Summary Page - Location Module

The Summary page of the Location module is where you will manage high-level details about your location.

A location in Lucernex is the physical place where one or more of your facilities is located. Locations are created either before or at the same time as a project, after the site selection has been finalized.

Locations can have a one-to-many relationship with your facilities—for example, there can be multiple offices in a building, or stores in a shopping mall. The Location module can also be used to store data about the complex or center where your facilities are located, the equipment stored or utilized at the location, or any work orders associated with the equipment.

An important thing to remember about locations is that tax rates stored at the location-level filter down to your contracts and equipment contracts unless they are overridden.

To navigate to the Summary page:

Navigate to Location > Details > Summary.

Use the links in the Navigation Pane on the leftmost side of the page.
Follow a procedure below.

Edit Location

To edit a location:

Click Edit.
This displays in the Actions menu on the right side of the page.
The page becomes editable.
Make your changes.

The following fields are editable:
- Group: Select the location group from this 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.
- Type: Select the location type from this field.
  
  If you want to create a new type, follow the Add a Type procedures.
  
  Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
- Category: Select the location category from this 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.
- Location ID: Enter the number which identifies the location in this field.
  
  This field is also known as the ClientEntityID, and can be used to import data.
- Portfolio: Select the portfolio this location should belong to from this field.
- Status: Select the location status from this field.
  
  Create a new group or category.
- Name: To learn our recommendations for naming locations, see our Naming Conventions in Lucernex walkthrough.
- Description: Enter a description of the location in this field.
- Center / Complex: Select the complex name from this field.
  
  A complex or center is used to track information about multi-tenant structures such as shopping malls.
  
  To learn how to add a complex or center to Lucernex, see the Manage Complex / Center Details page.
- Primary Use: Select the primary use of the location from the field.
  
  Create a new group or category.
- Gross Leasable Area: Enter the total area that can be leased.
- Parcel Area: Enter the parcel area in acreage.
- Area Measurement: Select the unit you will use for measuring your area.
- Photo: To learn how to upload a photo to an entity's Summary page, see the Upload a Photo to an Entity Summary Page article.
- Address
- City
- State
- Zip
- Country
- Region: Select the region and sub-region the location should belong to from this field.
  
  The values that appear in this field depend on the org chart of the portfolio you selected.
- Sub Region 1: Select the sub-region the location should belong to from this field.
  
  Create a new group or category.
- Sub Region 2: Select the secondary sub-region the location should belong to from this field.
  
  Create a new group or category.
- Latitude / Longitude: To learn how to automatically calculate an entity's latitude and longitude, see the Calculate Entity Latitude and Longitude article.
- Market: Select the market the location should belong to from this field.
  
  The values that appear in this field might depend on the org chart of the portfolio you selected.
  
  Create a new group or category.
- Sub Area 1: Select the sub-area the location should belong to from this field.
  
  Create a new group or category.
- Sub Area 2: Select the sub-area the location should belong to from this field.
  
  Create a new group or category.
- Currency: Select the currency for this location from the field.
- Time Zone: Select the appropriate time zone from the Time Zone field.
- Third-Party Warehouse: Enter the name of your third-party warehouse in this field.
  
  This field is typically used when a client has purchased materials and is storing them in a warehouse.
- Warehouse Size: Enter the size of the warehouse in this field.
- Organization: Select the organization that this location should belong to from this field.
  
  An organization is an internal cost center that is used for payment of expenses.
  
  To add an organization, follow the Add an Organization procedures.
- Acct. Ref #: Enter your accounting reference number in this field.
- Jurisdiction: Select the county that this location belongs to from this field.
  
  Contact Support if you need to have counties added to the system.
- Primary Tax (RE Contracts): Enter the primary tax rate you will use for this location.
  
  The value in this field will cascade down to any real estate contracts that do not have a primary tax rate.
- Secondary Tax (RE Contracts): Enter the secondary tax rate you will use for this location.
  
  The value in this field will cascade down to any real estate contracts that do not have a secondary tax rate.
- Tertiary Tax (RE Contracts): Enter the third tax rate you will use for this location.
  
