Add a Recovery Record

Add a recovery record using the Recovery Setup Wizard, or add a recovery record manually:

Select Add Item in the Actions menu.
Enter recovery information.
- Recovery Group: Select the recovery group or create a new group or category.
  
  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.
- Recovery Type: Select the recovery type or add a new type and select it.
  
  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.
- Begin Date/End Date: Enter the time period for the recovery record.
  
  We recommend that you enter dates to span the whole year, unless the building is new. For example, if the building was first built in June, you would not enter a reconciliation for the whole year because there were no expenses prior to June.
  
  Select Calendar to open the date picker.
- Status: Status of the recovery for informational only.
  
  Approval is not required for recoveries.
- Expense Group: Select an expense 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.
- Expense Type: Select an expense type or add a new type and select it.
- Payment Freq.: Select the frequency of payments for your estimated expenses.
- Reconciliation Freq.: Select a reconciliation frequency.
  
  Do not select Complete? until the recovery is complete. Once selected, you cannot make adjustments.
- Calculation Method: Select a calculation method for information only.
  
  This has no functional impact.
- Payment Method: Select a payment method or create a new group or category and select it.
- Expense Basis: Select the expense basis or create a new group or category and select it.
- Occupancy (#days): Number of days you have been a tenant.
  
  Lucernex uses Occupancy (#days) to prorate your costs. We recommend that you only enter a value if you were a tenant for less than the entire period from the Begin Date to the End Date. Leave blank if you were a tenant 100% of that time.
- Pro Rata Share Method: Select the method that the landlord uses to determine your pro rata share or create a new group or category and select it.
  
  Lucernex calculates your pro rata share from the Pro-Rata Share recovery data you enter using the ratio of gross leasable area to total rentable area.
- Base Year
- Base Year Type: Select a base year type, or create a new group or category and select it.
- Base Year Amount
- Recovery Period: Enter the period where you perform your recovery.
- Cap Type: Select a cap type, or create a new group or category and select it.
- Additions, Exclusions, & Deductions: Enter notes about additions, exclusions, and deductions .
- Cap Amount: Enter a value in one of the following:
  - Cap Amount Per-Period Change (Percent): Cumulative cap percentage per period change.
    
    On the Contract Expense Recovery (Net) page, the cap percentage is a percentage of the prior approved amount.
  - Cap Amount Per-Period Change (Value): Cumulative cap value per period change.
    
    The cap limits the amount that the landlord can charge for expenses. Caps are applied against the approved amount, but they do not stop you from entering values above the approved amount.
- Is Escalation Non-Cumulative?: Select if the escalation is non-cumulative.
- Date Received
- Tenant Due Date
  
  Select Calendar to open the date picker.
- Currency: To use a different currency for your recovery transaction, select that currency.
  
  This auto-populates based on the currency set for the expense setup that shares the same expense group and expense type as the recovery. If the expense group and expense type are not specified, the currency will auto-populate with the currency from the contract-level.
Select Save Changes in the Actions menu.

The recovery record appears in the Contract Expense Recovery List.

If you have performed a recovery in Lucernex before, the values appear in the Prior Period section of the page.

Current Period values are available for selection.
Optionally:
- Enter Gross Leasable Area and Pro-Rata Share.
- Add controllable or grouped expenses.
- Add non-controllable or additional expenses.
- Add deductions.
- Add admin fees as amounts.
- Add expenses not subject to group admin fees.
- Add itemized deductions.
- Select Add Documents, and Upload a document to attach a document the recovery record.
- Complete the remaining fields:
  - Comments: We recommend that you always enter a comment when you make an adjustment.
  - Covenant: Select a covenant to associate with this recovery .
  - Section: Enter the section of the document associated with this recovery.
  - Amendment: Select the amendment associated with this recovery.
    
    Select an amendment then select View to display information about it.
Select Save Changes in the Actions menu.

Enter Gross Leasable Area and Pro-Rata Share

If viewing the Contract Expense Recovery (Net) page:

If not already selected, select the recovery record from the Contract Expense Recovery List.
Enter data:
- Gross Leasable Area: Gross leasable area in the Reported, Approved, and Budgeted columns.
  
  The rentable area automatically populates if you entered it at the contract level.
- Pro-Rata Share: Pro-rata share in the Reported column if you have a negotiated pro-rata share that is not dependent upon your gross leasable area.
  
  OR
  
  Select Calculator next to Pro-Rata Share of Approved and Budgeted columns to calculate the pro-rata share based upon your gross leasable area and rentable area.
Select Save Changes in the Actions menu.

Add controllable or grouped expenses

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the currency amount link in the Reported column of the Grouped Expenses row. Example: $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Select Finish when you have finished entering expense recovery items.

The values you entered are populated across the Reported, Approved, and Budgeted columns of the Current Period section. Your Reported values are what the landlord claims you owe, the Budgeted values are what you expected to owe, and the Approved values are what you end up saying you owe after looking at all the factors that contribute. The variance between your values is automatically calculated and populated by the system.
Enter the Group Cap Amount.

