Integration Use Cases

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1. Enter New Schedule

New lease schedule(s) have been captured in the external system and need to be communicated/transferred into LeaseAccelerator.

Data range/payload allowed: Delta and dump

LeaseAccelerator strongly recommends extracting only new deals from the source system so the payload sent to LeaseAccelerator only includes the new deals.

However, if the payload included deals that already exist in the database, LeaseAccelerator will ignore them.

1.1 Enter new schedule SFTP

1.1 Enter new schedule – API

1.2 Data fields, format, and structure

2. Correct Asset Details

Asset details were incorrectly entered/captured in the external system and the corrected details need to be updated in LeaseAccelerator.  Alternatively, the lessor provided revised asset detail information which has been updated in the external system and needs to be communicated to LeaseAccelerator.

Using an Asset Detail Import is the only way that a user can update all asset details listed on the Details tab of the Portfolio Intake Workbook (PIW), such as ShipTo (or Facility Code), Reference Number, and any financial information for the asset. Unlike the Asset Bundle and the Asset Management Bulk Update Import, which are used to update certain changed information about an asset only, the Asset Detail Import will replace all asset information previously captured in LeaseAccelerator. Essentially, the data is re-imported, not simply adjusted to only include new or changed asset information. Use caution when performing this action. If you forget to list an asset, it will be deleted from LeaseAccelerator. If you do not enter correct cost information, LeaseAccelerator will capture the incorrect cost information provided with this import.

Note: This scenario does not apply to adding or removing assets, nor to updating assets to capture a like-for-like swap.  If the schedule has associated journal entries that have been closed in LeaseAccelerator, and the value or calculated rent for the updated assets do not match the value and calculated rent of the assets prior to update, then the update will be rejected, and any changes will need to be communicated to the responsible accounting staff for manual entry into LeaseAccelerator.

Data range / payload allowed: Delta and dump

LeaseAccelerator strongly recommends extracting only assets with corrected details from the source system so the payload sent to LeaseAccelerator includes only the updated assets.

However, if the payload includes assets with non-changing details, LeaseAccelerator will ignore them but trigger the accounting engine to unnecessarily re-run the calculations, affecting performance and reporting availability.

2.1 Correct asset details – SFTP

2.2 Correct asset details – API

2.3 Data fields, format, and structure

3. Change Key Operational Attributes for Assets

Key operational attributes (asset owner, asset user, serial number, cost center, IP address, etc.) have changed for one or more assets in the external system and need to be communicated to LeaseAccelerator. 

Data range / payload allowed: Delta or dump (with warning)

LeaseAccelerator strongly recommends extracting only assets with corrected attributes from the source system so the payload sent to LeaseAccelerator includes only the updated assets.

However, if the payload includes assets with non-changing attributes, LeaseAccelerator will ignore them but will trigger the accounting engine to unnecessarily re-run the calculations, affecting performance and reporting availability.

3.1 Change key operational attributes for assets using SFTP

3.1 Change key operational attributes for assets using API

3.2 Data fields, format, and structure

4. Import Invoiced Expenses

An invoice has been received for a Common Area Maintenance (CAMS) charge or other related expense. The invoice has been recorded in the external system but needs to be communicated to LeaseAccelerator. Accounting entries are based on the specific expense type; for items such as CAMS, the journal entries created are expense accruals.

Data range / payload allowed: Delta ONLY

Data should only include unprocessed invoices expenses. Resending previously processed invoices will cause errors.

4.1 Import invoiced expenses using SFTP

4.2 Import invoiced expenses using API

4.3 Data fields, format, and structure

Invoice related expenses

This tab enables a client to import the actual invoiced amounts for Other Related Expenses. Based on the lease type, these invoiced amounts may generate accounting entries to record expense adjustments. Accounting entries for this tab are based on the specific expense type; for items such as CAMS, the journal entries created are expense accruals.

Please note that the accounting treatment for ARO and End-of-Life is as follows: When Expense Type is ARO-End-of-Life, please note that for SubTypes of Equipment-Refurbishment and Real Estate - Return to Original Condition, LeaseAccelerator will generate Asset Retirement Obligations (ARO) accounting. For SubType of Cost to Dismantle or Remove (per Agreement), LeaseAccelerator will generate End-of-Life accounting which is added to the payment schedule.

