Bulk Importing

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Data Input Options

LLeaseAccelerator has multiple options for entering data into the system and updating it once it resides. Data may be loaded into LeaseAccelerator via Bulk Import or through the UI. Some types of data may ONLY be entered and updated via the UI. No client interface exists to enter specific data in limited circumstances, so LeaseAccelerator Client Support must be engaged.

Contact your Client Success Manager, Implementation Manager, or Client Support through the Success Center for assistance with this data.

See the Client Implementation Guide and Data Dictionary (also known as the CIG) for definitions and additional information about each data type.

This guide will describe the options for Bulk importing. For information on entering data into the LeaseAccelerator UI, Ask Alex for instructional videos and user guides. Additional user guides are found in the Success Center.

The table lists the data input options by Tab Name and import type.

Bulk Import Supporting Files

LeaseAccelerator uses different supporting templates to import bulk data. These templates are Excel spreadsheets that are configured to meet LeaseAccelerator’s requirements.

• Client Information Workbook (CIW) is for gathering and importing data related to lease administration for your complete portfolio.

• Portfolio Intake Workbook (PIW) is for gathering and importing the data from each lease schedule, including assets and expenses.

• Individual templates are to import specific types of data.

Import Files for Each Data Type

CIW

Companies, Addresses, People, Cost Centers, Exchange Rates, and Lessee Rates are imported from the CIW.

Caution: Companies, Addresses, and People must be imported in this exact sequence. Do not import addresses before importing companies, and do not import people before importing companies and addresses.

The CIW contains tabs that are for information gathering only. For example, the Economic Life tab cannot be imported but is used to collect data. Other tabs, such as Geos and Reporting Areas, gather information but must be entered on the Companies tab to facilitate a bulk import.

List of Information-Only CIW Tabs

• Geos
• Reporting Area
• LA Users
• Economic Life
• Depreciation
• LvB Settings
• Policy Thresholds
• Lessee Info
• Tax Rates
• Lessee Financials
• Approved Funders
• Restricted Funders

For more information about the specific tabs in the CIW, see the CIG.

When new versions of the LeaseAccelerator application are released, the CIW may be updated to account for functionality updates.

Be sure to always use the version of the CIW that corresponds to the application version in the environment you are using.

PIW

During implementation, clients should import a small batch of leases representative of their portfolio and verify that all master data has been configured. Prior to any import, clients should review the participant information and other configuration-related data to ensure that any master data updates have been made.

Caution: Master Data and configuration should be completed before importing portfolio schedule and asset information.

The PIW may be imported all at once in a Portfolio import, where the only required tabs are Schedule and Details. The Manifest tab must be imported individually using the File Import feature. The Payment Adjustment tab may be imported with a Portfolio import or individually for existing leases using the Payment Adjustment Import feature. The following other tabs may be imported separately:

• Details (Assets)

• Paid Related Expenses

• Invoiced Related Expenses

Users may use a completed PIW when importing subsequent Payment Adjustments, Manifests, Asset Details, and Expenses because LeaseAccelerator will ignore any data in the PIW that is not on the tab being imported.

When new versions of the LeaseAccelerator application are released, the PIW may be updated to account for functionality updates. Be sure to always use the version of the PIW that corresponds to the application version in the environment you are using.

Individual Templates

Individual templates are for importing specific types of data as follows:

• Balance Adjustment: This file is used to import balance adjustments to existing deals to align balance with the ERP.

• Bulk Participant Update: This file is used to update existing schedule-level participants of a lease.

• Disbursements: This file is used to import the actual disbursements (i.e., checks issued by Accounts Payable) to the appropriate Accounts Payable Clearing Account. Actual disbursements are matched to the assumed payment per the lease. Several different methodologies are available to perform this matching. Please see the LeaseAccelerator Enterprise Integration Guide for more information.

• Document IDs: This file is used to import document IDs and to identify the journal entries successfully received and posted in the ERP.

• Event: This file is used to import certain events that affect deals in bulk.

• Lessee Rates: This file is used to import the IBR, Debt, and Equity Rates.

• Modify Deal: This file is used to import deal modifications for existing deals.

• Record Asset Event: This file is used to import EOT events, i.e., Renewal, Return, and Buyout.

• Renumber Schedule:  This file is used to import schedule number changes in bulk.

These templates are available from your implementation team manager or Client Success Manager and in Ask Alex and the Success Center.