  The value in this field will cascade down to any real estate contracts that do not have a third tax rate.
- Primary Tax (Equipment Contracts): Enter the primary tax rate you will use for this location.
  
  The value in this field will cascade down to any equipment contracts that do not have a primary tax rate.
- Secondary Tax (Equipment Contracts): Enter the secondary tax rate you will use for this location.
  
  The value in this field will cascade down to any equipment contracts that do not have a secondary tax rate.
- Tertiary Tax (Equipment Contracts): Enter the third tax rate you will use for this location.
  
  The value in this field will cascade down to any equipment contracts that do not have a third tax rate.
- Comments: Enter any comments about the location.
Click Save Changes.

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

The page refreshes, and is no longer editable. Your changes are saved.

Delete Location

Add Facility

To add a facility:

Click Add Facility.

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

The Facility Setup Wizard opens.
Follow a procedure below.

Step One: Basic Information

To complete the first step of the Facility Setup Wizard:

Select the portfolio that this facility should be associated with from the Portfolio field.
Select the location of the facility from the Location field.
Enter a name for the facility in the Facility Name field.

To learn our best practices for naming facilities, see our Naming Conventions in Lucernex walkthrough.
Enter a unique facility ID in the Facility ID field.
Select the parent region of the facility from the Region field.
Select the market area of the facility from the Market Area field.
Select the facility group from the Facility 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.
Select the facility type from the Facility Type field.

If you want to create a new type, follow the Add a Type procedures.

Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
Select the facility category from the Facility 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.
Select the purpose of the facility from the Facility Use field.
Select the status of the facility from the Facility Status field.
Select the prototype associated with this facility from the Prototype field.

If you select a prototype that has documents attached to it, you can copy those documents to your facility in Step Two: Select a Folder Template.

To learn more about the Prototype module, see our Prototype module documentation. To learn more about our Copy Documents feature, see Copy documents from a Prototype to a Site, Project, or Facility.
Enter the address using the Address fields or select the Use Location Address check box to use the address from the selected Location.
Enter notes in the Notes field.
Click Next.

The Folder Set-Up page of the Facility Setup Wizard opens.

Step Two: Select a Folder Template

To select a folder template for your facility:

Select the folder template you will use for your facility’s document structure from the Facility folder template field.

You can always skip this step and configure the folder template later.
If you want to copy documents from the prototype you selected in the Step One section above:
1. Select the Copy documents from Prototype check box.
  
  To learn more about our Copy Documents feature, see Copy documents from a Prototype to a Site, Project, or Facility.
2. Click Next.
  
  A list of documents appears.
3. Do one of the following:
  - If the folder template you selected is the folder template on the prototype:
    1. If you want to move a document to a different folder, click the selected folder in the To Folder column and select a new folder.
    2. If you do not want to copy a document, select the check box in the Skip column.
    3. Click Next.
  - If the folder template you selected is different than the one on the prototype:
    1. Click the cell in the To Folder column and select a destination folder for each document.
    2. If you do not want to copy a document, select the check box in the Skip column.
    3. Click Next.
      
      A confirmation message appears, informing you that you will receive an email once the copy job is complete.
Click Next.

The Assign Members page of the Facility Setup Wizard opens.

Step Three: Assign Members

Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the facility. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a facility, you must first set up that member in your firm. This must only be done once for each Member.

Once a Lucernex user is set up as a Member of your Firm, they must be added to each facility and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the facility that member may access.

To assign members to your facility:

Do one of the following:

Set Up a Member
To set up a member in your firm:
1. Click Setup Members.
2. Click Add Member.
3. Follow the Add a Person in the Add Person window procedures.
4. Click Add.
  
  The Add Member window closes. A message appears in the upper-left corner of the Facility Setup Wizard that reads: Successfully added Member.
5. Click Finish Managing Members in the bottom-right corner of the Facility Setup Wizard window.
  
  You are returned to the Assign Members page of the Facility Setup Wizard.
Assign Members to your Facility
1. Click Assign Members.
  
