Lessee [U0203]

Lessee is a type of LeasePak client. If you are a beginning LeasePak user or have not yet worked with LeasePak clients, first read the document LeasePak Client for introductory information on how to add, change, and delete LeasePak clients.

Note: if the lessee is currently assigned to a lease and/or application as either the primary lessee or a co-lessee, it cannot be deleted.

 

Contents

• Introduction



• Lessee Main Tabs
  • Address
  • Billing
  • Credit
  • Miscellaneous
  • Reference
  • Employment
  • Others
  • User Defined Fields/Table

 

Introduction

The Lessee update is used to add, change or delete lessee or co-lessee information. When adding a lessee, the user may either add the lessee as a completely new client if the lessee does not exist in the system in any form, or as a new relationship for an existing client (i.e., if the lessee already exists in the system, but only as a broker, guarantor, etc.). For more information on clients and relationships, refer to the Client Relationships section of LeasePak Key Structure.

If Client Cloning Module is purchased, the option of cloning a new lessee from an existing client will be available through the Client Search screen.

Note: If the lessee is cloned from an existing lessee that is tied to a customer, the new lessee will be automatically tied to that customer. Select Customer Update Remove Lessee [U0205RL] option to remove the Customer/Lessee relationship.

Once a lessee has been added to the system, it may be associated with multiple applications and/or leases (i.e., the lessee will lease, or has leased, several pieces of equipment under different lease agreements). Thus, a lessee may be used to link related applications and/or leases together.

For example, assume that the 5 branch offices of a company are currently set up as 5 separate lessees. Suppose that the company decides it would like to group all 5 branches for billing and reporting purposes. A lessee should then be set up as the "main office," and each of the leases (i.e., branches) rebooked and assigned to that lessee. This would enable invoices and reports for all branches to be grouped together and sent to the home office as requested.

Note: How and when invoices are sent depends on parameters set up in various updates., including the billing method used and the billing level for each lease. The primary updates used to define and modify invoicing parameters are the Master Financial update [U0202] and Application Tab 6 of the Application Tracking module. Refer to these updates for more information.

The Lessee number is a 9-character alphanumeric field, which must be unique system-wide. It may be assigned automatically by LeasePak (an increasing sequential number) or entered by the user. The CLIENT NUMBERING METHOD (system assigned or user entered) is specified through the Miscellaneous option [MI] of the Custom General update [U0712].

LeasePak’s term "lessee" may be changed through the Account Customizations option of the Custom General update [U0712]. Both the long form (up to 10 characters) and short form (up to 3 or 5 characters) of the lessee alias should be specified. Refer to the Custom General update [U0712] for more information on defining account aliases.

If the User Defined Fields module is purchased and user defined fields and/ or tables are defined for lessees through the USER DEFINED FIELDS/TABLE option of the Portfolio update [U0212], customized information may be entered or changed through this Lessee update [U0203].

Fields for adding or changing a lessee are arranged into four main tabs, with additional screens and tabs available by clicking the Reference, Employment, Others, or User Defined Fields/Table buttons.

 

Lessee Address Tab

The Address tab is used to add or modify lessee name, address, and contact information. If the Add option was selected and a client to be copied was selected, all applicable default information will display. Note, however, that changes made to this information affect only this lessee. The original client’s information will not be affected by this update, except where noted below in field descriptions.

• SHORT NAME
  Enter or change the short name for this lessee. Note that this field is at the client level, so changes will affect all relationships for the client. For example, if the lessee being added or changed also exists on the system as a vendor (same client number), then a change to the short name here would also affect the short name for the vendor relationship. When other relationships are affected, a warning message will be displayed.

Note: Since the short name will be used for the client search, it is suggested that personal names be entered in the following order:

Last, First, Middle (e.g. Smith, John L.)

If the ALLOW CLIENT RECORD NAME CHANGES switch in the Security [U0706] update is not selected, the user will be restricted from changing the name of an existing Lessee and the field will be display only.

