Bulk Import By Data Type
This section explains each data type that can be imported into LeaseAccelerator using Bulk Import in further detail. The data types are in alphabetical order.
Download a PDF version of the guide.
Addresses
Addresses in the CIW designate the address to which an asset is located (i.e., ShipTo Address) and the associated Facility Code.
Important: Address information may only be imported after companies have been successfully imported.
After initially importing addresses during the implementation of LeaseAccelerator, you may need to add information to an existing company. You can use the Addresses import to add new information to an existing company but not update information that already exists for that company.
To Bulk import the ShipTo Addresses and associated Facility Codes, use the Address tile in the Bulk Import workspace and import a CIW with a completed Addresses tab, as shown below. LeaseAccelerator will disregard any data in the CIW that is not on the Addresses tab.
Assets
Sometimes, asset details on a lease schedule need to be updated or amended. One way to do this in LeaseAccelerator is to perform an Asset Detail Import. When importing, the system will extract all asset data from the Details tab of the PIW. If a field is blank, the system will assume that “blank” is the new value to be stored. The new data will replace any existing asset detail on a specified schedule, including EOT events that have been recorded for all assets, and the deal will be rebooked.
For more detailed information about the Asset Detail Import and the other types of asset imports, see the Updating Assets Guide.
Use the Asset Import tile in the Bulk Import workspace to import a PIW with a completed Details tab, as shown below. LeaseAccelerator will disregard any data in the
PIW that is not on the Details tab.
Balance Adjustment
Balance Adjustment imports are for clients that did not enter a lease’s complete history during implementation and may have unreconciled differences between historical accounting records and LeaseAccelerator.
This import is intended to be used one time per date per deal for a given standard and account.
Use the Balance Adjustment tile in the Bulk Import workspace to import a Balance Adjustments import with all required fields completed.
Companies
Companies must be successfully imported before addresses can be imported.
After companies have initially been added to the system during implementation, you can add new companies by doing a Company import. However, information for existing companies cannot be updated via import.
Use the Company tile in the Bulk Import workspace to import a CIW with a completed Companies tab, as shown below. LeaseAccelerator will disregard any data in the CIW that is not on the Companies tab.
Cost Centers
After initially importing Cost Centers during the implementation of the system, you can use the Cost Centers import to add additional cost centers. Existing cost center information cannot be updated via import.
Use the Cost Centers tile in the Bulk Import workspace to import a CIW with a completed Cost Centers tab, as shown below. LeaseAccelerator will disregard any data in the CIW that is not on the Cost Centers tab.
Disbursements
Payments captured in a client’s ERP system can be accounted for in LeaseAccelerator using the Disbursement Import. This action will result in a “Paid” status for each disbursement. Please note that either a PO Number or Payment Reference ID is required. The import will fail if you leave both blank or if you populate both.
Payment Reference ID is the LedgerEntryLineID that identifies the journal entry and can be found on the Payables Export for each month.
Use the Disbursement tile in the Bulk Import workspace to import a completed Disbursement template, as shown below, available from your implementation team manager or Client Success Manager and in Ask Alex and the Success Center.
Users will see an Export Results button after the file has been validated and imported. If configured for the client, clicking this button will generate a Disbursement Reconciliation report. Speak to your Client Success Manager for more details on this feature.
Document ID
Document IDs only apply if your company configures LeaseAccelerator to integrate with your enterprise resource planning (ERP) system.
The Capture Document ID import in LeaseAccelerator is used to communicate accepted journal entries from the ERP back to LeaseAccelerator. Each Document ID used by LeaseAccelerator identifies a specific document within a deal. Every entry in the Ledger Export file can have a LedgerEntryLineId, PostingEntryId, and/or PostingId. Ledger entry statuses include 1) New, 2) Transferred, or 3) Posted. LedgerEntryLineId, PostingEntryId or PostingId along with External Document ID are used to cross-reference and track the status of ledger entries. This information can be found in the Ledger Export Report (which is generated in the UI by clicking Reporting in the Left NavBar, then navigating to the Integration tile and selecting Ledger Export).
