New Features: Segregation of Duties for Portfolio Import (PIW), Modify Deal Import (MDIW), and Modify Deal UI

November 2021

With this release, we added to our optional feature Enter Schedule approve/reject workflow the ability to add an approve/reject workflow to schedules entered via the PIW, MDIW & Modify Deal UI.

These features are also optional, and customers may request that the workflow be turned on for each of these individually via a Support ticket. As before we recommend giving any or all of them a try during the Preview period for the 21R4 release.

Overview

Since all of the segregation of duties workflows are optional, the default system behavior will have the features turned off.

Each workflow includes a final Approve/Reject step, which must be completed in the UI after a preparer enters, books, and classifies a new deal. At this stage, an approver can review the deal but cannot make changes. When the Approve/Reject workflow is enabled, the deal remains in Pending Approval status until it is reviewed and approved. Journal entries are created for the deal; however, the ledger export displays Pending Approval in all cells for segments 3 and 4 of the report. This prevents successful ERP transfers and ensures the accounting details are reviewed before finalization.

To-Dos and notifications are generated throughout the process. Guardrails prevent approvers from making changes to deals that are pending approval. Additionally, multiple onscreen messages inform users about the deal’s status and the transferability of journal entries.

In this workflow, deals that have not been approved can have a status of either Incomplete or Pending Approval, depending on the deal’s progression. The approval and rejection paths, which determine these statuses, are explained in the following sections.

These features work best when a new, separate user is added to the system, ensuring strict workflow control, similar to the Enter Schedule process. For customers using this workflow with existing users and access levels, guardrails restrict users who are acting as the approver for a deal entered by someone else.

The same basic workflow is in place for PIW, MDIW, and Modify Deal UI that is in place for Enter Schedule:

Preparer enters the schedule details via the PIW, MDIW, or Modify Deal UI, books, and classifies the deal (in the order appropriate to the deal type) which sets the status of the deal to Pending Approval.
Approver logs in and approves or rejects the deal.
Approving the deal changes the status to Active.
Rejecting the deal changes the status to Incomplete and creates a Deal History event noting that further action is needed by the preparer.

Note: There is no ability to do bulk approvals at this time.

Workflow Requirements

The requirements for the new workflows mirror the Enter Schedule workflow that was introduced in the LA Product Advisory – Approve/Reject Workflow for Enter Schedule UI.

Access Level Assignment

Lease entry through the UI or import can be done by users with permission to enter deals in either manner. Lease booking and classification can be done by users with permission to book and classify deals. Please review the Access Control Matrix to determine which Access Level works best for your business.

Approval of new leases entered via the UI will be restricted in different ways depending on the Access Level of the user with approval privileges.

The workflow can be done by users with existing Access Levels as stated above. However, a new Access Level of Accounting Reviewer – provides the strictest control for segregation of duties. A user with this access is only allowed to view deals and approve/reject deals that are incomplete or pending approval.

Users are still limited by Scope of Access and Scope of Ledgers. Additional permissions may be added to this Access Level to facilitate approval/rejection of ‘day-two’ events, as needed.

This is a view-only Access Level, similar to the Observer/Monitor.
When a user with this level is reviewing a deal for approval, they will have rights to view:
- Deal History
- Deal Summary
- Schedule
- Asset Management
This Access Level has access to the approve/reject To-Dos and workspaces for:
- “Approve Deal” To-Do on Deal History, Next Steps tile
- “Approve / Reject” To-Do in Deal Summary, Summary tile
- Approve/Reject workspace

This Access Level will not see any ‘day two’ event options at this time, such as:
- Record Asset Event
- Modify Deal
- Payment Adjustment Button
Reporting access is granted to all reports, by default, and is limited by Scope of Access and Scope of Ledgers. Report access can be edited by a Power User.
Settings workspace access is granted with view-only permissions.
The Accounting Reviewer level is able to see deals that are not in need of approval, e.g., active deals, but a user with this level can only view the deal characteristics they cannot make changes. This Level is like the Observer/Monitor Access Level with the added ability to approve and reject deals.

Can Act As Lessee Roles

Can Act As Lessee Roles are critical to the correct function of this workflow.

The following Can Act As Lessee Roles are required to be assigned to any user that will need to enter or approve deals using the workflow. Only one of the below Lessee Roles can be assigned to a single user. If a single user has both of these Can Act As boxes checked, they will not be able to perform any steps in the workflow process.

Accounting Analyst – if a user is going to be entering deals via Enter Schedule.
Accounting Approver – if a user is going to be approving/rejecting deals via Enter Schedule.

If an existing user has both of these Can Act As boxes checked one of them must be unchecked if the new workflow is to be instituted.

