Transactions

Use the Transactions page to view all transactions posted for a contract and to create one-time manual transactions outside the contract payment Begin Date and End Date.

Lucernex generates recurring expense transactions automatically with a Batch ID in the Internal Account Coding section. Each batch ID is unique and has a prefix that indicates what created it. Select the Batch ID to display data about the record type that generated the transaction. Transactions you create manually have no batch ID. Do not duplicate payments on the Transactions page.

Navigate to Contract > Payment Info > Transactions in the navigation pane on the left side of the page.

Add a transaction

Select Add Item in the Actions menu.
Complete the form.
- Group: Select a payment group or add a new group.
  
  Groups are the first level of organization. These are the parents of types, and grandparents of categories. Use groups, types, and categories to simplify reporting.
- Type: Select a type or add a type and select it. Type is associated with account numbers in your integrated accounting system and is also associated with your lease accounting schedule. Ensure that you select the correct type for your transaction.
- Category: Select a payment category or add a new category and select it.
  
  Categories are the third level of organization in Lucernex. These are the children of types, and grandchildren of groups. Groups, types, and categories simplify reporting.
- Payment Transaction Dates:
  - Effective Date / Effective End Date: Effective date of the transaction. Think of this as your billing period.
  - Posting Date: Date to send the transaction to the accounting system.
  - Due Date: Payment due date.
  - Coverage Begin / End Date
- Base Amount: Amount of the payment.
- Invoice Date: Date of the invoice.
- Invoice Ref#: Invoice reference number.
- Tax amounts in currency values:
  - Primary Tax
  - Secondary Tax
  - Tax Amount #3
- Freight Amount: Shipping costs.
- Other Amount
- Taxes Included In Amount?: If Base Amount includes taxes, select this option.
- Total Amount: Becomes editable when you select Taxes Included In Amount?.
- Currency: Select the currency of the transaction. Defaults to the default currency on your contract. Select the currency of the transaction.
- Description
- A / R Flag: Select if this is an accounts receivable item. These items are also known as income items.
  
  As part of their lease, lessees (typically sub-lessees) may sometimes receive a discount if they make payments within a certain period before the due date. If your System Administrator is leveraging Lucernex's Early Payment Discount Option for A/R Leases, this may impact the Transaction Payment Due Date.
- Credit Flag: Select if this transaction is a credit item.
- Remit Message: Message that appears on the memo line of a check.
- Internal Ref#: Internal reference number.
- Payment Method: Select the payment method or add a new item.
- Bank Routing#: Bank routing number.
- Bank Account#: Bank account number.
- Payment Date
- Amount Paid
- Payment/Check Ref#: Payment / check reference number.
- Organization: Select the organization from which this payment should be debited or add an organization.
  
  Select an organization then View to display information about that organization.
- One-Time Expense: Automatically selected when you manually create a transaction.
- Acct/Ref#: Account reference number.
- Approval / Additional Comments: Enter comments in the large field in the section.
- Documents: Add supporting documentation to your transaction. Select Add Documents then select or upload documents and select Add Selected Documents.
Select Save Changes in the Actions menu.

If allocations or taxes are configured for the related expense setup, the Allocate Transaction? window opens. Choose the allocation and tax options you want then select Yes, otherwise select No.

Example

If multiple vendor or expense allocations exist on the expense setup, choose the allocation to use for the transaction.

If the effective date and the due date of the transaction fall in different allocation terms, select whether to allocate based on the effective date or the due date of the transaction.

One-Time Transaction Allocations Example
Item	Date OR Date Range
Vendor Allocation A	01/01/2020 – 12/31/2020
Vendor Allocation B	01/01/2021 – 12/31/2021
Effective Date of One-Time Transaction	12/20/2020
Due Date of One-Time Transaction	01/31/2021

Since the Effective Date of the transaction falls during the term of Vendor Allocation A and the Due Date of the transaction falls during the term of Vendor Allocation B, the system asks if you want to allocate using the effective date or the due date.

If taxes are configured for your expense setup, the system asks whether to apply taxes to the transaction.

The transaction appears in the Contract Payments List.

Approve the transaction.

Edit a transaction

Once you mark a transaction processed, you cannot change it. Do not select the Processed Flag unless you are certain you do not want to make any further changes.

If you have a tax rate at the location-level, the system asks whether you want to recalculate your taxes prior to saving your transaction.

Select the transaction to edit in the Contract Payments List.

Transaction data populates on the page.
Make your changes.