The Ledger Export report displays journal entries following the parameters entered to generate the report. The data shown in the five columns on the far right, under the Ledger Entries tab, provide this information: 1) LedgerEntryLineId, 2) PostingEntryId, 3) PostingId, 4) Status, and 5) External Document Id. Either the LedgerEntryLineID, PostingEntryId or the PostingId can be copied to the Capture Document ID Template to be imported into LeaseAccelerator, allowing the system to acknowledge the ledger status as “Posted” on the individual entry.
Use the Capture Document ID tile in the Bulk Import workspace to import a completed Capture Document ID template, as shown below. This template is available from your implementation team manager or Client Success Manager and in Ask Alex or the Success Center.
Events
Certain deal-level events can be captured in bulk using the Event import template. These events will be exercised against the Deal Summary of the lease and are helpful when performing the action on many deals. Annotate, ApproveDealSummary, ApproveEOTEvents, OperationalRefresh, Retired, Recalculate, and RollbackBookedDeal are allowed event types.
Use the Event tile in the Bulk Import workspace to import a completed Event file, as shown below, available from your implementation team manager or Client Success Manager and in Ask Alex or the Success Center.
Note: Do not use this import to Retire/Delete the original deal in any modification relationship where the modified M00# deal is not yet booked or still active. You will create an orphaned deal that will require Support assistance to correct. Please rollback the modification from the UI and then determine if deletion of the original deal is still needed. Additionally, do not put any deal in a modification relationship on this template to rollback the booking of those deals. Please follow the modification rollback process in the UI.
Exchange Rates
To accommodate changing exchange (FX) rates, you can import them into LeaseAccelerator anytime. However, please note that an import of FX rates will cause a recalculation of all impacted leases. While clients may capture daily FX rate changes to account for lease transactions properly, bulk imports should be performed when your user activity is low to help avoid delays or work stoppages.
When designating Exchange Rates in the CIW, enter effective dates to indicate the period during which that rate is applicable.
Use the Exchange Rates tile in the Bulk Import workspace to import a CIW with a completed FX Rates tab, as shown below. LeaseAccelerator will disregard any data in the CIW that is not on the FX Rates tab.
Files (Manifest)
LeaseAccelerator can capture files related to leases. Files can be imported to LeaseAccelerator for storage, or a link to the files in another location can be added to LeaseAccelerator.
One PIW must be used for each type of import. Complete the Manifest tab of one PIW to import information about files to store in LeaseAccelerator. Complete the Manifest tab in a different PIW to import information about files stored in another location. Both imports use the File Import tile in the Bulk Import workspace.
To Bulk Import File Information and the Files Into LeaseAccelerator
Add each of the documents to a zip file. Note that a single file within the zip file cannot exceed 50MB.
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Complete the Manifest tab of the PIW with the following information for each document in the zip file:
Schedule Number to which the document applies
Document Type, such as Schedule or Attachment
Document Number (if any)
Document Status, such as Executed or Original
File Name – must be an exact match to the document name to be imported. Ensure the extension is included and correct (e.g., check for XLS versus XLSX).
Use the File Import tile in the Bulk Import workspace to upload the PIW and zip files.
To Bulk Import File Information Files Stored in Another Location
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Complete the Manifest tab of the PIW with the following information for each document:
Schedule Number to which the document applies
Document Type, such as Schedule or Attachment
Document Number (if any)
Document Status, such as Executed or Original
Hyperlink to the file that is stored in another location for the file name
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Use the File Import tile in the Bulk Import workspace and select both the PIW.
Invoice Related Expenses
Actual invoiced amounts for other related expenses can be imported into LeaseAccelerator as invoice-related expenses.
Invoice Related Expenses are captured on the Invoiced Related Expenses tab of the PIW. Most columns on the Invoiced Related Expenses tab are the same as the columns under the Paid Related Expenses tab of the PIW; others differ for respective invoice or payment data capture.
See the Client Implementation Guide and Data Dictionary (CIG) for more information about the data required for the Invoiced Related Expenses tab of the PIW.
Use the Invoice Related Expenses tile in the Bulk Import workspace to import a PIW with a completed Invoiced Related Expenses tab, as shown below. LeaseAccelerator will disregard any data in the PIW that is not on the Invoiced Related Expenses tab.
