Expense Accruals - Contract Module

1. Click Add Item.

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

2. Select the expense group from the Group field.

   Create a new group or category.

   Groups are the first level of organization in Lucernex. Groups are the parents of types, and grandparents of categories. Groups, types, and categories are used to simplify reporting.

3. Select the expense type from the Type field.

   To add an expense type, follow the Add an Expense Type procedures.

4. Select the expense category from the Category field.

   Create a new group or category.

   Categories are the third level of organization in Lucernex. Categories are the children of types, and grandchildren of groups. Groups, types, and categories are used to simplify reporting.

5. Select Accrual from the Record Type field.

6. Enter a description in the Description field.

   The Rentable Area, Area Unit, and Currency fields should pre-populate with the values you entered at the contract level.

7. Enter a message in the Accrual Message field.

8. Enter notes in the Notes field.

9. Select the covenant you want to associate with this expense accrual from the Covenant field.

10. Enter the section of the document that is associated with this expense accrual in the Section field.

11. If this expense accrual is associated with an amendment, select the amendment from the Amendment field.

    You can view information about an amendment by selecting an amendment from the field and then clicking the View .

12. Click Save Changes.

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

    The page refreshes. The expense accrual appears in the Expense Accruals List.

13. Select the expense accrual record you just created from the Expense Accruals List.

14. Click Add Expense Accrual Schedule in the Expense Accrual Schedule section of the page.

    The Add Expense Accrual Schedule window opens.

15. Select the appropriate information from the following fields:

    • Begin Period

    • End Period

    • Begin Year

    • End Year

16. Enter the annual amount in the Annual Amount field.

    The system will automatically calculate the period amount, the accrual rate, the first period amount, and the last period amount.

17. Enter any notes in the Notes field.

18. Click Add.

    The expense accrual schedule appears in the Expense Accrual Schedule section of the page.

19. Click Save Changes.

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

    The page refreshes. Your changes are saved.

1. Select the expense accrual you want to edit from the Expense Accruals List at the top of the page.

   The data populates on the page.

2. Make your changes.

3. Click Save Changes.

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

   The page refreshes. Your changes are saved.

1. Select the expense accrual you want to delete from the Expense Accruals List at the top of the page.

   The data populates on the page.

2. Click Delete Item.

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

   A dialog opens, asking you to confirm your choice.

3. Click Yes.

   The expense accrual is deleted. It no longer appears in the Expense Accruals List.

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 view the audit log:

1. Select the record whose audit log you want to view from the list at the top of the page.

2. Click Audit Log.

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

   The Audit Log window opens, displaying a list of changes.

   There are three click-able areas in the Audit Log:

   • If you click a link in the Entity column a window will open with all activity for the associated entity.

   • If you click a link in the Item ID column a window will open with all activity for a specific item, such as a straight line summary record for a contract. The Item ID is a unique identifier that persists indefinitely for that particular record.

   • Occasionally items in the Old Value or New Value columns will be hyperlinked because those fields are hyperlinked in the system. These hyperlinks have no associated functionality.

You can create a printable view of the data on the page.

1. If the page has a list layout, select the record you want to print from the list at the top of the page.

2. Click Printable View.

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

   A window opens, with the page data in a printer-friendly format.

3. Print the contents of the window.

These procedures describe how to add an expense accrual using the wizard. To generate accruals manually, see the Add an Expense Accrual procedures above.

To generate expense accruals using the wizard:

1. Click Create Wizard.

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

   The Create Expense Accruals window opens.

2. Select the check box next to the expense setup record for which you want to create an expense accrual.

3. Click Create Accrual Setup Records.

   The window closes, and the Expense Accruals page refreshes. Your new expense accrual record appears in the Expense Accruals List.

To generate an expense accrual:

1. Click Generate Accruals.

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

   The Generate Accruals window opens.

2. Select the period you want to generate accruals for from the Period to Generate field.

3. Select the year you want to generate accruals for from the Year field.

4. Enter the following dates:

   • Posting Date

   • Batch Date

     You can also click Calendar to open the Date Picker and select the appropriate date.

5. Select whether you want to generate accruals for a single contract or all contracts in your portfolio from the Generate Option field.

6. Select the portfolio you want to generate accruals for from the Portfolio field.

   All Portfolios is selected by default.

7. Click OK.

   The window closes. A Success window opens.

8. Click OK.

   The dialog box closes.

9. To view the accrual transaction, navigate to Contract > Accrual Info > Transactions.

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

   The accrual transactions appear in the Contract Accruals List.

   Important!

   An accrual transaction is not a payment. It is a journal entry.

The Estimated Accrual tool helps users set aside funds for expected retroactive payments.

To use the estimated accruals functionality:

1. Click Est. Accruals.

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

   The Estimated Accrual Setup Step 1 window opens.

2. Select the check box next to the expense setup record for which you want to create an estimated accrual.

3. Click Next.

   The Estimated Accruals Setup Step 2 window opens.

4. Select the beginning period of the accrual from the New Begin Period field.

5. Select the beginning year of the accrual from the New Begin Year field.

6. Select the ending period of the accrual from the New End Period field.

7. Select the ending year of the accrual from the New End Year field.

   Note:

   The current annual amount of your expense setup appears in the Current Annual Payment Amount field.