On the Contract Expense Recovery page, the Group Cap Amount is applied against the total of your Grouped / Controllable Expenses.
Select Save Changes in the Actions menu.

Add non-controllable or additional expenses

Non-controllable or additional expenses could include items that cannot be predicted or capped, such as snow removal or additional security costs.

Additional expenses are not subject to the group cap amount.

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the link in the Reported column of the Additional Expenses row.

The link should appear as a currency amount, such as $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Select Save Changes in the Actions menu.

Add deductions

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the link in the Reported column of the Deductions row.

The link should appear as a currency amount, such as $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Select Save Changes in the Actions menu.

If your admin fees are charged as a percentage, enter the admin fee percentage in the Admin Fee Percent fields of the Reported, Approved, and Budgeted columns.

The admin fee percent amount is automatically calculated by the system for the three columns. On the Contract Expense Recovery page, the Admin Fee is calculated as a percentage of your subtotal. On the Contract Expense Recovery (Net) page, the Admin Fee is calculated as a percentage of your approved amount.

Add admin fees as amounts

If your admin fees are entered as amounts:

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the link in the Reported column of the Admin Fees row.

The link should appear as a currency amount, such as $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Select Save Changes in the Actions menu.

Add expenses not subject to group admin fees

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the link in the Reported column of the Additions row.

The link should appear as a currency amount, such as $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Select Save Changes in the Actions menu.

Add itemized deductions

If not already selected, select the recovery record from the Contract Expense Recovery List.
Select the link in the Reported column of the Recoveries row.

The link should appear as a currency amount, such as $0.00.
Select Add Expense Recovery Item, then complete the Add Expense Recovery Item form.
- Recovery Item Group: Select a group or create a new group or category and select it.
  
  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.
- Recovery Item Type: Select a type or add a new type and select it.
  
  Types are the second level of organization in Lucernex. These are the children of groups, and parents of Categories. Use groups, types, and categories to simplify reporting.
- Status: Select the status of the recovery item.
- Admin Fee Percentage / Admin Fee Amount: Enter a fee percentage or a fee amount.
- Cap Percentage / Cap Percentage: enter a cap percentage or a cap amount.
- Reported Amount: Reported amount for the period.
- Budgeted Amount: Budgeted amount for the period.
- Approved Amount: Approved amount for the period.
  
  Recoveries you enter for the previous period appear in the Prior Period column. Lucernex automatically calculates your admin fee based on the amounts you entered. Lucernex also automatically calculates the variance amount and the total amount.
- If viewing the Contract Expense Recovery (Net) page, enter pro rata share rates at the line-item level:
  - Reported Pro Rata Share Rate
  - Approved Pro Rata Share Rate
  - Budgeted Pro Rata Share Rate
  Pro Rata Share refers to a proportionate share of an expense. For example, many contracts for tenants of indoor malls stipulate that each tenant pay a pre-determined percentage of common area maintenance (CAM) expenses.
- Notes
Select Add.

The expense recovery item appears in the Expense Recovery Item List.

Repeat the Add Expense Recovery Item steps above to add additional items.
Complete the remaining fields:
- Gross Leasable Area: If viewing the Contract Expense Recovery page, enter gross leasable area in the fields of the Reported, Approved, and Budgeted columns.
  
  The rentable area automatically populates if you entered it at the contract level.
- Pro-Rata Share: If viewing the Contract Expense Recovery page:
  - Enter pro-rata share in the Reported column if you have a negotiated pro-rata share that is not dependent upon your gross leasable area.
  - Select Calculator next to Pro-Rata Share of Approved and Budgeted columns to calculate the pro-rata share based upon your gross leasable area and rentable area.
- Pre-Paid Amount: Enter any prepaid amounts in Pre-Paid Amount for the Reported, Approved, and Budgeted columns.
  
  The Set Pre-paid Amount window on the Recoveries page has filtering based on currency type:
  - The window is filtered based on the currency of the expense recovery.
  - If the expense recovery does not have a currency, the window is filtered based on the currency set for the contract.
  - If there is no currency set for the contract, the window filters based on the currency of the location.
  - If there is no currency set for the location, the window filters based on the default currency of the firm.
  To associate posted transactions to the Pre-Paid Amount of the Approved column:
  1. Select View next to the Pre-Paid Amount of the Approved column.
    
    The Set Pre-Paid Amount window opens, with a table of applicable transactions.
  2. Find the transactions you want to associate with the prepaid amount.
  3. Select transactions using the left-most column.
    
    The Total Amount at the bottom of the window updates with the total of the currently selected items.
  4. Select Set Pre-paid Amount.
    
    The window closes. The total of the transactions you selected appears in the Pre-Paid Amount of the Approved column.
- Adjustment Amount: Enter any positive or negative adjustment amounts for the Reported and Approved columns.
- Current Amount, Percent Increase, New Amount: Information-only legacy fields.
- Catch-Up Payment: Legacy field previously used to generate catch-up payments. Use the retroactive payments to create catch-up payments and update your escrow.
Select Save Changes in the Actions menu.