• SS/BUS ID
  Enter or change the social security/business ID number for this lessee, if available. Note that this field is at the client level, so changes will affect all relationships for the client. When other relationships are affected, a warning message will be displayed.

Note: If the ALLOW CLIENT RECORD NAME CHANGES switch in the Security [U0706] update is not selected, the user will be restricted from changing the SS/BUS ID of an existing Lessee and the field will be display only.

• LAST MOD
  The initials of the person who last added or changed information for this lessee and the date the change was made are displayed.

• DBA NAME
  Enter the Doing Business As alias for the lessee. Note that this name may be used in place of the SHORT NAME when performing a client search.

Note: If the ALLOW CLIENT RECORD NAME CHANGES switch in the Security [U0706] update is not selected, the user will be restricted from changing the DBA of an existing Lessee and the field will be display only.

• NAME
  Enter or change the name of the lessee.

Note: If the ALLOW CLIENT RECORD NAME CHANGES switch in the Security [U0706] update is not selected, the user will be restricted from changing the Name of an existing Lessee and the field will be display only.

• ADDRESS 1
  Enter or change the first address line of the lessee. Use this field if there is only one address line. This is the primary billing address if the individual billing address for a lease is left blank.

• ADDRESS 2
  Enter or change the second address line of the lessee, if available.

• CITY
  Enter or change the city of the lessee.

• STATE
  Enter or change the state/province of the lessee. Press HELP for a list of valid states. STATE must be a valid post office abbreviation.

Note: For locations where states do not exist, a "free form" code of FF may be entered. When addresses using FF are printed on invoices or reports, the state is blank.

• ZIP
  Enter or change the ZIP or postal code of the lessee.
  
  
  • For U.S. use 5 or 9 digits
  • For Canada use 6 characters (alternating letters and numbers)
  • For Mexico use 5 digits
  • For other locations any entry is accepted, or field may be blank
    
    
• HOME PHONE
  Enter or change the area code and home phone number of the lessee. The phone number must be entered if the area code is entered.

• TYPE
  Enter or change the home phone type. This field allows up to 4 characters to be entered.

• LAST USED
  Select and click last used if applicable.

• BUS PHONE
  Enter or change the area code and business phone number of the lessee. The phone number must be entered if the area code is entered.

• TYPE
  Enter or change the business phone type. This field allows up to 4 characters.

• LAST USED
  Select and click last used if applicable.

• EMAIL
  Enter or change the email address of the lessee. The email address allows up to 50 alphanumeric characters to be entered.
  
  
• CONTACT
  Enter or change the name of the contact person for the lessee.

• CONT TITLE
  Enter or change the position or job title of the contact person.

• SIGNER
  Enter or change the name of the person who will be the authorized signer of all lease documents for this lessee.

• SIGNER TITLE
  Enter or change the signer’s title.

 

Lessee Billing Tab

This is the Billing tab. Only the REMIT ADDRESS is required. The name and address fields immediately below REMIT ADDRESS pertain to the lessee billing address. PAP/ACH information, if applicable, is also entered on this tab.

Field Descriptions

• REMIT ADDRESS
  Enter or change the code for the remittance address. The remittance address is the address printed in the REMIT TO section of an invoice. A warning message is displayed if the code entered does not match the default value for the portfolio. Use Help for a list of valid remittance address codes, established through the Auxiliary Address update [U0704]. The default value, if any, is determined automatically using the REMITTANCE CODE method established on the first screen of the Miscellaneous Customizations option of the Portfolio update [U0212].

• LAST MOD
  The initials of the person who last added or changed remittance address information for this lessee and the date the change was made are displayed

• NAME
  Enter or change the billing address name of the lessee. If no optional billing name and address are entered here, invoices will be addressed to the name and address entered on the Address tab of the Lessee update [U0203].

• ADDRESS 1
  Enter or change the first address line of the optional billing address for the lessee. Use this field if there is only one address line.

• ADDRESS 2
  Enter or change the second billing address line of the lessee, if available.

• CITY
  Enter or change the city of the optional billing address of the lessee.