If required, in Approvals / Additional Comments select hold and processed options:
- Hold Flag: Select to mark this transaction with a hold flag.
- Processed Flag: Select to mark the transaction processed. The system assigns a transaction number to identify that transaction. Once you mark a transaction processed, you cannot make any further changes.
  
  Do not select Processed Flag unless you are certain you do not want to make any further changes.
Select Save Changes in the Actions menu.

The page refreshes. Your changes are saved.

Delete a transaction

You can delete transactions that are not marked processed.

Select the transaction you want to delete from the Contract Payments List.

The transaction data populates on the page.
Select Delete Item in the Actions menu.
In the confirmation dialog that opens, select Yes.

The transaction is removed from the Contract Payments List.

Import and reconcile a rent invoice

Rent often needs to be paid before a landlord’s invoice is received. In these cases, Lucernex payment transactions are generated first, and the associated expenses must later be matched to the landlord’s invoice.

Instead of using a lengthy manual process to reconcile transactions, upload a PDF invoice and extract its details by using the Import Invoice option on the Contract > Payment Info > Transactions page. The system automatically compares the invoice with transactions on the contract and identifies potential matches that you can review and verify.

To use this feature, contact Accruent Support to request that Allow LX Invoice is turned on in the Manage Company page of your firm.

If your organization uses custom layouts, you may need to recreate your layout to display the Import Invoice button.

Additionally, Lucernex supports portfolio-based invoice matching as an optional configuration. When turned on, changes made to expense group, expense type, and category mappings for an invoice line item are reused across other contracts that belong to the same portfolio. When turned off, invoice matching behavior remains contract-specific and training is applied only to the current contract.

To use this feature, contact Accruent Support and request that enablePortfolioInvoiceMatch is turned on in your firm.

On the Contracts module, select Payment Info > Transactions.
Select Import Invoice.
If you have not uploaded the invoice PDF on the Documents tab:
1. Select the folder to upload to.
2. Select Upload.
3. Complete the dialog that opens:
  - Description
  - File Type: Document.
  - Author: Author of the document.
  - Release Document Immediately: Select to make this document immediately available to everyone. Cleared to make the document only visible to you.
  - Send email notifications?: Select to send a notification to anyone who is a member of the folder where you are uploading the document. Add Recipients and complete the Email Title and Email message.
  - File Name: Select Choose Files and select the PDF to upload.
4. Select Upload.
Select the PDF and select Analyze Document.

If the invoice was previously analyzed, Analyze Document uses the stored results. To force the invoice to be reprocessed and discard previously trained values, select Clear Cache and Analyze.

The Invoice Review dialog opens. When analysis is complete, select >> to expand the Analyze Invoice Document pane to fill the screen. Select << to collapse it.

Select Previous, Next, Rotate (°), Zoom In, Zoom Out, and Reset Zoom to navigate and explore the invoice.

The Invoice Information section of the Analyze Invoice Document tab contains information extracted from the invoice and lists each invoice line item.
If required, edit the Invoice Information:
- Invoice Number
- Vendor Name
- Due Date
- Service Start Date
- Service End Date
- Remit Message
If required, edit invoice line items:
1. Double-click a field in the line item you want to edit.
2. Enter the values you want for each field.
3. Select Update.
  
  If you make changes to invoice line items and want navigate to a different invoice, select Save to retain your edits.
If required, add additional items:
1. Select Add item.
2. Enter item details:
  - Invoice Line Item Name
  - Amount
  - Remit Message
  - Comments
3. Select Add.
To download the invoice line items as an Excel spreadsheet, select Download into Excel .
If required, add transactions:
1. Select Add Payment Transaction.
2. Complete the Add Payment Transaction form.
  - Group: Select a payment group or add a new group.
    
    Groups are the first level of organization. These are the parents of types, and grandparents of categories. Use groups, types, and categories to simplify reporting.
  - Type: Select a type or add a type and select it. Type is associated with account numbers in your integrated accounting system and is also associated with your lease accounting schedule. Ensure that you select the correct type for your transaction.
  - Category: Select a payment category or add a new category and select it.
    
