Group [U0209]

• Add, Change, and Add a Lease to Group
• Delete Group
• Delete a Lease from Group

 

Introduction

The Group update [U0209] is used to add, change, or delete groups. It is also used to add leases to a group or remove leases from a group. A group, in conjunction with a lessee and a customer, is used to bring related leases together for billing. Leases under a particular customer/group are billed on a single invoice.

To create one invoice for a group of leases, the leases must be assigned to a group. A group may be assigned leases in any company, region, and/or office, but all leases assigned to a group must be in the same portfolio. These leases may then be reported together on any report which allows group as a selection criterion.

For example, American Trucking may be set up as a customer using the Customer update [U0205]. Different office locations in San Francisco, Los Angeles, Chicago, and New York, could then be set up as lessees using the Lessee update [U0203]. Groups can be set up for leases with different due days, using the Group update [U0209]. Note that in this case the billing address for groups is maintained at the lessee level.

EXAMPLE:

In order to create one invoice for a group of leases, the leases must all have the same:

• lessee
• payment due date
• delinquency watch code

Refer to the Cycle Invoices update [U0302] for more information about group billing.

LeasePak’s term "group" may be changed through the Account Customizations option of the Custom General update [U0712]. A long form (up to 10 characters) and short forms (up to 3 and 5 characters) of the group alias should be specified. All occurrences of the long or short form of the term "group" are replaced by the alias.

The group number may be assigned automatically by LeasePak or be entered by the user, as specified through the Miscellaneous option of the Custom General update [U0712]. Assigned numbers are sequential for each customer. That is, there may be a group 1, group 2, etc. for each customer on the system.

 

This screen is used to select the Group update [U0209] option desired.

Field Descriptions

• SELECT ONE OPTION
  
  
  • ADD
    This option adds a new group to a customer identified on the next screen. Leases currently on file may be attached to the new group through the Add a Lease option of this update. New leases may be attached to the group through the Book Lease option of the New Lease update [U0101].
  • ADD A LEASE TO GROUP
    This option adds one or more leases that are currently on file to a particular group.
  • CHANGE
    This option changes group information.
  • DELETE
    This option removes a group from a particular customer. If the group to be removed has leases attached, those leases are automatically removed from the group before the group is removed from the customer. The customer information remains on file.
  • DELETE A LEASE FROM GROUP
    This option removes a lease from a particular group.

 

Add/Change/Add a Lease to Group

This screen is used to indicate the customer of the group to be added. This screen appears if the group number is automatically assigned by LeasePak. The group number may be assigned automatically or be entered by the user, as specified through the Miscellaneous option of the Custom General update [U0712]. From this screen the assigned group number is displayed when customer is input and <Enter> is pressed.

Field Descriptions

• CUSTOMER
  Enter the customer number. Use Help for a Client Search of existing customers.
  
  
• GROUP
  This field is automatically displayed when RETURN is pressed after entering a valid customer number.

 

This screen is used to select the customer and group to modify through Add Lease, Change, Delete, or Delete Lease from Group, as well as when the group number is assigned by the user, as specified through the Miscellaneous option of the Custom General update [U0712].

Field Descriptions

• CUSTOMER
  Enter the customer number. Use Help for a Client Search of existing customers.
  
  
• GROUP
  Enter the group number. GROUP may be any set of alphanumeric characters. Use Help for a list of existing groups for this customer.

 

This screen is used to add or change miscellaneous information for the group. The billing address for the group is entered through the Lessee update [U0203].

Field Descriptions

• PAYMENT DUE DAY
  All leases under a group must be due on the same day of the month.
  
  
• ACCRUAL TYPE
  Enter, if desired, a type of accrual method for all leases under this group. Valid codes are precomputed (PRE), simple (SIMP), or operating (OPER).
  
  Even with an accrual method entered here, it is not required that all leases under the group have the same type of accrual. This field is informational only.
  
  
• DELINQUENCY WATCH CODE
  This code indicates the number of days a lease must be delinquent before it appears on delinquency reports. This field is used if the DELINQUENCY REPORT and PORTFOLIO STATUS REPORT parameters on the third screen of the Miscellaneous Customizations option of the Portfolio update [U0212] are set to W (Watch Code) instead of G (Grace Period). All leases under a group must have the same watch code. Use Help for a list of valid codes.

 

This screen appears only during Add Group. It is used to specify whether existing leases should be added to this group at this time.

Field Descriptions

• DO YOU WISH TO ENTER LEASES FOR THIS GROUP NOW (Y/N)?
  Enter Y to specify existing leases which should be tied to this new group. Enter N to add the group without tying leases to it at this time. Leases may also be tied to the group through the Book Lease option of the New Lease update [U0101] or through the Add a Lease option of this update. If N is entered, this is the last screen of the Add Group option.

 

This screen is used to Add a Lease to Group, as well as appearing if Y was entered on the previous Add Group screen.

A maximum of 200 leases may be added during the Add Group process or at any one time. If more leases need to be added, use the Add a Lease option of this update. The overall maximum number of leases that may be attached to a group is 300.

Field Descriptions

• LEASE (scrolled area)
  Enter the number of the lease to be attached to the group.

 

Delete Group

This screen is used to delete the selected group. All current information on the group is displayed and should be verified as the correct group to delete.

Field Descriptions

• LESSEE
  Displays the lessee number of the first lease in the group. It is blank if there are no leases in the group.
  
  
• SHORT NAME
  Displays the lessee short name of the first lease in the group.
  
  
• IS THIS THE CORRECT GROUP TO DELETE (Y/N)?
  Enter Y to delete all information about this group. Enter N to leave the information on file. If Y is entered, any lease tied to this group is removed from the group and the group is deleted.

 

Delete a Lease from Group

This screen is used to select the lease to be deleted from the group.

Field Descriptions

• LEASE
  Enter the number of the lease to be removed from the group. Use Help for a Client Search of lessees. Select a lessee and view a list of leases for that lessee.

 

LeasePak  Reference Guide

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