government statistic used to measure inflation.

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62
Q

CPI Increase

A

An increase due to inflation that is effective on the anniversary date of the lease.

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63
Q

Contract

A

Legally enforceable document between two parties.

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64
Q

Cost Accounting

A

Process of classifying or segregating the costs of operations into logically similar or homogenous groups.

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65
Q

Covenant of Quiet Enjoyment

A

The tenant at all times during the lease term is granted peaceful and quiet possession of the premises without any encumbrance or hindrance by, from, or through the landlord.

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66
Q

Current Ratio

A

Relationship of a company’s current assets to its current liabilities.

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67
Q

Cutoff Date

A

Date marking the end of monthly activity.

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68
Q

Daily Journal

A

Book or listing of all expenditures and receipts posted on a daily basis.

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69
Q

Days’ Sales Uncollected

A

Calculation of the speed with which a company collects its accounts.

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70
Q

Debt Service

A

Principal and interest paid on a mortgage, bank financing, or other debt. Ground lease payments and amounts received from tenants for deposits are also shown under debt service.

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71
Q

Debt Service Ratio

A

The number of times that debt service can be paid from income.

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72
Q

Deed of Trust

A

Agreement between the loan issuer and holder covering assets.

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73
Q

Delinquency report

A

Monthly summary of overdue payments, amounts, actions taken to collect, and other information.

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74
Q

Depreciateion

A

Transferring the cost of long-term assets to the cash basis income statement over an estimated useful life.

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75
Q

Discounting

A

Dividing the future value by the sum an interest compunded each year.

76
Q

Double-net (net-net) Lease

A

Type of lease in which tenants are required to pay separately for insurance and property taxes. Rental payments cover debt service, profit, and repairs.

77
Q

Earning Power

A

Ability of a company to generate income.

78
Q

Earnings per Share

A

Data used to evaluate the past performance of a business, project its future earnings, and weigh investment opportunities.

79
Q

Employee Payroll

A

Process of accumulating employee data, such as claimed exemptions, wage rates, and benefits selections, then applying this information to the ongoing hourly information and generating paychecks on a periodic basis depending on pay period frequency.

80
Q

Escalatable Costs

A

Expenses identified from the total operating costs that can increase.

81
Q

Escalatable Expense

A

Any expense defined in the lease that is a part of the expenses subject to recovery by the landlord if the group of expenses increases over the amount defined as the base year or base level.

82
Q

Excess of the Present Value

A

Equals the present value less the initial investment.

83
Q

Expenditure Cycle

A

Those functions that acquire property, goods and services, and labor; pay for them; and classify, summarize, and report what is acquired and what is paid.

84
Q

Expense Stop

A

Set amount established of operating expenses paid by the landlord. Any additional operating expenses are paid by the tenant. Also called a base amount.

85
Q

Experience Exchange Report (EER)

A

A report from national surveys by BOMA International, Compiling per-square-foot operating information from all property owners.

86
Q

Finance

A

Management of assets, usually money.

87
Q

Financial Analysis

A

The process of evaluating businesses, projects, budgets, and other finance related entities to compare against those of other companies or against the company’s own historical performance. It often assesses profitability, solvency, liquidity, and stability.

88
Q

Financial Ratios

A

Demonstrate the relationship between certain items on the income statement and the balance sheet.

89
Q

Financial Statements

A

Set of reports that consists of an income statement, a balance sheet, and a statement of cash flows.

90
Q

First-In-First-Out (FIFO) method

A

Method in which the oldest inventory items are recorded as sold first. But this does not necessarily mean that the exact oldest physical object has been tracked and sold. The cost associated with the inventory that was purchased first is the cost expensed first. With FIFO, the cost of inventory reported on the balance sheet represents the cost of the inventory most recently purchased.

91
Q

Fixed Cost

A

Operating expense that can be controlled.

92
Q

Fundamental Accounting Equation

A

The basic accounting formula that forms the logical basis for double entry accounting. The formula is: assets = liabilities + owner’s equity. The formula must balance at all times.

93
Q

General Journal

A

Sheet or book where all transaction are recorded in chronological order.

94
Q

General Ledger

A

Collective record of all the active accounts of the entire business in numerical order.

95
Q

Generally Accepted Accounting Principles (GAAP)

A

The conventions and reporting mechanisms that the accounting profession uses to obtain uniform procedures and reports.

96
Q

Gross Lease

A

Contract requiring the tenant to pay only base rent, without any additional rent or operating systems.

97
Q

Ground Lease

A

Lease in which a tenant leases a parcel of vacant land and pays for all improvements made on the site.

98
Q

Holding File

A

Computer file for all unpaid invoices.

99
Q

Holdover Rent

A

An amount stated as multiple of the current rental rate. It is charged if the tenant continues to occupy space after the lease term ends.

100
Q

Hybrid Accounting

A

Modified accrual accounting.

101
Q

Income Statement

A

Statement prepared on an accrual basis, reporting net income or net loss from revenues earned and expenses incurred.