    Categories are the third level of organization in Lucernex. These are the children of types, and grandchildren of groups. Groups, types, and categories simplify reporting.
  - Payment Transaction Dates:
    - Effective Date / Effective End Date: Effective date of the transaction. Think of this as your billing period.
    - Posting Date: Date to send the transaction to the accounting system.
    - Due Date: Payment due date.
    - Coverage Begin / End Date
  - Base Amount: Amount of the payment.
  - Invoice Date: Date of the invoice.
  - Invoice Ref#: Invoice reference number.
  - Tax amounts in currency values:
    - Primary Tax
    - Secondary Tax
    - Tax Amount #3
  - Freight Amount: Shipping costs.
  - Other Amount
  - Taxes Included In Amount?: If Base Amount includes taxes, select this option.
  - Total Amount: Becomes editable when you select Taxes Included In Amount?.
  - Currency: Select the currency of the transaction. Defaults to the default currency on your contract. Select the currency of the transaction.
  - Description
  - A / R Flag: Select if this is an accounts receivable item. These items are also known as income items.
    
    As part of their lease, lessees (typically sub-lessees) may sometimes receive a discount if they make payments within a certain period before the due date. If your System Administrator is leveraging Lucernex's Early Payment Discount Option for A/R Leases, this may impact the Transaction Payment Due Date.
  - Credit Flag: Select if this transaction is a credit item.
  - Remit Message: Message that appears on the memo line of a check.
  - Internal Ref#: Internal reference number.
  - Payment Method: Select the payment method or add a new item.
  - Bank Routing#: Bank routing number.
  - Bank Account#: Bank account number.
  - Payment Date
  - Amount Paid
  - Payment/Check Ref#: Payment / check reference number.
  - Organization: Select the organization from which this payment should be debited or add an organization.
    
    Select an organization then View to display information about that organization.
  - One-Time Expense: Automatically selected when you manually create a transaction.
  - Acct/Ref#: Account reference number.
  - Approval / Additional Comments: Enter comments in the large field in the section.
  - Documents: Add supporting documentation to your transaction. Select Add Documents then select or upload documents and select Add Selected Documents.
3. Click Add.
Review invoice line items to be matched:
- Edit line items, then select Update to apply your changes.
- For missing line items, select Add Item and enter Invoice Line Item Name, Amount, and remaining information, then select Add.
Allocate each Invoice Line Item to a payment transaction:
1. Select the Invoice Line Item to match.
2. Select the payment transaction that matches the selected Invoice Line Item.
  
  Only payment transactions with a matching currency are available for selection. Transactions with a different currency are excluded from the list.
  
  Best matches are at the top of the list.
  
  Amount Not Allocated reduces by the Total Amount of the payment transaction and Amount Allocated increases by that amount.
  
  If the Total Amount of the payment transaction is greater than the Invoice Line Item Amount, enter the amount you want to allocate in the Partial Allocation Required dialog that opens then select OK.
Resolve discrepancies.
When complete, select Save.

The Confirmation Transaction Changes window opens with the transactions you selected in the Invoice Review dialog.
Review the items to be allocated and select Confirm & Save.

The Landlord Invoice Information section of allocated transactions is updated with the invoice line item details.

When allocation is complete for a Transaction, Is Reconciled is set to Yes and that transaction no longer displays in the Payment Transaction section of the Invoice Review window.

View the invoices that are allocated to payment transactions on the Invoices page.

Import transactions

Import and update transactions by downloading a template spreadsheet with the current transactions, editing it and uploading the modified spreadsheet.

Select Import Data in the Actions menu.
In the Upload Spreadsheet dialog that opens, select Download Spreadsheet.
Edit the spreadsheet that downloads to your browser downloads folder to add or edit transactions, then save the spreadsheet.
In the Upload Spreadsheet dialog, select Browse, select the spreadsheet, then select Open.
Select whether you want the import to stop on the first error or continue until the end.
Select Import.

The Upload Spreadsheet dialog indicates the number of records created and updated.

Copy a transaction

The system marks duplicate transactions as a one-time expense even when the original is not.

The system copies these values to duplicate transactions:

Group
Type
Category
Base Amount
Currency
A / R Flag
Credit Flag

Select the transaction to copy in the Contract Payments List.
Select Copy Transaction in the Actions menu.
In the Payment Transaction Copy window that opens, select or clear the options in the Copy section to indicate the aspects of the original transaction you want to copy.
Click OK.

The transaction is duplicated. A success dialog box appears.
Approve the transaction.

Create pass-through payments

Create pass-through payments to pass responsibility for a payment from a master contract to a sublease. Pass-through payments are only available at the master contract-level.

Prerequisites

Select Pass-through Payments in the Actions menu.
In the Create Pass-through Payments window, select the sublease contracts to create pass-through payments for.
Select Create Pass-through payments.
To view the pass-through payments, select the name of the sublease you want to view.

The contract name in the success message is a link to the transactions page of the sublease.

The pass-through transaction appears in the Transactions List.