One Time Charges

If required, Lease Administrators and Accountants can add one time charges, and post them once the activation group is activated. The charges have to be attributed to a specific unit and one of the non-lease categories.

If Excel import/export has been enabled by system administrators, users are able to import and export charges from the application main menu or activation group context menu. See Importing and Exporting One Time Charges for more information.

Note: If the system is operating in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date, additional steps may be required after posting charges. The status will show "Posted (Internal)" until these steps are completed. See Updating Internal Posting Statuses with Excel for more information. Alternatively, contact your system administrator to configure the SAP Posting Bot, which will regularly transfer internally generated documents to the ERP.

For information on how the application translates currencies, see Exchange Rates and Parallel Currencies.

To add a one time charge:

  1. Load the activation group, and click Charge List in the left-panel.
  2. Click Add Charge.
    • Enter the Name of the charge.
    • In the field Charge Type, select one of the non-lease categories.
    • Enter the Due Date for the charge. The Due Date cannot be past the ROU End Date or the Last Payment Date (whichever is later). This date will be used as the default date for Posting Date and Document Date, which can be modified.
    • Enter the Amount of the charge.
    • Select the Unit that the charge is related to.
    • Enter a Description of the charge, if required.
  3. Click Submit.
  4. To post the charge, click Post in the Action column.
    • Select the Document Date and Post Date. By default, these dates are set to Due Date.
    • Click Submit.
  5. To view the posted documents, click in the Action column. Debit and Credit line items are displayed at the bottom.
  6. To view the documents in the SAP WEBGUI, click in Document Number field.

To reverse posted documents or view detected reversals: 

  1. To reverse a posted document directly from the application, click next to the Posted status.
    1. Click the orange Reverse button.
    2. Select the Reversal Reason in the drop-down list.
    3. Click Post Reversal.

    Note: If the system or company has been migrated from a fully connected mode of operation to a hybrid mode, you can no longer reverse documents posted before the migration.

  2. The status changes to "Reversing" or "Reversing (internal)".
  3. When the reversal is successfully posted in SAP, the status changes to "Repost". Note that if documents are reversed directly in SAP, the application can detect it and also change the status to "Repost". Note that at this time, the SAP Posting Bot does not detect documents that are reversed directly in SAP.
  4. Click to view information about the document.
    • One of the following statuses is displayed:
    • To view the reversal documents in SAP, click in the Reversal Document field. Note that you may have to sign in to the SAP GUI using your SAP credentials.
    • "Reversed" if the application is connected to an SAP ERP, and the Document Date is after the configured SAP Posting Start Date.

    • "Reversed (Internal)" (i.e., reversed in the internal tables) if the system is in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date.
    • If an SAP Posting Bot is configured to run with the application, it will regularly transfer internal documents to the ERP. The status changes to "Reversed (External)" once the document is successfully reversed in SAP.

    Note: If the reversal fails in SAP, the status changes back to the previous posted status (i.e., "Posted" or "Posted (External)") and you must reverse the document again.

  5. To re-post the document, click Repost.

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