• STATE
  Enter or change the state/province of the billing address of the lessee.

Note: For locations where states do not exist, a "free form" code of FF may be entered. When addresses using FF are printed on invoices or reports, the state is blank.

• ZIP
  Enter or change the ZIP or postal code of the optional address.
  
  
  • For U.S. use 5 or 9 digits
  • For Canada use 6 characters (alternating letters and numbers)
  • For Mexico use 5 digits
  • For other locations any entry is accepted, or field may be blank
    
    
• PAP INST ID
  If the lessee will make automated payments through Pre-Authorized Payment interface, enter the PAP institute ID number.
  
  If the BANK FILE LAYOUT TYPE is set to ‘WDE’, a six digit institution id must be entered in the following format: ###-###.

• PAP ACCOUNT
  Enter the Pre-authorized payment account number.
  
  If the Bank File Layout Type is set to ‘WDE’, a 1-9 digit number must be entered.

• ACH PRENOTE SENT
  Click on this switch if a prenotification note has been sent to the lessee.

• ACH PRENOTE SENT ON
  Enter the date on which the prenotification note was sent to the lessee.

• ACH TYPE
  Enter the Lessee’s Standard Entry Class Code. Select the HELP button to view options.

• ACH PRENOTE SENT
  Enter Y if prenotification has been sent to the lessee.

• ACH TYPE
  Enter the Lessee’s Standard Entry Class Code (HELP is available for this field).

• ACH PRENOTE SENT
  Enter Y if prenotification has been sent to the lessee.

• ACH TYPE
  Enter the Lessee’s Standard Entry Class Code (HELP is available for this field).

 

Lessee Credit Tab

The Credit tab is used to enter credit-related information for the lessee.

Field Descriptions

• DRAWDOWN CREDIT LIMIT
  Enter or change the drawdown credit limit for the lessee. The drawdown credit limit entered will allow the user to set up an Application Drawdown [U0801] for the lessee.

• EXP DATE
  Enter or change the experation date for the drawdown credit limit in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706].

• REVOLVING CREDIT LIMIT
  Enter or change the revolving credit limit for the lessee.
  
  
• EXP DATE
  Enter or change the experation date for the revolving credit limit.

• AUTO-APPROVAL CREDIT LIMIT
  Enter or change the auto-approval credit limit for this lessee. A privileged user may approve, without credit investigation, any application that is less than this limit. Refer to the Application User Profile update [U0831] for more information on defining auto-approval privileges. To indicate that auto-approval is not allowed for this lessee, leave this field blank/zero. Security for this field is set with UPDATE CLNT CREDIT LIMITS field in Security Update [U0706].

• COLLECTION TEAM
  Enter or change the collection team code. Codes are established through the Team update [U0724]. Use Help for a list of valid codes. This field appears only if the Collection module is purchased. For use of the collection team code, refer to the Collection update [U1101].

• COLLECTION STATUS
  Enter or change the collection status of the lessee.Use Help for a list of valid collection status codes. This field appears only if the Collection module is purchased.

Note: If a collection status default has been defined in the Collection Status Default [U1151] update for the selected collection status; an edit check is performed to ensure this status may be changed by a valid user and is in a valid portfolio.

• LETTER VERSION
  This field can be used to specify a letter or language version to be used in conjunction with FormPak (a separately purchased module of LeasePak) or with the user's own custom letter-generating program.
  
  
• FINANCIAL STMT DATE
  This date can be used to represent the date on which the lessee is required to submit new financial statements, or the date financial statements were last received from this lessee. It is informational only.
  
  
• CONTRACT STATE
  Select the Contract State from the drop down Help menu when entering a new lessee. If the lessee information is being modified or changed, this field will not be accessible. Additionally, this field will work in conjunction with the Collection and Recovery Queue assignments. This field will also be included in the DAVOX download file that is generated. This field is informational only.
  