  A new page opens.
2. Do one of the following:
  - To add all members in the system, click Add all members in the upper left corner of the Members NOT Assigned table.
    
    All members currently configured in your system are added to the Current / Proposed member (s) field.
  - To search for a specific member to add to your facility:
    1. Enter the name of the member you want to assign in the Search at the upper right corner of the Members NOT Assigned table.
    2. Click Search.
      
      The members meeting your search criteria appear.
    3. Click next to the member you want to add.
      
      The member is added to the Current / Proposed member (s) field.
3. If you need to remove a member from the Current / Proposed member (s) field:
  1. Select the member you want to remove.
    
    Press and hold CTRL on your keyboard to select multiple values.
  2. Click Remove Selected below the Current / Proposed member (s) field.
    
    The member is removed from Current / Proposed member (s).
4. Once you are satisfied with your list, click Update members to [Facility Name].
5. Click Finish Assigning Members at the bottom-right corner of the Facility Setup Wizard.
  
  The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.
Click Next.

The Schedule Set-up page of the Facility Setup Wizard opens.

Step Four: Select a Schedule Template

Add Parcel

To add a parcel:

Click Add Parcel.
This displays in the Actions menu on the right side of the page.
The Parcel Setup Wizard window opens.
Complete each step of the Parcel Setup Wizard window.

Step One: Parcel General Information

To complete Step One of the Parcel Setup Wizard:

Select the portfolio from the Portfolio field.

The portfolio you are currently viewing is pre-selected in this field.
Select the location from the Location field.

The location you are currently viewing is pre-selected in this field if you are adding the parcel from the Location module.
Select the facility associated with this parcel from the Facility field.
Select the contract associated with this parcel from the Contract field.
Enter the name of the parcel in the Parcel Name field.

To learn our recommendations for naming parcels, please see our Naming Conventions in Lucernex walkthrough.
Enter the parcel ID in the Parcel ID field.
Select the parcel group from the Parcel 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.
Select the parcel type from the Parcel Type field.

If you want to create a new type, follow the Add a Type procedures.

Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
Select the parcel category from the Parcel 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.
Select the parcel status from the Parcel Status field.

Create a new group or category.
Enter the address using the Address fields or select the Use Location Address? check box to use the address from the selected Location.
Enter notes in the Notes field.
Click Next.

Step Two of the Parcel Setup Wizard opens.

Step Two: Folder Setup

Step Three: Assign Members

Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the parcel. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a parcel, you must first set up that member in your firm. This must only be done once for each Member.

Once a Lucernex user is set up as a Member of your Firm, they must be added to each parcel and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the parcel that member may access.

To assign members to your parcel:

Do one of the following:

Set Up a Member
To set up a member in your firm:
1. Click Setup Members.
  
  The Setup Members page opens.
2. Click Add Member.
3. Follow the Add a Person in the Add Person window procedures.
4. Click Add.
  
  The Add Member window closes. A message appears in the upper-left corner of the Parcel Setup Wizard that reads: Successfully added Member.
5. Click Finish Managing Members in the bottom-right corner of the Parcel Setup Wizard window.
  
  You are returned to the Assign Members page of the Parcel Setup Wizard.
Assign Members to your Parcel
To assign members to a parcel:
1. Click Assign Members.
  
  A new page opens.
2. Do one of the following:
  - To add all members in the system, click Add all members in the upper left corner of the Members NOT Assigned table.
    
    All members currently configured in your system are added to the Current / Proposed member (s) field.
  - To search for a specific member to add to your parcel:
    1. Enter the name of the member you want to assign in the Search at the upper right corner of the Members NOT Assigned table.
    2. Click Search.
      
      The members meeting your search criteria appear.
    3. Click next to the member you want to add.
      
      The member is added to the Current / Proposed member (s) field.
3. If you need to remove a member from the Current / Proposed member (s) field:
  1. Select the member you want to remove.
    
    Press and hold CTRL on your keyboard to select multiple values.
  2. Click Remove Selected below the Current / Proposed member (s) field.
    
