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Complete the Use Based Rent Import Spreadsheet

The Use Based Rent Import Spreadsheet can be used to import use based rent records in bulk.

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.

Important!

Failure to comply the prerequisites and recommendations in this section, may result in incorrect data in the system.

ClosedPrerequisites

  • 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

ClosedRecommendations

  • 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.

ClosedDownload the Import Spreadsheet

To download the use based rent import spreadsheet:

  1. Navigate to Contract > Payment Info > Use Based Rent.

    Use the links in the Navigation Pane on the leftmost side of the page.

  2. Click Import Data.

    This displays in the Actions menu on the right side of the page.

    The Upload Spreadsheet window opens.

  3. Click Download Spreadsheet.

    Your computer prompts you to either save or open the spreadsheet file.

  4. Save the file in a place where you will be easily be able to find it, with an easy-to-understand name.

ClosedEnter Your Data in the Spreadsheet

To enter your data in the spreadsheet:

  1. Open the spreadsheet in a spreadsheet editor.

  2. If necessary, clear the existing data from the spreadsheet.

    If you have existing records on your contract, they will appear in the spreadsheet. Simply delete these rows from the spreadsheet if you do not want to edit them.

  3. Use the Field Definitions section below as a reference for what data to enter in each column.

  4. Enter your data in the appropriate columns.

    Make sure to save frequently, to avoid accidentally losing your progress.

  5. Review the data to ensure its accuracy.

  6. Save the spreadsheet.

ClosedField 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 5)

Display Name (Row 6)

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.
C ProjectEntityID ProjectEntityID

Enter the 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 UseBasedRent.CodeUseRentModelTypeID Model Type

Enter the model type. There are two model types available:

  • Count Based: When you enter the Count Based model type, the rent is calculated as the Unit Resource Rent Rate * the Number of Units Used by the Lessee.

    For example, if the per-instance rate of using a gate at an airport is $500 and the gate was used by an airline 25 times, the rent is $12,500.

  • Share Based: When you enter the Share Based model type, the rent is calculated as the Shared Resource Rent Rate * the Lessee Share.

    For example, if the monthly rate for leasing a baggage carousel at an airport is $50,000 and the lessee used the carousel 25% of the time, the rent is $12,500.

G UseBasedRent.AmendmentID Amendment If there is an amendment associated with this use based rent record, enter the name of the amendment.
H UseBasedRent.BeginDate Begin Date Enter the begin date of the use based rent record.
I UseBasedRent.CovenantID Covenant If there is a covenant associated with this use based rent record, enter the name of the covenant.
J UseBasedRent.CodeCurrencyTypeID Currency Type Enter the currency code used for this use based rent record.
K UseBasedRent.Description Description Enter a description of the use based rent.
L UseBasedRent.EndDate End Date Enter the end date of the use based rent record.
M UseBasedRent.CodeExpenseGroupID Expense Group Enter the expense group associated with this use based rent record.
N UseBasedRent.CodeExpenseTypeID Expense Type Enter the expense type associated with this use based rent record.
O UseBasedRent.Notes Notes Enter any notes about the use based rent record.
P UseBasedRent.CodeBillingFrequencyID Payment Frequency Enter Monthly in this column.
Q UseBasedRent.PeriodPaymentDueDays Period Payment Due Days Enter the payment due date.
R UseBasedRent.PeriodReportDueDays Period Report Due Days Enter the reporting date.
S UseBasedRent.RentYearStartMonth Rent Year Start Month Enter the rent year start month.
T UseBasedRent.CodeReportingFrequencyID Reporting Frequency Enter Monthly in this column.
U UseBasedRent.CodeUsageGroupID Usage Group Enter the usage group.

ClosedImport Data

These are generic procedures that are common across all or multiple areas of Lucernex. As such, these procedures do not call out specific navigation to the page.

To import data:

Important!

Test your import in the Train environment before you import to your Production environment, to avoid importing incorrect data.

  1. Click Import Data.

    This displays in the Actions menu on the right side of the page.

    The Upload Spreadsheet window opens.

  2. Click Download Spreadsheet if you need to download a spreadsheet for import.

    The spreadsheet downloads.

  3. Complete the spreadsheet.

  4. Save the spreadsheet with a unique title, so that you can identify it for tracking purposes.

  5. Click Browse in the Upload Spreadsheet window.

    An upload dialog box opens.

  6. Select the spreadsheet you saved in step 4.

  7. Do one of the following:

    • If you are doing a test import of your data in TRAIN, select the Continue till the end option.

      This will import the entire spreadsheet, with the exception of the lines that have errors. The system will give you a summary of the lines that had errors once the import is complete.

    • If you are importing your data in PRODUCTION, select the On first error option.

      This will stop the import if the system encounters an error, and the system will inform you which line had the error. You can then fix your import, remove the lines that have already been imported, and then re-import the spreadsheet.

  8. Click Import.

    The import starts.

    The import completes. A window with a summary of the results of your import displays.

  9. Click Close.

    The window closes. A dialog box opens, asking if you want to reload the page.

  10. Click Yes.

    The page refreshes. Your new data appears on the page.

View Import Results

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