Transactions - Equipment Contract Module

To add a transaction:

1. Click Add Item.

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

2. Select the payment 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.

   Important!

   For transactions, the Type is associated with account numbers in your integrated accounting system. The Type is also associated with your lease accounting schedule. Ensure that you select the correct type for your transaction.

4. Select the payment 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. Enter the following dates:

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

   • Effective Date / Effective End Date: Enter the dates the transaction is effective.

     This can also be thought of as your billing period.

   • Posting Date: Enter the date the transaction going to be sent to the accounting system.

   • Due Date: Enter the date the payment is due.

     Note:

     The Coverage Begin / End Date will populate with your Payment Begin / End Date.

6. Enter the amount of the payment in the Base Amount field.

7. Enter the date of the invoice in the Invoice Date field.

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

8. Enter the invoice reference number in the Invoice Ref# field.

9. Enter the tax amounts—in currency, not percentage value—in the following fields:

   • Primary Tax

   • Secondary Tax

   • Tertiary Tax

10. Enter any shipping costs in the Freight Amount field.

11. Enter any other amounts in the Other Amount field.

12. Select the Taxes Included In Amount? check box if taxes are included in the value you entered in the Base Amount field.

    The Total Amount becomes editable. If you need to make changes to the value in the Total Amount field, you may now do so.

    Note:

    The value in the Currency defaults to the default currency on your contract. If you want to change the currency, select the appropriate currency from the field.

13. Enter a description of the payment in the Description field.

14. If this transaction is an accounts receivable item, select the A / R Flag check box.

    These items are also known as income items.

15. If this transaction is a credit item, select the Credit Flag check box.

16. Enter a remittance message in the Remit Message field.

    This is the message that will appear on the memo line of a check.

17. Enter the internal reference number, if you have one, in the Internal Ref# field.

18. Select the payment method from the Payment Method field.

    Create a new group or category.

19. Enter the bank routing number in the Bank Routing# field.

20. Enter the bank account number in the Bank Account# field.

21. Enter the payment date in the Payment Date field.

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

22. Enter the amount paid in the Amount Paid field.

23. Enter the payment/check reference number in the Payment/Check Ref# field.

24. Select the organization from which this payment should be debited from the Organization field.

    To add an organization, follow the Add an Organization procedures.

    You can view an organization’s information by selecting an organization from the field and then clicking the View .

25. Select the vendor that this payment should be paid to from the Vendor field.

    To add an employer, vendor, or legal party, follow the Add a Vendor procedures.

    You can view an vendor’s information by selecting a vendor from the field and then clicking the View .

    Note:

    Since you are creating a transaction manually, the One-Time Expense check box will be automatically selected.

26. Enter the account reference number in the Acct/Ref# field.

27. Enter any comments in the large field in the Approval / Additional Comments section.

28. To add supporting documentation to your transaction:

    1. Click Add Documents.

    2. Upload a Document.

29. Click Save Changes.

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

    The page refreshes. The transaction appears in the Equipment Contract Payments List.

30. To approve the transaction, see the Approve Payments procedures.

To edit a transaction:

1. Select the transaction you want to edit from the Equipment Contract Payments List.

   The transaction 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.

To delete a transaction:

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

   The transaction 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 page refreshes, and the transaction no longer appears in the Equipment Contract Payments List.

To take action on a transaction:

1. Select the transaction you want to take action on from the Equipment Contract Payments List.

   The transaction data populates on the page.

2. Scroll down to the Approvals / Additional Comments section.

3. If this transaction should be marked with a hold flag, select the Hold Flag check box.

   The Hold flag flows from the recurring expenses to the transaction record to show that the payment is on hold. The Hold flag will NOT prevent rent from being generated. To learn more about the Hold flag, see our article Hold and Processed Flags.

4. Once the transaction has been processed, select the Processed Flag check box.

   Once processed, a transaction is assigned a transaction number which can be used to identify the transaction.

   Important!

   Once a transaction has been marked as processed, you cannot make any further changes. Do not select the Processed Flag check box unless you are certain you do not want to make any further changes. To learn more about the Processed flag, see our article Hold and Processed Flags.

5. Click Save Changes.

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

   The page refreshes. Your changes are saved.

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.

A duplicate transaction will be marked as a “one-time expense" even if the original is not.

The following values will be copied in a duplicate transaction:

• Group

• Type

• Category

• Base Amount

• Currency

• A / R Flag

• Credit Flag

To duplicate a transaction:

1. Select the transaction you want to duplicate from the Equipment Contract Payments List.

   The transaction data populates on the page.

2. Click Copy Transaction.

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

   The Payment Transaction Copy window opens.

3. Select or clear the check boxes in the Copy section to indicate the aspects of the original transaction you want to copy.

4. Click OK.

   The transaction is duplicated. A success dialog box appears.

   The transaction will still need to be approved. See the Approvals Process procedures to learn how.

The pass-through payments functionality is used to pass responsibility for a payment from a master contract to a sublease. Pass-through payments can only be created at the master contract level. Make sure that you are viewing your master contract.

To create pass-through payments:

1. Click Pass-Through Payments.

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

   The Create Pass-Through Payments window opens.

2. Select the check boxes next to the sublease contracts for which you want to create pass-through payments.

3. Click Create Pass-through payments.

   A success message appears at the top of the window.

4. To view the pass-through payments, click 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 Equipment Contract Payments List.

Transactions generated by Lucernex have a Batch ID in the Internal Account Coding section of the Transactions page. Each Batch ID is unique and has a prefix that tells you how the transaction was created.

To view the type of record which generated a transaction:

• Click the value in the Batch ID field.

  A View [Record Type] window opens. This window displays data relevant to the record type that was used to generate the transaction.

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.