5 Import Paid Expenses

An invoice has been paid for CAMS charge or other related expense.  The payment has been recorded in the external system but needs to be communicated to LeaseAccelerator.  The journal entries will reverse the expense accruals created from the Invoiced Related Expense tab (if matched based on Invoice Number and Invoice Date) and record the expense recognition based on the amount approved for payment.

Data range / payload allowed: Delta ONLY

Data should only include unprocessed invoices expenses.  Resending previously processed invoices will cause errors.

5.1 Import paid expenses using SFTP

5.2 Import paid expenses using API

5.3 Data fields, format, and structure

This tab enables a client to import the actual paid amounts for Other Related Expenses, which are approved for payment and sent to Accounts Payable. Based on the lease type, these invoiced amounts may generate accounting entries to record expense adjustments. Accounting entries for this tab are based on the specific expense type; for items such as CAMS, the journal entries will reverse the expense accruals created from the Invoiced Related Expense tab (if matched based on Invoice Number and Invoice Date) and record the expense recognition based on the amount approved for payment. Please note that the accounting treatment for ARO and End-of-Life is as follows: When Expense Type is ARO-End-of-Life, please note that for SubTypes of Equipment-Refurbishment and Real Estate - Return to Original Condition, LeaseAccelerator will generate Asset Retirement Obligations (ARO) accounting. For SubType of Cost to Dismantle or Remove (per Agreement), LeaseAccelerator will generate End-of-Life accounting which is added to the Payment Schedule.

6 Adjust Payment Amount

The payment amount for a schedule has changed, either because of a routine adjustment due to fluctuations in the underlying index rate, resolution of a contingency, or a scheduled step payment (e.g. automatic escalation clause).  This change in payment needs to be communicated to LeaseAccelerator.

Data range / payload allowed: Delta or Dump (with warning)

LeaseAccelerator strongly recommends extracting only new payment adjustments from the source system so the payload sent to LeaseAccelerator includes only the unprocessed payment adjustments.

However, if the payload includes assets previously processed through payment adjustments, LeaseAccelerator will ignore them but will trigger the accounting engine to unnecessarily re-run the calculations, affecting performance and reporting availability.

6.1 Adjust payment amount using SFTP

6.2 Adjust payment amount using API

6.3 Data fields, format, and structure

7 Swap Like-for-Like Assets

One or more assets have been exchanged for assets of comparable value on a like-for-like basis, and the updated asset information needs to be communicated to LeaseAccelerator.

Note: If the schedule has associated journal entries that have been closed in LeaseAccelerator, and the value or calculated rent for the updated assets do not match the value and calculated rent of the assets prior to update, then the update will be rejected, and any changes will need to be communicated to the responsible accounting staff for manual entry into LeaseAccelerator.

Data range / payload allowed: Delta or dump (with warning)

LeaseAccelerator strongly recommends extracting only swapped assets from the source system so the payload sent to LeaseAccelerator includes only the swapped assets.

However, if the payload includes previously processed swapped assets, LeaseAccelerator will ignore them but will trigger the accounting engine to unnecessarily re-run the calculations, affecting performance and reporting availability.

7.1 Swap like-for-like assets – Using SFTP

7.2 Swap like-for-like assets – using API

7.3 Data fields, format, and structure

8 Renew assets

The lease obligation for one or more assets has been extended, either for a fixed term, or indefinitely (evergreen/month-to-month).  This extension has been captured in the external system but needs to be communicated to LeaseAccelerator.

Data range / payload allowed: Delta ONLY

Data should include unprocessed renewed assets only.  Resending previously processed renewed assets will cause errors.

8.1 Renew assets – using SFTP

8.2 Renew assets – using API

8.3 Data fields, format, and structure

9 Buyout or Return Assets

One or more assets have been returned or bought out, thus ending the lease obligation for those assets.  This termination has been captured in the external system but needs to be communicated to LeaseAccelerator.

Data range / payload allowed: Delta ONLY

Data should include unprocessed assets only.  Resending previously processed assets will cause errors.

9.1 Buyout or return assets – using SFTP

9.2 Buyout or return assets – using API

9.3 Data fields, format, and structure