End of Period [U04]: Daily Updates

This is part of the End of Period [U04] group. For an introduction to End of Period and links to all the End of Period documents, refer to End of Period [U04]: Overview.

 

Below are descriptions of the updates that can be set to run as part of End of Day. The updates are listed in alphabetical order by title. Note that the list is not in module execution order. The Module List section of End of Period [U04]: Overview provides a list of modules in execution order.

 

Contents

 

Automatic Lease Extension [U0430]

Automatic extension may be entered for an active lease on [U0108] so that when the lease reaches maturity, it will go into an extension period. This module checks to see whether such leases have reached maturity. If a lease is matured (lease status = NMAT), this EOP module will automatically post extension information in the Automatic Lease Extension (RAX) file to the Master Financial (RLS) record.

This module also accrues income, transfers long-term receivables to current receivables, and calculates and assesses use tax and recurring charges. A report for the accrual is produced. Another report is produced which lists any messages and/or errors encountered during the extension or accrual process.

Refer to the Cycle Accrual update [U0301] documentation for more information on accrual update by this module.

Extended Lease Exceptions

The Extended Lease Exceptions report [U0430A] reports the error messages of unprocessable records. Error messages include:

 

Extended Lease Audit

The Extended Lease Audit report [U0430B] reports leases which were extended with associated accrual information.

The Income Accrual Register section of the Lease Extension Audit report [U0430B] reports at the lease level and provides the following income accrual information for each lease extended:

NET PAYMENT
+ USE TAX
+ RECURRING ASSESSMENTS

 

Batch Assessment [U0418]

This module assesses fees, taxes, or charges to leases or assets via an input file. This program will process General Ledger accounting and other LeasePak file updating similar to that performed by the Assessment update [U0105].

One notable feature in Batch Assessment, which is not a function of the Assessment update [U0105A], is the ability to specify a payment due date for the invoice. This will allow monthly assessments to non-monthly payment schedules. For example: a quarterly lease can be billed for assessments due in the first and second month of the quarter.

Two reports are created by the program: an exception report, [U0418A], and an audit report, [U0418B]. Any problems found during processing are reported through the Batch Assessment Exceptions report. These assessments may be processed interactively through the Assessments update [U0105], if possible, or re-submitted in the next batch assessment process. The Batch Assessments Audit report will report assessments successfully processed. It should be verified as correct.

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. LeasePak will automatically delete the batch assessment input file after it completes processing. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

The input file should be located in the data subdirectory of the environment in which Batch Assessment is to be run. The default "root name" of this file is called btchassmt.dat. The letter "p", the portfolio number and an underscore "_" are prepended to the "root name". For example:

p1_btchassmt.dat

is the batch assessment input file for all the assessments to be processed for leases belonging to portfolio 1.

It is now required to run a lease /util 219 prior to running the EOP process for Batch Assessments. The lease/util 219 option puts the data from the input file in the new RBS table, allowing all data to be processed during EOP. Required steps include:

  1. Write Batch Assessment file
  2. Run lease/util 219
  3. Verify U0418A Batch Exception Report in home directory
  4. Run EOP for Batch Assessments

Verify the Batch Exception Report [U0418A] and Audit Report [U0418B] are in the EOP directory

Lease level assessments include all recurring charges (RCR1, RCR2, etc.), Late Charges (LTCH), Collection Fees (COLL), Assumption Fees (ASMF), Legal Fees (LEGF), Payment Extension Fees (PEXT), Lease Extension Fees (LEXT), ITC Fees (ITCF), Lease Rewrite Fees (LSRW), and Other Fees (OTHF). All leases specified must be active leases.

The following options are allowed for asset level assessments:

The input file is modified to handle both the lease and asset level assessments. Each item must be prefixed with its associated literal. The items and their ordering are as follows:

If the above conditions are not satisfied, this item will be ignored.

The format for PROPERTY TAX DESCRIPTION CODE should be 4 characters, left justified, prefixed with <ptcode>.

 

Error Messages

Error messages are printed to the Batch Assessment Exception report [U0418A]. Possible Batch Assessment exception messages are as follows:

 

Batch Escrow Disbursement [U0409]

This module assesses all Escrow recurring charge fees to leases via an input file. This program will process General Ledger accounting and other LeasePak file updating.

Two reports are created by the program: an exception report [U0409A], and an audit report, [U0409B]. Any problems found during processing are reported through the Batch Escrow Exception report. The assessments may be processed interactively through the Assessments update [U0105], if possible, or re-submitted in the next batch escrow process. The batch Escrow Audit report will report escrow recurring charges successfully processed. It should be verified as correct.