102
Q

Internal Controls

A

See Accounting Controls

103
Q

Internal Rate of Return (IRR)

A

Percentage rate that equates the present value of the future benefits to the present value of the capital outlays by ownership. The IRR is a measure of investment performance frequently used for acquisition purposes.

104
Q

Inventory

A

Recording supplies purchased in bulk for use in future periods as assets on the balance sheet.

105
Q

Inventory Turnover

A

The number of times average inventory is sold during an accounting period.

106
Q

Job Order Costing

A

Information detailing numerous types of costs that can be incurred during the completion of a project and idenityfing possible problem areas.

107
Q

Journal

A

Book where all transactions are ented in chronological order.

108
Q

Journal Entry

A

Transfer of a cash transaction between the cash basis income statement and the balance sheet.

109
Q

Journalize

A

Process of original entry of an individual debit or credit into the accounting system.

110
Q

Kick-Out Clause

A

Lease clause that allows the landlord to terminate the lease when the tenant does not achieve the agreed-upon sales level after a designated period of time.

111
Q

Last-In-Last-Out (LIFO) Method

A

Method in which the most recently produced items are recorded as sold first.

112
Q

Lease

A

Written agreement between the tenant and the owner of a building for the use of space in that building for a period of time.

113
Q

Lease Abstract

A

Form that reminds the reader of important clauses to review and flows well with the lease document.

114
Q

Lease Expiration Report

A

List of each tenants lease in the order of tis expiration date, with the most current expirations first.

115
Q

Lease-Up

A

Projecting Future leasing activity.

116
Q

Leasing Commission

A

Amount an owner will pay to a broker to lease the space.

117
Q

Letter of Credit

A

Check from the tenant’s bank, with expiration dates, that you hold rather than cash until it is determined that a claim will be filed on the tenant’s security.

118
Q

Leverage Ratio

A

Ratio calculated by dividing the liabilities for which the fixed assets are pledged by the long-term assets’ book value.

119
Q

Levy Rates

A

Taxes set by local governments.

120
Q

Liability

A

Refers to a debt owed.

121
Q

Liquidity

A

Ability of a company to meet its current obligations.

122
Q

Loan Amortization

A

Repayment of a loan structed on a monthly bass, with part of the monthly payment applied to the interest and part applied to the principal.

123
Q

Management Agreement

A

Document that outlines the scope of the work required to manage the property, the compensation, and the reporting requirements.

124
Q

Matching

A

Recording expense incurred in earning revenues regardless of whether cash has been disbursed in their payments.

125
Q

Median

A

Midpoint of data.

126
Q

Mid-Range

A

Middle 50% of the data.

127
Q

Mill Rates

A

See levy Rates.

128
Q

Modified Accelerated Cost Recovery System ( MACRS)

A

Increase of the useful life of commercial nonresidential real property to 39 years, as effected by Congress in 1987

129
Q

Modified Accrual Accounting

A

System in which some revenue and expense categories are declared on a cash basis and some are declared on an accrual basis. Also called hybrid accounting.

130
Q

Modified Gross Lease (semigross)

A

Contract requiring the tenant to pay for building operating expenses over a preestablished amount. Generally, the lessor pays for common area maintenance charges up to a fixed amount.

131
Q

Mortgage

A

Lien securing a note payable using real assets as collateral.

132
Q

Net Lease

A

Type of lease that requires tenants to pay debt service, profit, repairs, and insurance to the lessor. Tenant must pay property taxes separately.

133
Q

Net Present Value (NPV)

A

Difference between the present value of capital outlays and the present value of all future cash flow benefits. If positive, the NPV reflects a return on capital; if negative, not all capital has been returned. It is expressed as a dollar amount.

134
Q

Nonoperating Costs

A

Expense items that are generally unrelated to the management, maintenance, and repair of the building.

135
Q

Occupancy Audit

A

Method of allocating he latest increases in expense items, such as cleaning costs, to the most recent new tenant based on square feet occupied.

136
Q

Operating Expense

A

Cost or expense incurred in operating and maintaining a building. Operating expenses include fixed and variable expense.

137
Q

Operating Expense Clause

A

Lease clause that allows operating expenses, typically above a specified threshold, to be passed on to tenants on a prorated or agreed-upon basis.

138
Q

Operating Expense Escalation

A

Reimbursement of increases in the owner’s cost of operating the property over the lease base year.

139
Q

Option to Renew

A

Lease clause that gives the tenant the choice to extend his or her current lease for a specified period of time.

140
Q

Owner’s Equity

A

Owners contributions either as an initial investment or as subsequent cash infusions.

141
Q

Pass-Through

A

Agreement between the tenant and the owner concerning a method of increasing rent in addition to the CIP increase.

142
Q

Payback Period

A

Time required for the money saved and/or the income generated by a project or product to equal its initial investment cost; determined as part of a life-cycle cost analysis.

143
Q

Percentage Rent

A

Lease clause that allows the owner to recover additional advertising expenses by receiving a percentage in the success of the retail tenants.

