Workflow Mass Transition Batches

Workflow Mass Transition batches can be created using the steps outlined on this page.

Note that users with the Accountant role only have access to the workflow batch actions that they can also manually perform in the application. For example, accountant users cannot run a batch to approve a contract, however they can run a batch to classify an activation group.

Note: Once an activation group is activated, you can reverse asset capitalization documents but cannot go back to previous workflow statuses. Therefore you must ensure all the data is correct.

Note: The One-Step Approval batch action is disabled by default. Contact your system administrator to enable it, if required. Note that this batch cannot be run on batch items with multiple lease components or activation groups under a single contract.

To create a Mass Workflow Transition batch:

  1. Click Main Menu > Batch Management > Create Batch.
  2. Set the Batch Type to "Workflow Mass Transition".
  1. On the Definition page, modify the following information, if required:
    1. Click to change the object type for the Target Level. Note that depending on the batch type, the Target Level may be automatically selected and cannot be changed.
    2. Enter a new Batch Name.
    3. Click at the top of the page. Note that you cannot leave the page until it is either saved, or reset to the previous saved version.
  2. In the left-panel, click Actions.
    1. Select the action that you would like the batch to do. Note that depending on the batch type, some actions may be automatically selected and cannot be changed.
    2. Click at the top of the page. Note that you cannot leave the page until it is either saved, or reset to the previous saved version.
  3. In the left-panel, click Filters to determine which objects the batch should be run on. It is possible to filter batches based on application objects such as, master agreements, contracts and activation groups, or by specific criteria (such as System, Lease Area, etc.).
    • To filter a batch:
      1. In the Filters drop down menu, select "Default".
      2. After setting each field, click . You can select more than one option per field.
      3. Click at the top of the page. Note that you cannot leave the page until it is either saved, or reset to the previous saved version.

      Note: If intercompany transfers have been applied, the application will use either company code and cost objects of the original company or of the new company based on the batch target level and action type. See Intercompany Transfers for more information.

    • To select batches based on specific application objects such as, master agreements, contracts, or activation groups (instead of filters). Note that different options may be available depending on the selected batch type.
      1. In the Filters drop down menu, you can select one of the following options (if available):
        • Bulk Master Agreements
        • Bulk Contracts
        • Bulk Activation Groups
        • Bulk Units
      2. For certain batch types, select a System or Company.
      3. Select one or more object IDs for the specific batch, and click .
      4. Click at the top of the page. Note that you cannot leave the page until it is either saved, or reset to the previous saved version.
  1. In the left-panel, click Inputs to add more information. Set the fields used. Note the following:
    • In the Send to Assessment action, check Use User Terms & Conditions to keep only the Terms and Conditions that are currently selected in the activation groups. If this checkbox is cleared, the application automatically selects all of the available Terms and Conditions before sending the activation group to assessment.
    • In the Confirm Classification action:
      • Select the checkbox Use System Classification to use the suggested system classification for USGAAP.
      • Otherwise, set the required USGAAP classification in the field GAAP.

        Note: The system classification is always used for all other accounting standards, non-lease service contracts, and short term and low value leases.

    • In the Activate and Reprocess actions:
      • Select the checkbox Use ROU Start Dates to use the ROU Start Date of the first standard term in the activation group as the Reception Date, Activation Date, Posting Date, Document Date.
      • Otherwise, set specific dates in Reception Date, Activation Date, Posting Date, Document Date. If these fields are left blank, the Posting Date and Reception Date fields are set to the current date, while the Activation Date and Document Date are set to the ROU Start Date of the first standard term in the activation group.

      Note: The selected Reception Date does not override any Reception Dates that are already set.

    • In the Close action:
      • Enter the unit End Date. 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. If the entered date is not valid for a particular batch item, that batch item will fail after the batch is run.
      • Set specific dates in the Posting Date and Document Date fields. If these fields are left blank, the Posting Date is automatically set to the activation group End Date, and the Document Date is set to the current date.

      Note: These dates can also be modified per batch item on the Batch Items page after the batch is generated.

    • In the One-Step Approval action, the batch inputs page uses a combination of the fields listed previously.
  2. Optionally, to display the estimate of how many objects match the conditions set, click Batch Items: Calculate in the gray header.

    Tip: In case of an error, refine the filter settings for a smaller batch.

  3. To generate the batch items, click at the top of the page. All of the matching objects are listed on the Batch Items page. The batch status changes from "Draft" to "Ready".

See also:  

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