Ledger Reassignment
Ledger Reassignment is valuable when dealing with work related to acquisitions and divestitures. It may also be helpful if you need to add a consolidated ledger to existing deals or even if the need arises to move multiple deals to different ledgers because of ERP requirements. For detailed instructions, please review the LeaseAccelerator – Product Advisory Bulk Import: Ledger Reassignment. The standalone template has a single tab with a required Schedule # column, an optional Comments column, and six (6) Ledger columns.
Use the Ledger Reassignment tile in the Bulk Import workspace to import a completed Ledger Reassignment template. At least one ledger is required.
Lessee Rates
Lessee Rates include three types of rates used for different purposes in LeaseAccelerator. Lessee Rates include IBR, Equity Rate, and Debt Rate. The Lessee Rates Import can be done with the Lessee Rates tab from the CIW or the new standalone Lessee Rates Bulk Import template. The tab and standalone import template have the same fields and requirements. The tab remains in the CIW for implementation purposes. Please see the Client Implementation Guide or visit the Success Center if further guidance is required for Lessee Rates.
Use the Lessee Rates tile in the Bulk Import workspace to import a CIW with a completed Lessee Rates tab, or use the standalone version, as shown below. The importer will ignore any other tab in the CIW that is bulk imported if using the CIW instead of the standalone template.
Modify Deal
Modifications of leases can be done via bulk import, including all the same features as performing a modification via the UI. Modifications are captured on the Modify Deal Import Workbook (MDIW). The following is a list of the tabs and the corresponding Modify Deal tile in the UI on the import file, which can be used, as needed, based on the renegotiated contract.
MDIW Tab Name |
‘Modify Deal’ UI workspace tile |
Description |
|---|---|---|
Modification Summary |
Summary |
Required |
Schedule |
Terms |
Required |
Details |
Add Assets |
If adding assets to a deal, only populate with the ‘new’ asset(s); do not use ‘old’ assets on this tab. To create an A001 coterminous deal, you may only add asset(s). |
EOT Options |
Terms |
Required: must include all EOT Options for the modification. |
Step Payments |
Terms |
Use as needed |
Interim Rent |
Terms |
Use as needed |
Category LRFs |
Terms |
Use as needed |
Remove Reduce Assets |
Remove/Reduce Assets |
Must include either the previously assigned External Id or the system-assigned Asset Id. If the asset(s) are removed, both Remove Assets and Remove Events sheets are required. |
Remove Reduce Event |
If removing asset(s), the Remove Assets tab must be populated. |
See the Modify Deal Bulk Import Product Advisory and the MDIW Auto Classification and Booking Product Advisory for more detailed instructions on completing this import file.
Use the Modify Deal tile in the Bulk Import workspace to import an MDIW with all needed fields completed to import a modification. A specific example screenshot is not included for this import type.
Paid Related Expenses
Actual paid amounts for other related expenses approved for payment and sent to Accounts Payable can be imported into LeaseAccelerator as paid related expenses.
Paid related expenses are captured on the Paid Related Expenses tab of the PIW. Most columns on the Paid Related Expenses tab are the same as the columns under the Invoiced Related Expenses tab of the PIW; others differ for respective invoice or payment data capture.
See the Client Implementation Guide and Data Dictionary (also known as the CIG) for more information.
Use the Paid Related Expenses tile in the Bulk Import workspace to import a PIW with a completed Paid Related Expenses tab, as shown below. LeaseAccelerator will disregard any data in the PIW that is not on the Invoiced Related Expenses tab.
Participants
Schedule-level Participants in LeaseAccelerator, such as Lessee, Entity, Business Unit, Funder, Treasury Approver, Asset Owner, and Asset User, can be updated via bulk import using the Bulk Participant Update Template.
The Bulk Participant Update Template is available from your Client Success Manager, Implementation Manager, in Ask Alex, and the Success Center.
LeaseAccelerator can accept multiples for a particular field. If you can enter multiple values, it is indicated by an orange plus sign to the right of the field in the UI. When the Bulk Participant Update Template is imported, the information in the template will either replace existing participant details or add to it, depending on which is indicated in the import file.
Use the Participant tile in the Bulk Import workspace to import a completed Bulk Participant Update Template, as shown below.
Deal Number and Document Number must be the same and are required.