Workflow Steps for Each New Feature

Steps for PIW Import

Step	Action
1	A Preparer (this can be a new or existing user with the proper Access Level and Can Act As Role) navigates to the Bulk Import workspace.
2	A warning message appears onscreen when the workflow is ‘On’.
3	Validate the PIW. The same warning message remains for this step.
4	After successful import a new message appears informing users of the need for imported deals to be approved.
5	Deal Summary shows the Status is Pending Approval.

Step	Action
6	Preparers are not able to approve deals that they enter.
7	Ledger Export has “Pending Approval” text in Segments 3 & 4.
8	All users with the Accounting Approver Can Act As will see the To-Do to Approve Deal in Deal History when logging in. Clicking on this To-Do takes the user to Deal Summary to continue review and this is where they access the Approve / Reject button, which is at the bottom of the workspace. The approver is able to view the Deal History, Deal Summary, Asset Management, and Accounting Classification but cannot make any changes.

Step

Action

Preparers are not able to approve deals that they enter.

Ledger Export has “Pending Approval” text in Segments 3 & 4.

All users with the Accounting Approver Can Act As will see the To-Do to Approve Deal in Deal History when logging in. Clicking on this To-Do takes the user to Deal Summary to continue review and this is where they access the Approve / Reject button, which is at the bottom of the workspace.

The approver is able to view the Deal History, Deal Summary, Asset Management, and Accounting Classification but cannot make any changes.

Step	Action
	Note: If a Book or Accounting Classification To-Do button is present for a deal it cannot be approved. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually.
9	When the Approver clicks on the Approve / Reject button they land in the Approve/Reject workspace and where they may record their decision and add required comments. Note: The comments should be very clear as to what needs correction if rejecting the deal. These comments appear in the Deal History, History and should guide the Preparer through the necessary corrections. They also appear in a notification email sent to the preparer.
10	Approved deals become Active immediately upon approval and the Ledger Export segments are populated with configured accounts.
11	Rejected deals move to Incomplete status and the Ledger Export still shows the “Pending Approval” text in Segments 3 & 4.
12	All Accounting Analysts are notified of the rejection via an email notification even if they were not the preparer of the deal. When Accounting Analysts login they see a To-Do to Correct Deal Details in Deal History. Clicking on this To-Do takes the user to the History tile where they are able to see the rejection event, additional instructions, and the reason for rejection mentioned in step 8. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually. The Correct Deal Details will only be removed after the deal is rebooked.

Step	Action
13	When a deal is in Incomplete status an info message is displayed on Deal Summary, Schedule, Accounting Classification and Asset Management workspaces.
14	The Preparer corrects the concerns noted in the rejection event.
15	The Preparer must re-book using an enqueued To-Do for Book Deal and Reclassify the lease. Once the Book and Classification buttons are acted on and dequeued from Deal History the approval path starts over, and the status is Pending Approval.

Steps to Modify Deal in the UI

Step	Action
1	A Preparer navigates to the Modify Deal workspace using the Record a contract modification link in the left navigation bar.
2	The user enters all of the required data for the deal modification and saves the modification, as usual.
3	Classify deal.
4	Book deal.
5	Deal Summary shows the Status is Pending Approval.
6	Preparers are not able to approve deals that they enter.
7	Ledger Export has “Pending Approval” text in Segments 3 & 4.

Step	Action
8	All users with the Accounting Approver Can Act As will see the To-Do to Approve Deal in Deal History when logging in. Clicking on this To-Do takes the user to Deal Summary to continue review and this is where they access the Approve / Reject button which is at the bottom of the workspace. The approver is able to view the Deal History, Deal Summary, Asset Management, and Accounting Classification but cannot make any changes. Note: If a Book or Accounting Classification To-Do button is present for a deal it cannot be approved. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually.
9	When the Approver clicks on the Approve / Reject button and lands in the Approve/Reject workspace this is where they log their decision and add required comments. Note: The comments should be very clear as to what needs correction if rejecting the deal. These comments appear in the Deal History, History and should guide the Preparer through the necessary corrections. They also appear in a notification email sent to the preparer.
10	Approved deals become Active immediately upon approval and the Ledger Export segments are populated with configured accounts.
11	Rejected deals move to Incomplete status and the Ledger Export still shows the “Pending Approval” text in Segments 3 & 4.
12	All Accounting Analysts are notified of the rejection via an email notification even if they were not the preparer of the deal. When Accounting Analysts login they see a To-Do to Correct Deal Details in Deal History. Clicking on this To-Do takes the user to the History tile where they are able to see the rejection event, additional instructions, and the reason for rejection mentioned in step 8. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually. The Correct Deal Details will only be removed after the deal is rebooked.
13	When a deal is in Incomplete status an info message is displayed on Deal History, Deal Summary, Schedule, and Asset Management.
14	The Preparer corrects the concerns noted in the rejection event.
15	The Preparer must re-book using an enqueued To-Do for Book Deal and Reclassify the lease. Once the Book and Classification buttons are acted on and dequeued from Deal History the approval path starts over, and the status is Pending Approval.