8. Do one of the following:

   • Enter your new annual payment amount in the New Annual Payment Amount field, OR

   • Enter the percentage increase in the Percent Payment Amount Increased field.

     The system will calculate the value you do not enter, and will display your accrual period amount and accrual annual amount.

9. Enter a message that you want to appear on the memo line of the accrual in the Accrual Message field.

10. Enter a description of the accrual in the Accrual Description field.

11. Click Create Accrual.

    A Success window opens. Your accrual setup is generated.

12. Click OK.

    The window closes. Your accrual setup appears in the Expense Accruals List.

To delete payments:

1. Click Delete Accrual Payments.

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

   The Delete Accrual Payments window opens.

2. Select the Payment Period.

3. Select the payment Year.

4. Enter the Posting Date.

   You can also click Calendar to open the Date Picker and select the appropriate date.

5. Enter the Batch Number.

6. Select the Accrual Type.

7. Select the Delete Option you want:

   • Single Contract: Only delete payments for the contract you are currently viewing.

   • Payables: Only delete payable payments for the contract you are currently viewing.

   • Receivables: Only delete receivable payments for the contract you are currently viewing.

   • All Contracts: Only delete payments for all contracts.

8. Select the portfolio from which you want to delete payments from the Portfolio field.

   All Portfolios is selected by default.

9. Click OK.

   A dialog opens, asking you to confirm your choice.

10. Click OK.

    A Success window opens. You receive an email confirmation confirming that the payments were deleted.

To utilize the Plan / Forecast tool, you must first have planning and forecasting enabled for your firm. To learn how to enable planning and forecasting for your firm, see our Planning / Forecasting Set Up article.

To generate your plan / forecast:

1. Click Plan / Forecast.

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

   The Generate Plan / Forecast window opens.

2. Select the whether you want to generate a plan, a forecast, or a plan and a forecast from the Type to Generate field.

3. Select the Fiscal Year.

4. Select the Starting Period.

5. Select the Ending Period.

6. Select the Plan / Forecast Based On method for the new record:

   • Expense Setup: Use the calculation method specified at the expense setup level.

   • Expense Schedule: Use the related expense schedule to calculate the plan / forecast values.

   • Last Accrual Transaction: Use the last accrual transaction of the prior year to calculate the plan / forecast values.

   • Payment Transaction - Past 12 Months: Use existing payment transactions for the last 12 months to calculate the plan / forecast values.

   • Payment Transaction - Past 6 Months: Use existing payment transactions for the last 6 months to calculate the plan / forecast values.

   • Payment Transaction - Prior Fiscal Year: Use existing payment transactions for the prior fiscal year to calculate the plan / forecast values.

   • Plan: Use the plan values to calculate amounts.

     This option is only available when creating a forecast record.

7. Select the Generate where Records option you want:

   • Records Exist: Only update existing plans / forecasts.

   • Records Do not Exist: Only update existing plans / forecasts.

   • Exist or Do Not Exist: Create / Update the plan / forecast.

8. In Generate Option, select whether to generate a plan / forecast for a single contract or all contracts from the field.

9. Select the Plan / Forecast Group want to generate a plan / forecast for.

   All Plan / Forecast Groups is selected by default.

10. Select the Portfolio to generate plans / forecasts for.

    All Portfolios is selected by default.

11. Click OK.

    The page refreshes. The Expense Accruals List displays the records.

You can save a page to your documents.

1. Click Save to Documents.

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

   A window opens.

2. Select the folder where you want to save the document from the Folder for Generated Document field.

3. Enter a File Name.

4. Select Send email notifications? to send an email notification to anyone who is a member of the folder.

5. Click Save.

   The window closes. The document is saved.

6. To view your document:

   1. Navigate to the Documents page.

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

      The Documents page is a third-level tab under the Details sub-tab.

   2. Navigate to the folder where you saved the document.

      The document will appear in the folder.

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.

The Link provides direct links and XML data for exports into TRAIN.

• To access the Links to this page window, click Link.

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

  The Links to this page window opens.

Entity Links

• Page URL for current [Entity]: Provides the link for the current page in the UI.

• Page URL for [Entity] '[Name Here]': Provides a direct link to the page in the UI for the specific entity that you are currently viewing.

  This URL is useful when you want to share a direct link to a page via email.

• Top Menu Item URL for current [Entity]: Provides a direct link to this page for use in your top menu.

Export as XML Options

To export XML data for this page:

1. Enter any XML elements you want to include in the XML element includes field.

2. Enter any XML elements you want to exclude in the XML element excludes field.

3. Select or clear the following check boxes as necessary:

   • Want firm defined fields: Include your user-defined fields.

   • Want referenced records: Include referenced records, such as location data for a contract.

   • Include all records of this type: Include all records of a particular entity type, such as a contract, location, or portfolio.

   • Importing into a different firm / env: Select if you will be importing this data into a different firm or environment.

4. Click Export.

   The export processes. An Export Status window opens.

5. Click Save XML File.

   A Save dialog box opens.

6. Save the file somewhere you will be able to find it on your computer.