Recovery Templates define how SIRE processes recoverable expenses, reconciliations, gross-up calculations, administration fees, and related escalation settings.
After a template is saved, it can be assigned under Lease Recurring Charges > Recovery Settings to pre-fill the recovery configuration and avoid entering the same information manually each time.
Accessing Recovery Templates
To open Recovery Templates:
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Go to Setup.
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Open Templates.
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Select Recovery Templates.
Select Create to create a new Recovery Template.
Recovery Template Information
Template Name
Enter a unique name for the template.
The name is required and can contain up to 100 characters.
Accounting Method
Select the accounting method used by the template:
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Cash
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Accrual
The selected method should match the accounting configuration used in Intacct.
Process Recovery Every
Enter the number of months between recovery calculations.
Pro-Rata Share Decimals
Enter the number of decimal places used when calculating tenant pro-rata shares.
The current SIRE form allows a maximum of four decimal places.
Reconciliation Controls
Use Reconciliation Controls to configure how SIRE reconciles recoverable expenses.
Enable Reconcile Charges to activate reconciliation for the template.
When Reconcile Charges is enabled, complete:
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Reconciliation Calculation Method
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Adjustment Item ID
The Adjustment Item ID is selected from the available Intacct Order Entry items.
Reconciliation Calculation Method
The selected calculation method determines which additional fields are displayed.
For RE/Reconcile Base Year, complete:
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Base Year
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Base Amount
For RE/Reconcile Stop, complete:
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Stop Method
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Stop Amount
If the Stop Method is Dollars per SF, also select the Stop SF Type.
Multiplier
Enter a multiplier when the recovery calculation should be adjusted by a specific factor.
Item Cap
Enter an item cap to limit the total tenant share calculated for the template.
Allocation Values
For applicable reconciliation methods, provide either:
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Unit Sq. Ft. and Property Sq. Ft., or
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Manual Percentage
These values determine how each expense category’s pro-rata share is calculated.
Gross Up Settings
Use Gross Up Settings when variable expenses should be grossed up based on occupancy.
Target Occupancy Rate
Enter the occupancy percentage used as the gross-up target.
Variable expense categories are grossed up when actual occupancy is below this value.
Actual Occupancy Rate Override
Enter a percentage to use instead of the system-calculated actual occupancy rate for the reconciliation period.
This field is optional.
Expense Categories
Expense Categories identify the expenses included in the recovery calculation.
Select Add New to add a category.
The template can contain up to 100 expense categories.
Expense Category
Enter the expense category name.
This field is required.
Expense Type
Select whether the expense is Variable or Fixed.
This field is required and affects how the expense is treated during recovery calculations.
Subject To Admin Fee
Enable this option when the expense category should be included in administration-fee calculations.
If at least one expense category is subject to an administration fee, SIRE enables the administration-fee calculation section.
Unit Sq. Ft. And Property Sq. Ft.
Select the square footage types used to calculate the category’s pro-rata share.
These fields are used when the recovery configuration calculates the share based on unit and property square footage.
The available values come from the company’s configured square footage types.
Manual Percentage
Enter a manual percentage when the category should use a fixed allocation instead of unit and property square footage.
Manual Percentage cannot be used together with Unit Sq. Ft. and Property Sq. Ft. for the same category.
Caps
Use the cap controls for a category when the recovery amount must be limited according to a configured cap.
The available cap fields depend on the selected cap configuration.
GL Accounts
Select the General Ledger accounts associated with the expense category.
At least one GL Account is required for each category.
Actual Expense
Enter an actual expense amount when a specific amount should be used for the category.
This field is optional.
Administration Fee
Enable Charge Administration Fee when the template should calculate administration fees.
When enabled, complete:
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Admin Fee Calculation Method
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Adjustment Item ID
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Admin Fee Percentage
The Adjustment Item ID is selected from the available Intacct Order Entry items.
Admin Fee Cap
Enter an Admin Fee Cap when the calculated administration fee must be limited.
SIRE compares the calculated administration-fee tenant share with the cap and uses the lower amount to calculate the administration-fee charge.
Escalation
Use the Escalation section when the recovery template includes escalation settings.
Escalation settings determine how recovery amounts are increased and how the increase is applied when processing recoveries.
Basis
The Basis identifies the source used for the escalation calculation.
The only available value is Budget.
Percent Increase
Enter the percentage by which the recovery amount should increase.
This value is used with the configured escalation basis.
Basis Calculation Method
The Basis Calculation Method defines how SIRE determines the amount used as the starting point for the escalation.
The only available value is Budget.
Calculation Method
The Calculation Method defines how SIRE applies the escalation to the recovery amount.
The only available value is Escalation Charge.
Rounding Method
Select how SIRE rounds the escalated amount.
Available options include:
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No Rounding
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Nearest Dollar
Retroactive Method
Select how SIRE handles escalation amounts that should have been applied to an earlier period.
Available options include:
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Create a charge
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No retroactive
Use Create a charge when the difference should be recorded as an additional charge. Use No retroactive when earlier periods should not be adjusted.
Saving The Template
After completing the required fields:
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Review the recovery settings and expense categories.
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Confirm that each expense category has at least one GL Account.
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Confirm that any enabled reconciliation or administration-fee options have their required fields completed.
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Select Save.
The Recovery Template is then available for use in the applicable recovery workflows.
Assigning A Recovery Template
Recovery Templates can be assigned under Lease Recurring Charges > Recovery Settings.
When a template is selected, SIRE pre-fills the recovery configuration with the template’s settings. This helps avoid entering the same recovery information manually each time a recurring charge is configured.
Editing, Viewing, Duplicating, And Deleting Templates
From the Recovery Templates list, use the action menu for a template to:
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Edit the template and update its settings.
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View the template in read-only mode.
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Duplicate the template and create a copy with a new name.
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Delete the template.
Users with viewing access can view templates but cannot modify them.
Frequently Asked Questions
Where Do I Access Recovery Templates?
Go to Setup > Templates > Recovery Templates.
What Is Required To Save A Recovery Template?
A Template Name is required. Each expense category also requires an Expense Category, Expense Type, and at least one GL Account.
When Are Reconciliation Fields Required?
Reconciliation fields become required when Reconcile Charges is enabled. Additional fields appear depending on the selected Reconciliation Calculation Method.
Can I Use Manual Percentage And Square Footage Values Together?
No. For the same expense category, use either Manual Percentage or the Unit Sq. Ft. and Property Sq. Ft. values.
When Are Administration-Fee Fields Required?
They are required when Charge Administration Fee is enabled.
What Does The Retroactive Method Control?
It determines whether SIRE creates an additional charge for an escalation that should have applied to an earlier period.
Can I Assign A Recovery Template To A Recurring Charge?
Yes. Assign it under Lease Recurring Charges > Recovery Settings to pre-fill the recovery configuration.
Can Viewers Edit Recovery Templates?
No. Viewers can open templates in read-only mode. Creating, editing, duplicating, and deleting require the appropriate setup permissions.
Additional Help
For additional background, you can watch this Recovery Templates video.
The video was recorded using an earlier version of SIRE, so the menu names, layout, and available fields may differ from the current application. Use the current instructions on this page as the source of truth.