Activation Group Workflow

When a lease component is approved, activation groups and units are automatically created. To set up and activate the activation group, the following workflow process must be followed:

1. The Activation Group Status is in "Define". The Lease Administrator can add additional information to the activation group, as well as attach relevant documentation.

   Note: At any time in the workflow, the Lease Administrator can also add charges. At any point, Lease Administrators, Accountants, and Approvers can also update unit information.

2. The Accountant must exercise the required terms and conditions, and change any required accounting information.
3. The Lease Administrator or Accountant must click Generate Schedules.
4. The Accountant can now override the system-recommended classification if required.
5. The Lease Administrator can then click Send to Assessment. The Activation Group Status changes to "Pending Assessment".
6. The Approver can click Approve or Rework (to send the activation group back to "Define" Status). If approved, the Activation Group Status changes to "Pending Classification".
7. The Approver must review the selected classification, and click Confirm Classification. The Status changes to "Classified".

   Note: In this status, the Approver can also click Rework (to send the activation group back to "Define" Status) or click Reject, if required.

8. To update unit statuses and activate them:
   • For lessee contracts:
     1. The Lease Administrator must set the units to "Initial" status by clicking Send to Initial for all of the units individually.
     2. Once the units have been physically received, the Lease Administrator set the units to "Received" status by clicking Received and entering a Reception Date.
     3. The Approver can then click Activate for all of the units, changing the Unit Status to "Active".
   • For lessor contracts:
     1. The Lease Administrator must set the units to "Initial" status by clicking Send to Initial for all of the units individually.
     2. Once the units have been sent out, the Lease Administrator sets the units to "Shipped" by clicking Ship and entering the Shipping Date.
     3. Once the units have been delivered to the lessee, the Lease Administrator sets the units to "Delivered" by clicking Deliver and setting the Delivery Date.

   Note: Units can be updated and activated in bulk by selecting the checkboxes for multiple units and clicking Execute. Users can then select the appropriate Bulk Action and setting any required fields. The entire unit workflow is mandatory by default, but can be made optional through configuration in Financial Organization Structure.

9. The Approver can now click Activate to activate the entire activation group. They must set the Document Date and Posting Date in the Initial Recognition pop-up and click Submit. The status changes to "Active".

   Note: During schedule generation, rework, and activation, you can optionally click Cancel to cancel the action and keep the activation group in its previous status.

10. Optionally, the Accountant can now revert the Active activation group back to a previous state. For more information, refer to Revert Activation Group Versions.