Running Lease End and Close Batches

Workflow Mass Transition batches with the Lease End or Close action can be run by Accountants using the steps outlined in this topic. Lease End action batches transition activation groups from Active to Lease End status, while Close action batches transition from Lease End to Close status. Note that Lease End can only be triggered for activation groups with all payment, accrual, and asset depreciation posted under all applicable accounting standards.

After the batch is created and the batch items generated, the list of batch items can be exported to Excel on the Batch Items page. For Close action batches, the exported file also contains useful financial information for each batch item, including remaining balances per unit for principal liability and closing interest accrual from the financial schedules. Users can use this report prior to running the batch to help determine whether specific batch items should be closed. Note that any remaining balances are cleared after the batch is successfully run. If a particular activation group should not be closed, exclude the item from the batch run.

The batch items can also be updated via Excel, allowing users to determine whether to run the batch on a particular batch item. Additionally, for Close action batches, users can set specific dates in the Document Date, Posting Date, and unit End Date fields.

The Progress bar at the top of the screen indicates how many batch items were generated, and how many successfully completed. The Job Status changes to "Done" once all of the task in the job is successfully completed.

To run a Lease End or Close action batch:

  1. Open the batch using one of the following methods:
    • Click Main Menu > Batch Management > Batches and open the required batch.
    • From an open batch page, click Batches List at the top right and click on the required batch.
  2. In the left-panel, click Batch Items. If the list of items was not recently generated, it may be out of date. Click at the top of the page to refresh the list.
  3. To export a list of the generated batch items, click Export Batch Items.

    Note: For Close action batches, the exported file also contains useful financial information for each batch item, including remaining balances per unit for principal liability and closing interest accrual from the financial schedules.

  4. To import the generated batch items, click Import Batch Items. You can modify the following inputs:
    • The "Run" column in the Excel determines whether to run the batch item. Set a cell to "True" to run the batch item, otherwise the item is excluded from the batch run.
    • The following options are available for Close action batches:
      • Set specific dates the "Document Date" or "Posting Date" columns. If these dates are left blank the the Document Date is automatically set to the current date, and Posting Date is set to the ROU End Date of the activation group.
      • Set a specific date in the unit "End Date" column. This sets the End Date for any unit under the activation group with no End Date defined. Note that the unit End Date must be on or after the ROU End Date of the activation group.

        Note: An invalid End Date can be submitted on this page, however the associated batch item will fail when the batch is run.

    Note: If you delete cell values in the Excel file, when the file is imported the empty cells are ignored and the application uses the last stored values (either from the Inputs page or from the last changes imported via Excel).

  5. The following options are available to run the batch. Note that for Close action batches, the application clears any remaining balances after the batch is run.
    • To run the batch action for one specific item, click on the relevant row.
    • Generate the batch items and run the action for all items by clicking at the top of the page.

      Note: If the batch is regenerated, all imported changes are lost and new batch item Object IDs are generated. Therefore, you must re-export the batch Excel before importing the modified batch items.

    • Run the batch action for all objects selected on the page by clicking Run at the top of the page. By default, the checkboxes for all of the rows are selected.

    Note: If you modify the batch filter settings, regenerate the batch items before running the batch and reimport the changes, if required.

    Note: Do not run the batch again if the current batch has not completed.

  6. If required, click at the top of the page to stop a running batch, which will stop the batch from running the remaining batch items. Note that the batch will complete the items that are currently being processed. In order to re-run a stopped batch, you must first regenerate the batch items before running it again.
  7. Use the Job Status filter or the search box to find specific batch items.
  8. To open the batch item to view the object, click . The Progress bar in the gray header indicates how many of the batch items have been run for the last action.

Once a batch is run, you can re-use the batch by regenerating the batch items and running it again. By doing this, all batch items previously listed on the page are removed, and a new list is generated.

See also:  

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