Complete the Alternate Rent Spreadsheet
Use the Alternate Rent Import Spreadsheet to import alternate rent data to a contract in bulk. Our Professional Services team created this spreadsheet as a best practice template. View populated Alternate Rent Schedule import spreadsheet.
Prerequisites and recommendations for importing a spreadsheet
This section contains prerequisites for importing a spreadsheet and recommendations to import spreadsheet data correctly.
Lucernex file import supports XLS, XLSX, and XML format.
Failure to comply the prerequisites and recommendations in this section, may result in incorrect data in the system.
Prerequisites
-
System Administrator access to the Import Data page.
-
Download a new copy of the import spreadsheet to ensure system changes are captured and to avoid carrying over errors from previous data imports.
-
Give your spreadsheet a unique name so that you can track changes.
-
Plan large uploads (more than 2,000 rows) after normal business hours.
-
Test the import in TRAIN before importing to PRODUCTION
Recommendations
-
Do not change column header names
-
Do not add new sheets to the spreadsheet
-
Do not change the name of the spreadsheet tab, unless instructed to do so
-
Hide columns you do not plan to use, but do not delete them
-
Ensure the file extension of the import file matches the file type of a supported import file format such as XLS, XLSX, and XML.
-
To clear a field that currently contains a value in the system, type Null.
-
To skip entering a value in a field, leave the field in the spreadsheet blank.
-
Ensure all data exactly matches to avoid the system creating records with incorrect data. For example, contract names must include the same number of spaces.
-
Entering data on first available row after the header.
-
Avoid using special characters such as quotes and percentage signs
-
Enter dates in MM/DD/YYYY format.
-
To create a record, type FALSE in the Update Only column. To update a record, type TRUE in the Update Only column.
-
To enter multiple values for column headers with an asterisk * at the end, ensure each value is separated by a comma.
Enter Your Data in the Spreadsheet
To enter your data in the spreadsheet:
-
Save the file in a place where you will be easily be able to find it, with an easy-to-understand name.
-
Open the spreadsheet in a spreadsheet editor.
-
Use the Field Definitions section below as a reference for what data to enter in each column.
-
Enter your data in the appropriate columns.
Make sure to save frequently, to avoid accidentally losing your progress.
-
Review the data to ensure its accuracy.
-
Save the spreadsheet.
Field Definitions
The following table contains definitions for each field in the import spreadsheet. If you have questions about these fields, please contact your Accruent representative or Accruent Support.
|
Column |
Database Field Name (Row 2) |
Display Name (Row 3) |
Instructions |
|---|---|---|---|
|
A |
UpdateOnly |
UpdateOnly |
Enter False in this field to create a new record in the system. Enter True in this field to update an existing record. |
| B | RowType | RowType | Enter AlternateRentSchedule in this field. |
| C | ProjectEntityID | ProjectEntityID | |
| D | LxRecID | LxRecID |
Leave this field blank. It will be automatically populated by the system. |
| E | ContractName | Contract Name |
Enter the contract name. It is important that the contract name is formatted exactly as it appears in the system, including any spaces. |
| F | AlternateRentSchedule.ExpenseSetupID | ExpenseSetupID | Enter the expense setup ID of the expense setup record that should be associated with this alternate rent record. |
| G | ExpenseSetup.CodeExpenseGroupID | Expense Group | Enter the expense group in this field. |
| H | ExpenseSetup.CodeExpenseTypeID | Expense Type | Enter the expense type in this field. Entering the appropriate expense type is crucial, because an expense type is used to associate records with lease accounting schedules, AP export numbers, expense accrual accounts, percentage rent accrual accounts, and real estate tax accounts. |
| I | AlternateRentSchedule.BeginDate | Begin Date | Enter the begin date in MM/DD/YYYY format in this field. |
| J | AlternateRentSchedule.CodeAltRentMathID | Alt Rent Math | Leave this field blank. |
| K | AlternateRentSchedule.PRDeductExclusions | Deduct Exclusions? | Enter TRUE in this column if you would like to continue to deduct exclusions from your percentage rent. |
| L | AlternateRentSchedule.Description | Description | Write a description of the record. |
| M | AlternateRentSchedule.EndDate | End Date |
Enter the end date in MM/DD/YYYY format in this field. You may not know the end date of your alternate rent period. |
| N | AlternateRentSchedule.ExpenseReductionAmount | Expense Reduction Amount | This field reduces the amount of a generated transaction by a fixed amount. Enter the fixed amount in this field. |
| O | AlternateRentSchedule.ExpenseReductionPercent | Expense Reduction Percent | This field reduces the amount of a generated transaction by a percentage amount. Enter the percentage amount in this field. |
| P | AlternateRentSchedule.SetPRHoldFlag | Hold Percent Rent? |
Enter TRUE in this field to set a Hold flag on all percentage rent transactions generated while the contract is in alternate rent. To exclude transactions on hold, you MUST have a filter for the Hold flag on your integration. |
| Q | AlternateRentSchedule.SetExpHoldFlag | Hold Recurring? |
Enter TRUE in this field to set a Hold flag on all recurring expense transactions generated while the contract is in alternate rent. To exclude transactions on hold, you MUST have a filter for the Hold flag on your integration. |
| R | AlternateRentSchedule.CapAmount | Monthly Max Cap(Ceiling) | Enter the maximum, or ceiling cap for alternate rent in this field. |
| S | AlternateRentSchedule.FloorAmount | Monthly Min Cap(Floor) | Enter the minimum, or floor cap for alternate rent in this field. |
| T | AlternateRentSchedule.Notes | Notes | Add any notes about the record. |
| U | AlternateRentSchedule.PercentRentRate | Percent Rent Rate | Enter the percent rent rate you would like to pay while your contract is in alternate rent and you are paying a percentage of gross sales in this field. |
| V | AlternateRentSchedule.CodeSalesGroupID | Sales Group |
In alternate rent scenarios, different sales figures can apply. Enter the appropriate sales group in this field. Any percentage rent schedules with this sales group will be affected if they fall within the time range of the alternate rent schedule. |
