Rolling Back Booked Deals
While every effort should be made to enter leases into LeaseAccelerator that are completely accurate, we understand that there may be circumstances where mistakes happen. In these circumstances, depending on the type of correction and when the mistake was caught or change needs to occur, there are different methods a user should use when executing these changes. It is particularly important to know if the original lease was entered and the mistake was caught in an open period. There are different best practice methods for error corrections for closed periods versus open periods based upon the type(s) of correction(s) required.
If the lease was booked in an open period, then you may simply delete the lease and re-enter with the proper information. However, if the lease in question was booked in a period that is now closed or had any events recorded in closed periods, then you may not delete the deal. If your preference is to re-enter the deal, you must rollback the booking of that deal first. Please see the below steps for rolling back a booked deal and some considerations that you should be aware of:
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Important Considerations
The following should be noted and understood before rolling back the booking of any deals in LeaseAccelerator:
Once a deal has been rolled back, that specific deal cannot be booked again.
If you are rolling back a booked deal to make an error correction and you wish to use the same schedule number to re-enter the schedule with correct data, best practice is to renumber the schedule before you rollback the booking.
If you have Scheduled Notifications listed under the Notification tile in Deal Summary, you should delete those Notifications before you rollback the booking.
By rolling back the booking of a deal, you will see reversing entries for that lease on the first day of the first open period.
Renumbering a Lease
Follow the steps below to renumber a lease and all related documents:
Step |
Action |
|---|---|
1 |
Search for deal using the Top Search Bar and Deal #. |
2 |
In Deal History, go to Documents tile. |
3 |
Click the kebab (three dots) to the right of the Lease Schedule in the list of documents and select Renumber/Redate. |
4 |
In the Change Document Fundamentals workspace, change the Schedule Number (recommend adding ROLLBACK to existing Schedule Number for consistency and to identify rolled back deals easily). Note: Remember that special characters including the underscore (_) are NOT allowed. |
5 |
Input any necessary comments. |
6 |
Click Save and verify that all Schedule Numbers have changed. |
Deleting Scheduled Notifications
To ensure that no email notifications are sent for a deal that is being rolled back, follow the steps below to delete all existing notifications before you rollback the deal. The list of Notifications found on the Notifications tile of Deal Summary includes schedule level notifications as well as Global Notifications that have been configured in Settings.
Step |
Action |
|---|---|
1 |
Search for deal using the Top Search Bar and Deal #. |
2 |
Go to the Deal Summary workspace from the Left NavBar. |
3 |
Go to the Notifications tile. |
4 |
Click the trash can icon on the first notification in the list. |
5 |
Click the trash can icon for next notification in the list. |
6 |
Continue to delete each notification in the list. |
7 |
Go to the Summary tile and scroll to bottom of workspace and click Save. |
8 |
Click Ok on the pop-up acknowledging that you have not scheduled any Notifications to prepare for EOT and that you want to continue anyway. |
Rolling Back the Booking of a Single Lease
Step |
Action |
|---|---|
1 |
Search for deal using the Top Search Bar and Deal #. |
2 |
In Deal History, go to History tile. |
3 |
Select Rollback booked deal from the Event to Record drop-down. |
4 |
Enter appropriate Date Event Occurred, if necessary. This will auto-populate to the current date, but best practice is to enter the first day of the first open period, which may not be the current date. |
5 |
Add any comments relevant to the event that will appear in the Deal History audit trail. |
6 |
Click Save. |