Populate the Document Type field with the location in the deal where you want to see the change. Do not leave blank. Valid required options are DealSummary, LvBAnalysis, or RFP.
The ‘Remove Existing’ field is also required to be either ‘Y’ or ‘N.’ ‘Y’ will replace the participant. AS NOTED ABOVE, ‘N’ will add to the participant where applicable.
When using ‘Make Changes Effective,’ it is best practice to use the first day of the first open period. Changes imported with a date in the future are reflected in the UI immediately and on reporting based on the specified date.
Payment Adjustments
A payment adjustment can be recorded when there has been a one-time or recurring change in payment on a deal due to a change in underlying index rate or resolved rent contingency.
You can import payment adjustments for multiple schedules at once using the bulk import feature. You can also import multiple payment adjustments for a single schedule. Note: If a recurring and a one-time Payment Adjustment needs to be done on a single schedule, the effective date cannot be the same for both types, as there is a potential for accounting issues to arise. The best practice is to record the recurring Payment Adjustment on the lease payment anniversary date and the one-time Payment Adjustment the day after.
Payment adjustments made through the Bulk import and in the UI will be reflected in a deal’s Payment Schedule under Deal Summary.
Use the Payment Adjustment tile in the Bulk Import workspace to import a PIW with a completed Payment Adjustments tab to bulk import payment adjustments, as shown below. LeaseAccelerator will disregard any data in the PIW that is not on the Payment Adjustments tab.
People
The People tab in the CIW captures contact information about people in LeaseAccelerator, such as company name, address, and phone number.
Information about people may only be imported after addresses have been successfully imported.
After initially importing people during the implementation of LeaseAccelerator, you may need to add information to people who have already been imported. You can use the Person import to add information to an existing person but not update existing data for that person in the system.
Example: If a person was previously imported as an Asset Owner and an Asset User but is now also an Order Administrator, the same person can be imported again with the new Person Role Type selected while keeping the rest of the data the same. If the person is currently a User in the system, then the ‘Is User’ field should be set to ‘No.’
Use the Person tile in the Bulk Import workspace to import a CIW with a completed People tab, as shown below. LeaseAccelerator will disregard any data in the CIW that is not on the People tab.
Portfolio (Schedules)
All schedule information, including the associated Details, EOT Options, Notifications, Interim Rent, Step Payments, Category LRFs, Scheduled Related Expenses, Invoiced Related Expenses, Paid Related Expenses, and Payment Adjustments that are captured on a PIW can be imported at one time using a Portfolio import. A Portfolio import pulls in the data from all tabs in the PIW except data on the Manifest tab. A separate import is available for files (manifest).
A Portfolio import (i.e., importing a complete PIW except for files (manifest)) is intended for importing only new lease schedules that have not yet been entered in LeaseAccelerator. A Portfolio import does not update deal-level information on existing schedules in LeaseAccelerator.
Use the Portfolio tile in the Bulk Import workspace to import a completed PIW, as shown below. All data for new schedules (i.e., schedules that do not already exist in LeaseAccelerator) on all tabs on the PIW except the Manifest tab is imported.
Record Asset Event
Executing End-of-Term (EOT) Events using the Bulk Import feature is done using the tile – Record Asset Event. This is in addition to the functionality for EOT Mailback. The Bulk Import Record Asset Event uses either the EOT Recordation report generated from the End of Term tile in Reporting or a standalone template - Bulk Import Record Asset Event Template.
Use the Record Asset Event tile in the Bulk Import workspace to import a Bulk Import Record Asset Event Template, as shown below. If the Ledger Date columns are left blank, it will be recorded as the first day of the fiscal month containing the start of the first adjusted payment period or today's date, whichever is earlier.
Renumber Schedule
There are times when it is necessary to renumber a schedule. Some of the scenarios where this is needed are:
Clean up incorrect schedule names due to special characters, formatting, etc.
After the rollback and re-entry of many schedules, the rolled back schedules usually need to be renumbered.
Mistakes with naming conventions at the time of upload
Clients whose portfolios are divesting into one or more other companies may want a new naming convention.
Use the Renumber Schedule tile in the Bulk Import workspace to import a Renumber Schedule template, as shown below. The template has a simple structure, requiring the current Schedule Number and New Schedule Number, as well as an optional Comments field.