  
  

 

Lessee Miscellaneous Tab

The Miscellaneous tab is used to enter additional information for the lessee. The fields DEFAULT PORTFOLIO/COMPANY/REGION/OFFICE are required, although they do not restrict which leases a lessee may be attached to.

Field Descriptions

• TYPE OF BUSINESS
  Enter or change the code that categorizes the type of business of the lessee. Use Help for a list of valid business types, established using the Custom Codes update [U0722]. This field is informational only.

• BUSINESS DESCRIPTION
  This field is informational only.

• CUR OWNERSHIP
  Enter or change the date (in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706].) the current owners took ownership. This field is informational only.

• DATE ESTABLISHED
  Enter or change the date (in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706]) that the business was established. This field is informational only.

• DATE INCORPORATED
  Enter or change the date (in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706].) that the business was incorporated. This field is informational only.

• STATE INCORPORATED
  Enter or change the state/province in which the business was incorporated. STATE INCORP must be a valid post office abbreviation. Use Help for a list of valid states. This field is informational only.

• TAX EXEMPT NO
  Enter or change the tax exemption number for the lessee. This field is informational only.

• SIC CODE
  Enter or change the Standard Industry Classification (SIC) code for the lessee. Use Help for a list of valid codes established using the Custom Codes update [U0722]. This field is informational only.

• DEFAULT PORTFOLIO
  This is a required field for a new lessee. Since user defined field and table parameters are set up on the portfolio level, but the lessee is not, it is necessary to indicate which portfolio’s parameters must be referenced for this lessee.
  
  DEFAULT PORTFOLIO may be used to limit an operator’s security to certain lessees. For example, if an operator’s security is limited to portfolio 1, then that operator will be able to access and use only lessees which have a default portfolio of 1. Operators who have no security restrictions will be able to access all lessees regardless of the default portfolio. Refer to the Security update [U0706] for more information on defining portfolio security for operators.

• DEFAULT COMPANY
  This field is optional. While lessees are generally independent of companies, DEFAULT COMPANY may be used to limit an operator’s security to certain lessees. Operators who have no security restrictions will be able to access all lessees.

• DEFAULT REGION
  This field is optional. While lessees are generally independent of region, DEFAULT REGION may be used to limit an operator’s security to certain lessees. Operators who have no security restrictions will be able to access all lessees.

• DEFAULT OFFCE
  This field is optional. While lessees are generally independent of office, DEFAULT OFFCE may be used to limit an operator’s security to certain lessees. Operators who have no security restrictions will be able to access all lessees.
  
  If the Collection module is purchased, default portfolio/company/region/office is also used to determine to which collector or collection team a delinquent lessee should be assigned. If the lessee has leases in various P/C/R/Os, LeasePak looks at the default P/C/R/O in assigning the lessee to a collector’s work schedule.

 

Lessee Reference

Clicking on the Reference button from any of the four main Lessee tabs accesses the Lessee References screens. There are four types of references available - Bank, Professional, Personal, and Trade. Select a reference type, then click Add to create a new reference of the selected type. To change or delete a previously entered reference, select the reference from the list at the left, then click on Change or Delete.

 

The same address information may be entered for all Reference Types, except that personal references also allow entry of RELATIONSHIP. None of the fields is required.

Field Descriptions

• CONTACT
  Enter or change the name of the contact person for the reference indicated.

• LAST MOD
  The initials of the person who last added or changed information this screen and the date the change was made is displayed.

• CONT TITL
  Enter or change the title or job position of the contact person.

• ADDRESS 1
  Enter or change the first line of the reference’s address. Use this field if there is only one address line.

• ADDRESS 2
  Enter or change the second address line, if needed.

• CITY
  Enter or change the city of the reference.

• STATE
  Enter or change the state/province of the reference. STATE must be a valid post office abbreviation.Use Help for a list of valid states.

Note: for locations where states do not exist, a "free form" code of FF may be entered.

• ZIP
  Enter or change the ZIP or postal code of the reference.
  
