Bulk Import Ledger Reassignment - Product Advisory

August 2022

With the 22R3 release, LeaseAccelerator offers the ability to reassign and rebook your leases to different ledgers. This new self-service tool should prove valuable when dealing with the work related to acquisitions and divestitures. It may also serve helpful if you need to add a consolidated ledger to existing leases or even if the need arises to move multiple leases to different ledgers because of ERP requirements.

Self-Service Import

The new import is called Ledger Reassignment and is available in the Bulk Import workspace within the Lease section.

Import Template Fields

Schedule #

Schedule # is a required field identifying the lease to perform the ledger reassignment import.

• Leases must be booked before reassigning ledgers.

• Reassignment is not allowed on Defunct leases.

• Reassignment is allowed on bought out, renewed, othered, and terminated/disposed leases. If you change ledger(s) on leases in one of these statuses, we will not remove the EOT events.

Reassignment is not allowed for any leases in an Incomplete or Pending Approval status. This includes any leases that have been synchronized from REM but not yet approved. If changing the ledger(s) for a deal in a modification relationship, the best practice is to provide all schedules in the relationship when they are modified with M00# deals. Regardless, the system will automatically reassign all deals associated with the modification to the ledger(s) given in the file, even if only one deal is supplied. We will display the following warning message during the validation step for all deals with modification relationships: "This deal is part of a modification, and all deals in the modification relationship will be reassigned to the provided ledgers. List of deals."

Example: Deal 1 was modified with Deal 1-M001 and then modified again with Deal 1-M002. If the import file only specifies Deal 1-M001, then all deals in the modification relationship will be automatically moved to the ledger(s) specified in the file.

Note: If you include all deals in the modification relationship in a single file and the list of ledgers is not the same between all of the related deals, you will get a validation error. The error lets you know that "Related deals must be booked to same ledger," and you will not be able to import those deals.

If changing the ledger(s) for a deal in a modification relationship and there are coterminous modifications with A00# deals. The system will not automatically reassign them. We will display the following warning message during the validation step, "This deal is part of a modification that added coterminous leases List of deals. You may want to reassign the deals to the provided ledgers."

Example: Deal 2 was modified and created Deal 2-A001. If the import file only specifies Deal 2, Deal 2-A001 will not be moved to the ledgers given for Deal.

It is possible that both messages shown above, could appear for a modified deal when using this import.

Comments

You may provide a helpful comment for each schedule you change, and the comment will appear in the Deal History Events. This field is not required.

Ledger 1-6

Although there are six columns shown, only one ledger is required to reassign a deal. You must provide the ledger name as it appears in the system, and you can only give one ledger per field. The current version of the Ledger Reassignment import allows a maximum of six (6) ledgers.

If you wish to add ledgers to a deal, you will need to list the ledger(s) to which it was initially booked, or the deal will be removed from the original ledger(s).

A validation warning appears with the ledger(s) from which the deal will be unbooked. "Deal will be unbooked from the following ledger(s): List of ledgers."

Sample Import Results

Steps to Bulk Import

Validation Results

Before importing the data into the system, LeaseAccelerator validates the data in the import file and displays one of three possible status results: Errors, Warnings, and OK.

STATUS: Errors

Errors in red text prohibit importing.

To correct errors, update the data on the import file and save the file. Then return to Step 4 in the Begin a Bulk Import instructions - choose the file and validate it again.

STATUS: Warnings

Warnings in yellow text do not prevent the data from being imported but indicate items that may need attention before or after the import action.

If you elect not to make any changes, the box next to the schedule number must be checked before clicking the Import button. If you make changes to the import file, choose it, and validate it again (i.e., return to Step 4 in the To Run a Bulk Import instructions).

STATUS: Ok

Ok indicates readiness for import.

Users may continue the process by clicking Import.

Accounting Impact

Scenario 1: Excluding ledger from Ledger Reassignment import when closed periods are present.

Result:LeaseAccelerator generates reversing entries for the life of the lease in the old ledger and adjusting entries for the life of the lease in the first open period in the new ledger(s).

Scenario 2: Lease is terminated and no longer has entries in an open period, and you remove it from a ledger.

Result: LeaseAccelerator generates the catch-up entries for the life of the lease in the old ledger and catch-up entries for the life of the lease in the first open period in the new ledger(s).

Reminder: Activity continues to appear on FX accounts.

Important: This new feature replaces the need for a Support request when the number of ledgers needed is six or fewer. A ticket is required if you need to reassign a deal to more than six ledgers.