144
Q

Petty Cash

A

Limited amount of currency and coin on hand to pay for COD-type purchases.

145
Q

Prepaid Expenses

A

Expenses paid in one lump sum that apply to future periods up to one year.

146
Q

Present value

A

COmparison of the anticipated cash flow from an investment to the initial investment.

147
Q

Pro Forma

A

Projection of operating expenses over an anticipated holding period.

148
Q

Pro Rata Share

A

Portion of the escalatable cost pool the tenant pays when not occupying 100% of the building.

149
Q

Processing

A

Actual execution of a series of tasks by which transactions are recognized, authorized, classified, recorded, summarized, and reported.

150
Q

Productivity Rate

A

Comparison of hourly rates, determined by dividing price by hours.

151
Q

Profit and Loss Statement (P&L statement)

A

Income statement providing an accurate accumulation of profit or loss via accrual adjustments.

152
Q

Purchase Order

A

Legally binding document requesting specific goods or services.

153
Q

Quick Ratio

A

See acid-test ratio

154
Q

Real Estate Investment Trust (REIT)

A

Business entity that sells stock and invests proceeds in real estate as its primary business.

155
Q

Reminder Notice

A

Courtesy source document for those tenants not using some type of automated payment software program.

156
Q

Rent Roll

A

Quick reference of the entire property that contains information about each tenant.

157
Q

Rent Roll Change Instructions

A

Form that includes basic rent roll categories as well as columns for current and new information.

158
Q

Rent Steps

A

Scheduled increases in a tenant’s lease.

159
Q

Request for Proposal (REP)

A

Document outlining the specific and detailed requirements of the contract. An RFP is used in the beginning of the contract negotiations.

160
Q

Responsibility Reporting

A

Preparation of a portion of the budget, along with explanations for any budget variances, by the individual who is responsible for the items in that portion of the budget.

161
Q

Return on Equity ( ROE)

A

Rate of return on the common stockholders equity.

162
Q

Return on Fixed Assets

A

Income before debt service divided by average fixed assets.

163
Q

Return on Investment

A

Total profit divided by the total amount originally invested to gain a profit. This method gauges performance of an investment based on total money invested, including both direct capital contributions and borrowed funds.

164
Q

Revenue Cycle

A

Functions required to exchange products or services with customers for cash.

165
Q

Semi-Variable Cost

A

Operating expense that displays both fixed and variable components.

166
Q

Single-net Lease

A

Lease in which the tenant pays for all items included in a double-net lease except taxes. The lessor is exposed to greater financial risk if operating costs increase during the lease term.

167
Q

Slippage

A

Difference between recoverable operating expenses and the actual operating costs.

168
Q

Solvency

A

Ability of a company to meet its long-term obligations.

169
Q

Stepped Rent

A

Lower-than-average first year rental rate that gradually increases through out a lease term.

170
Q

Sublease

A

The lessee agrees to lease his or her space to a third party.

171
Q

Submeter (submetering)

A

System that allows landlords with buildings that have a single meter to measure and bill tenants for their actual utility usage in the space they lease.

172
Q

Sundry Billings

A

Misc charges

173
Q

T-account

A

Skeleton version of the standard account form.

174
Q

Tenant File

A

Information about each tenant, including a copy of the lease, a lease summary, and escalation clauses.

175
Q

Tenant profile

A

Printout of the data from the lease abstract after it has been entered.

176
Q

Tenant Roster

A

Alphabetical or numerical listing of the current tenants in the building.

177
Q

Tickler System

A

Method used to remind the user of key dates and deadlines.

178
Q

Time Value of Money

A

Notion that a rate of return should be expected from capital invested over a period of time.

179
Q

Transaction

A

Financial event that is recognized within a financial statement or report.

180
Q

Trial Balance

A

Listing of the balances of all accounts in the ledger, as of a specific date, to check the equality of debits and credits.

181
Q

Triple-Net Lease (net-net-net)

A

Lease that requires tenants to pay separately for their share of all building operating expenses. Rental payments to the lessor only include debt service and basic profit.

182
Q

Unamortized Asset

A

Remaining balance of a premium payment.

183
Q

Uniform Commercial Code (UCC)

A

Uniform law governing commercial transactions that has been adopted in its entirety by all states except Louisiana. The UCC regulates sales of goods, secured transactions, investment securities, and a variety of documents used in commercial transactions.

184
Q

Vacancy Report

A

Summary of a property’s vacancies. It includes the number and types of vacancies, all relevant dates, and other details about the space. It also includes the total dollar amount of vacancy loss and any steps, such as advertising and concessions, taken to rent the space.

185
Q

Variable cost

A

Operating expense that cannot be controlled, it fluctuates.

186
Q

Working Capital

A

The excess of a company’s current assets over its current liabilities.

187
Q

Zero Base Budgeting

A

Practice in budgeting where history has limited, if any, bearing on the decision to budget in future years. All costs are assumed to be zero, and each must be proven to be necessary in order to be added to the budget.

Real Property Administrator (8 decks)

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