  
  • For U.S. use 5 or 9 digits
  • For Canada use 6 characters (alternating letters and numbers)
  • For Mexico use 5 digits
  • For other locations any entry is accepted, or field may be blank
    
    
• PHONE
  Enter or change the area code and phone number of the reference. The phone number must be entered if the area code is entered.

• RELATIONSHIP
  This is the reference's relationship to the lessee.

 

This version of the Account tab appears for Bank and Professional References.

Field Descriptions

• NAME
  Enter or change the reference’s name. This is the only required field to add a reference.

• ACCT NUMBER
  If the lessee has an account number with the reference, enter or change it.

• ACCT TYPE
  Use Help to select from the list of valid types.

• ACCT STATUS
  Use Help to select from a list of valid statuses.

• REF STATUS
  If the reference check has been completed, use Help to select "completed" status. Otherwise leave the code None.

• DATE OPENED
  Enter the date the lessee’s account was opened, if available.

• LOAN TERM
  The number of months, up to a maximum of 360, may be entered.

• OUT BAL
  Enter the outstanding balance of the lessee’s account, if available.

• AVG BAL
  Enter the average balance of the lessee’s account, if available.

• HIGH BAL
  Enter the highest balance of the lessee’s account, if available.

• LOW BAL
  Enter the lowest balance of the lessee’s account, if available.

• PERS GUAR
  Click Yes, No or Unknown to indicate whether the lessee gave a personal guarantee on the account.

• SECURED
  Click Yes, No or Unknown to indicate whether the loan was secured.

 

This version of the Account tab appears for Personal references.

Field Descriptions

• NAME
  Enter or change the reference’s name. This is the only required field to add a reference.

• REF STATUS
  If the reference check has been completed, use Help to select "completed" status. Otherwise leave the code None.

 

This version of the Account tab appears for Trade References.

Field Descriptions

• NAME
  Enter or change the reference’s name. This is the only required field to add a reference.

• ACCT NUMBER
  If the lessee has an account number with the reference, enter or change it.

• ACCT TYPE
  Use Help to select from the list of valid types.

• ACCT STATUS
  Use Help to select from a list of valid statuses.

• REF STATUS
  If the reference check has been completed, use Help to select "completed" status. Otherwise leave the code None.

• LOAN TERM
  The number of months, up to a maximum of 360, may be entered.

• OUT BAL
  Enter the outstanding balance of the lessee’s account, if available.

• HIGH BAL
  Enter the highest balance of the lessee’s account, if available.

 

Lessee Employment

Clicking on the Employment button accesses the three Employment tabs. All fields are informaitonal only, and none are required for creating a lessee.

 

The Current Employer 1 tab is used to enter information about the lessee's current primary employer.

Field Descriptions

• NAME
  Enter or change the lessee’s employer’s name. Select the appropriate tab for current or previous employer.

• LAST MOD
  The initials of the person who last added or changed information on this screen and the date the change was made are displayed.

• CONTACT
  Enter or change the name of the contact person for the employment indicated.

• CONT TITL
  Enter or change the title or job position of the contact person.

• ADDRESS 1/ADDRESS 2/CITY/STATE/ZIP
  Enter or change the employer’s address.

• BUS PHONE
  Enter or change the area code and phone number of the employer. The phone number must be entered if the area code is entered.

• POSITION
  Enter or change the job position or job title of the lessee.

• LEN OF EMP
  Enter or change the length of the lessee’s employment (number of years and months) with the employer.

• MON SALARY
  Enter or change the lessee’s monthly salary of the lessee. This field appears only for current employers, not for the previous employer.

• ADDL INCOME
  Enter or change any additional income that this lessee has. This field need not be related to the employment. The field appears only on the Current Employer 1 tab.

• INC SOURCE
  Enter or change the code used to identify the source of any additional income. Use Help for a list of valid codes. These codes are established with the Custom Code update [U0722]. This field is informational only and need not be related to the employment.

Note: More detailed income source information may be stored on the NOTEBOOK.

• REF STAT
  Enter or change the reference status code for the lessee’s employment. This code may be used to indicate whether the reference check was completed. Reference status codes may be defined using the Custom Codes update [U0722].