Steps to Modify Deal Using an Import (MDIW)

Step	Action
1	A Preparer navigates to the Bulk Import workspace.
2	A warning message appears onscreen when the workflow is ‘On’.
3	Validate the MDIW. The same warning message remains for this step.

Step

Action

A Preparer navigates to the Bulk Import workspace.

A warning message appears onscreen when the workflow is ‘On’.

Validate the MDIW.

The same warning message remains for this step.

Step	Action
4	After successful import a new message appears informing users of the need for imported deals to be approved. Note: With the Auto-generate Accounting Classification Analysis and Book Deal box checked the deal will go directly into the approve/reject workflow.
5	Deal Summary shows the Status is Pending Approval.
6	Preparers are not able to approve deals that they enter.
7	Ledger Export has “Pending Approval” text in Segments 3 & 4.
8	All users with the Accounting Approver Can Act As will see the To-Do to Approve Deal in Deal History when logging in. Clicking on this To-Do takes the user to Deal Summary to continue review and this is where they access the Approve / Reject button which is at the bottom of the page. The approver is able to view the Deal History, Deal Summary, Asset Management, and Accounting Classification but cannot make any changes. Note: If a Book or Accounting Classification To-Do button is present for a deal it cannot be approved. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually.
9	When the Approver clicks on the Approve / Reject button and lands in the Approve/Reject workspace this is where they log their decision and add required comments. Note: The comments should be very clear as to what needs correction if rejecting the deal. These comments appear in the Deal History, History and should guide the Preparer through the necessary corrections. They also appear in a notification email sent to the preparer.
10	Approved deals become Active immediately upon approval and the Ledger Export segments are populated with configured accounts.
11	Rejected deals move to Incomplete status and the Ledger Export still shows the “Pending Approval” text in Segments 3 & 4.
12	All Accounting Analysts are notified of the rejection via an email notification even if they were not the preparer of the deal. When Accounting Analysts login they see a To-Do to Correct Deal Details in Deal History. Clicking on this To-Do takes the user to the History tile where they are able to see the rejection event, additional instructions and the reason for rejection mentioned in step 8. To-Dos cannot be deleted when created as part of the workflow and cannot be created manually. The Correct Deal Details will only be removed after the deal is rebooked.

Step	Action
13	When a deal is in Incomplete status an info message is displayed on Deal History, Deal Summary, Schedule, and Asset Management.
14	The Preparer corrects the concerns noted in the rejection event.
15	The Preparer must re-book using an enqueued To-Do for Book Deal and Reclassify the lease. Once the Book and Classification buttons are acted on and dequeued from Deal History the approval path starts over, and the status is Pending Approval.

Additional Information

Deals in Incomplete or Pending Approval status are excluded from the MEC processes in LeaseAccelerator. The books for these leases will not be ‘closed’ if they have not been approved prior to close.
Deals in Incomplete or Pending Approval status are excluded from nightly maintenance procedures so they will not go into evergreen if they have backdated commencement dates.
- On that same note, if the “Auto-Record Default EOT Event” button is present it will not record the event if clicked. This will be hidden in future iterations of the feature for deals in Incomplete or Pending Approval status.
If a deal is rejected and correction is required for Unit Price, Product Category, Product Number, Manufacturer, or Description, then it must be deleted and re-entered since these are not editable once a deal is booked. In order to delete the deal, the user must have privileges to do so. If the deal in question is a Modified deal (M00#), then you must follow the approved Modification Rollback workflow to be able to re-enter the modification.
When the workflow is on, users that are neither an “Accounting Analyst” nor an “Accounting Approver” will only be able to enter, book, and classify (as allowed by permissions) and will not be able to approve a lease. This applies to Power Users, as well.
Deals created prior to turning on the workflow will not be eligible to go through the approve/reject workflow when it is turned ‘on’.
Likewise, deals created when the workflow is on and are in Incomplete or Pending Approval status, must proceed through the approve/reject workflow even if the feature is turned ‘off’.
Note that when the MDIW import workflow is turned ‘on’ any modifications coming in via API will also go through the steps for approve/reject.

As with all new features, LeaseAccelerator encourages you to take advantage of the Preview period to explore their functionality.