    The member is removed from the Current / Proposed member (s) field.
4. Once you are satisfied with your list, click Update members to [Parcel Name].
5. Click Finish Assigning Members at the bottom-right corner of the Parcel Setup Wizard.
  
  The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.
Click Next.

Step Four of the Parcel Setup Wizard opens.

Step Four: Schedule Setup

Click Finish.

The window closes. Lucernex opens to your new parcel in the Parcel module.

Add Contract

Add Location

To add a location:

Click Add Location.
This displays in the Actions menu on the right side of the page.
Step One of the Location Setup Wizard window opens.
Follow a procedure below.

Step One: Basic Information

To complete Step One of the Location Setup Wizard:

Select the portfolio this location belongs to from the Program field.
Enter the location name in the Location Name field.

To learn our recommendations for naming locations, please see our Naming Conventions in Lucernex walkthrough.
Enter the number which identifies the location in the Location ID field.

Important!
This field is also known as the ClientEntityID, and can be used to import data.
Select the location group from the Location 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.
Select the location type from the Location Typefield.

If you want to create a new type, follow the Add a Type procedures.

Types are the second level of organization in Lucernex. Types are the children of groups, and parents of Categories. Groups, types, and categories are used to simplify reporting.
Select the location category from the Location 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.
Select the location status from the Location Status field.

Create a new group or category.
Select the region and sub-region the location should belong to from the Region field.

The values that appear in this field depend on the org chart of the portfolio you selected.
Select the market the location should belong to from the Market field.

The values that appear in this field might depend on the org chart of the portfolio you selected.

Create a new group or category.
Enter notes in the Notes field.
Click Next.

Step Two of the Location Setup Wizard window opens.

Step Two: Folder Setup

Step Three: Assign Members

Assigning a member allows that member to access specific folders, documents, pages, fields, and actions within the location. A member is any Lucernex user with a unique login ID and password. Before a member can have access to any part of a location, you must first set up that member in your firm. This must only be done once for each Member.

Once a Lucernex user is set up as a Member of your Firm, they must be added to each location and assigned user classes. The Member’s User Class determines which folders, documents, pages, fields, and actions within the location that member may access.

To assign members to your location:

Do one of the following:

Set Up a Member
To set up a member in your firm:
1. Click Setup Members.
  
  The Setup Members page opens.
2. Click Add Member.
3. Follow the Add a Person in the Add Person window procedures.
4. Click Add.
  
  The Add Member window closes. A message appears in the upper-left corner of the Location Setup Wizard that reads: Successfully added Member.
5. Click Finish Managing Members in the bottom-right corner of the Location Setup Wizard window.
  
  You are returned to the Assign Members page of the Location Setup Wizard.
Assign Members to your Location
To assign members to a location:
1. Click Assign Members.
  
  A new page opens.
2. Do one of the following:
  - To add all members in the system, click Add all members in the upper left corner of the Members NOT Assigned table.
    
    All members currently configured in your system are added to the Current / Proposed member (s) field.
  - To search for a specific member to add to your location:
    1. Enter the name of the member you want to assign in the Search at the upper right corner of the Members NOT Assigned table.
    2. Click Search.
      
      The members meeting your search criteria appear.
    3. Click next to the member you want to add.
      
      The member is added to the Current / Proposed member (s) field.
3. If you need to remove a member from the Current / Proposed member (s) field:
  1. Select the member you want to remove.
    
    Press and hold CTRL on your keyboard to select multiple values.
  2. Click Remove Selected below the Current / Proposed member (s) field.
    
    The member is removed from the Current / Proposed member (s) field.
4. Once you are satisfied with your list, click Update members to [Location Name].
5. Click Finish Assigning Members at the bottom-right corner of the Location Setup Wizard.
  
  The Assign Members page opens. The members you assigned appear in the Managers and Members already assigned using Org Chart table.
Click Next.

Step Four of the Location Setup Wizard opens.

Step Four: Schedule Setup

Click Finish.

The window closes. Lucernex opens to your new location in the Location module.

Summary Page - Location Module

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