• REF DATE
  The date of the last entry or modification of the REF STAT is displayed.

 

The Current Employer 2 tab is used to store information about the lessee's current secondary employer, if any. This tab is identical to Current Employer 1, with the exception of ADDL INCOME and INC SOURCE, which do not appear on this tab.

 

The last tab of Employment is Previous Employer. Its fields are identical to the other two tabs, except that MON INCOME, ADDL INCOME, and INC SOURCE do not appear.

 

Lessee Others

Clicking the Others button accesses the two Other tabs, Other Address and Personal Data. All fields on these tabs are informational only, and none are required for creating the lessee.

 

The Other Address tab can be used to store an additional address for the lessee. This is not the billing address, which should be recorded on the main lessee Billing tab.

Field Descriptions

• OTHR NAME
  Enter or change the name associated with this miscellaneous address.

• LAST MOD
  The initials of the person who last added or changed information for this miscellaneous address and the date the change was made is displayed.

• ADDRESS 1/ADDRESS 2/CITY/STATE/ZIP
  Enter or change the miscellaneous address.

• WORK PHONE
  Enter or change the area code and business phone number of this miscellaneous address. The phone number must be entered if the area code is entered.

• HOME PHONE
  Enter or change the area code and home phone number of this miscellaneous address. The phone number must be entered if the area code is entered.

• LEN OF RES
  Enter or change the length of residency (in years and months) at the miscellaneous address.

• NOTE 1/2
  Enter or change additional comments or notes regarding this lessee’s miscellaneous address.

• ID
  Enter or change the ID number associated with the miscellaneous address. This field is informational only.

 

The Personal Data tab is used to record additional personal data for the lessee.

Field Descriptions

• SALUTATION
  Enter or change the method of salutation for this lessee. This code is available to create a salutation line on form letters addressed to the lessee. Use Help for a list of valid salutation codes. Salutation codes may be established using the Custom Codes update [U0722].

• BIRTHDATE
  Enter the birth date of the lessee (in MM/DD/YY or DD/MM/YY format, depending on the Date Format Preference field in Security [U0706]).

• AGE
  Enter or change the age of the lessee.

• MARITAL ST
  Enter or change the marital status of the lessee. Use Help for a list of valid codes. Marital status codes may be established using the Custom Codes update [U0722].

• # OF DEPENDS
  Enter or change the number of dependents of the lessee.

• LEN OF RESD
  Enter the number of years and months the lessee has resided at the optional address.

• RESD TYPE
  Enter or change the residence ownership status code of the lessee. Use Help for a list of valid codes. Residence ownership status codes may be established using the Custom Codes update [U0722].

• MONTHLY PMT
  Enter or change any monthly payment commitments of the lessee.

 

Lessee User Defined Fields/Table

User Defined Fields (which includes the Fields and Tables) is a separately purchase module of LeasePak. Once purchased, they are setup and maintained by the user through the User Defined Fields/ Table option of the Portfolio update [U0212]. If User Defined Fields and/or Table have been setup for use with lessees, the two buttons, User Defined Fields and User Defined Table, are available for use while adding or changing a lessee.

 

Clicking on the User Defined Fields button accesses this screen, used to enter values into the customized fields. A maximum of 36 fields is available, and a maximum of 36 characters may be entered for each field.

Field Descriptions

• FIELD NAMES
  The names of the fields, as setup in the Portfolio update [U0212] are displayed.

• FIELD VALUES
  The user can enter appropriate values for the customized fields.

 

Clicking on the User Defined Table button accesses this screen, used to enter values into the customized table columns. Up to twelve columns are available in a table. Each column can have up to 36 cells (rows). Values entered into cells may be up to 12 characters long.

Field Descriptions

• COLUMN NAMES
  The names of the columns, as setup in the Portfolio update [U0212] are displayed.

• COLUMN CELLS
  The user can enter values into the cells under each column name, as appropriate.

 

LeasePak  Reference Guide

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