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. LeasePak will automatically delete the batch escrow file after it completes processing. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

Before creating the input file for the fist time, a logical name called batch_escrow_file should be established with the "root name" of the input file. This may be done by inserting the following line into the logical name command file, COM:SITELOG.COM,$com/leasepak_logicals.com, located in the command procedure directory for LeasePak:

$assign/group xx$disk:[xxLeasePak.DATA]btchescr.dat
BATCH_ESCROW_FILE

This example defines the name of the input file with the root name of "btchescr.dat" located in LeasePak’s data directory. The root name is not the actual file name of the batch escrow input file. The lease number,date of disbursal, the dollar amount, (RCK record) check number , name, address, city, state, zip, reference, asset number and bank number makes up the input file for batch escrow. For example:

50, 970104, 500, 0001, smith, 111 anza, burlingame, ca, 94010, 79,125

The input file is modified to handle the selected lease’s escrow recurring charges. Each item and its ordering are as follows:

 

Batch Escrow Exceptions


The Batch Escrow Exceptions report [U0409A] reports at the lease or invoice level and includes the following information:

 

Batch Escrow Audit


The Batch Escrow Audit report [U0409B] reports at the lease and asset level and includes the following information:

 

Batch Payment Reversal [U0470]

The Batch Payment Reversal module works in conjunction with the Cash Control module, Batch Payments module and the Multiple Banks module, separately purchased modules of LeasePak. Its use requires that Enhanced Payments, a 1993 JULE Fund enhancement, also be in use. When Batch Number Payment Reversal option is selected in the End of Period Customizations option of the Portfolio [U0212] update. LeasePak will display the Batch Exception report [U0470A] and the Batch Audit report [U0470B].

LeasePak requires a batch input file to exist in the users data directory. This will allow Batch payment Reversals to perform batch payment processing based on the information in the input file. It may be run on a regular basis, by portfolio, and as part of End of Period. Each day that Batch Payment Reversals are processed, a file with the portfolio number and root name should be created with the payment to be reversed.

The Batch Payment Reversal program will call the Batch Number Payment Reversal [U0102BR] for every record it finds in the input file. It will process payment reversals that have been entered into LeasePak using the batch number. The full batch of payments made for one check will be reversed. No partial batch reversal can be made.

The format of the Batch Payment Reversal input file will consist of the following (where * is the Portfolio number.):

p*_bptmtrev.dat

The input file is a normal ASCII text RMS sequential file, and may be created through a program or, more simply, by creating and editing a file. Each day that batch payment reversals are to be processed, a file with the portfolio number and root name should be created with the payments to reverse. LeasePak automatically deletes the batch payment reversal input file after it completes processing the payments for the portfolio. It is advisable to retain a copy of this input file in a separate directory in case future reference is necessary.

Note: For greater efficiency, the batch payment reversal input file for each portfolio should be sorted by the company, region, and office of the leases and/or invoices to be paid. Lease utility 111 performs this sort, and should be run before EOP is submitted.

The batch payment reversal input file should contain one line for each invoice or lease to process. Each line must contain at least the following 3 mandatory elements, separated by a comma:

Following are examples of data lines for the batch payments input file:

Note that leading spaces (padding) for lease number, invoice number, check number, etc. are not required. Also, if decimal points are entered for the payment amount, misinterpretation is possible (e.g., I23090,432.98, the payment amount is interpreted as $4.33).

Informational, warning, and error messages are printed to the Batch Payment Reversal Exceptions report [U0470A].

The Bank Code value for each reversal category must be defined in the Module Customizations option of the portfolio [U0212] update.

LeasePak allows non-IBL Batch Payment Reversals [U0470], to be reapplied when a payment reversal is processed out of order. This enhancement work in conjunction with Batch Payment Reversal [U0102] and Batch Payment Reversal [U0306], when the Cash Control module is purchased.

LeasePak will automatically search for and reverse all payments with the effective date equal or greater than the effective date of the payment being reversed and reapply the payments in order (oldest invoice due date first) and according to the payment hierarchy for all lease payments (non-IBL).

LeasePak will reverse all the sub-sequent batches and then reapply the total reversed amount from the batches to the most outstanding invoice first.

Note: If the batch number that is being reversed contains multiple lease numbers, LeasePak will display a warning message: “No reversal and reapply for multiple lease batch.”

Note: This enhancement will support “TMSA” Reversal Reason code. If the Reason Code is “T***” type code, it will be treated as a “TMSA” reason code. If “TMSA” is used, the auto reverse and reapply of batches will execute first. LeasePak will ask the user where to reapply the payment. This enhancement does not apply if the Reversal Reason code is “TRAN.”


Examples
Each check corresponds to a batch and all examples assume the initial payment was processed by operator: JS1

Case 1: Reverse the earliest batch

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/8/03 1 1 3/1/03 Monthly 200.00
2 456 JS1 4/4/03 1 2 4/1/03 Monthly 200.00
3 789 JS1 5/8/03 1 3 5/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102], therefore LeasePak will automatically reverse Batch 2 and Batch 3. The payments will be reapplied to Invoice 1 and Invoice 2, leaving Invoice 3 outstanding after the reversal.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS2 4/4/03 1 1 3/1/03 Monthly 200.00
3 789 JS2 5/8/03 1 2 4/1/03 Monthly 200.00

 

Case 2: Reverse one of the multiple batches with the same effective date

Both Batch 1 and Batch 2 are paid on the same day (4/8/03), but Batch 1 is paid in the morning and Batch 2 is paid in the afternoon.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 4/8/03 1 1 3/1/03 Monthly 200.00
2 456 JS1 4/8/03 1 2 4/1/03 Monthly 200.00
3 789 JS1 5/4/03 1 3 5/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 2 via Batch Number Payment Reversal [U0102] and LeasePak will automatically reverse Batch 1 and reapply the payment to lease 1, then reverse Batch 3 and reapply the payment to Invoice 2. Leaving Invoice 3 outstanding after the reversal

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS2 4/8/03 1 1 3/1/03 Monthly 200.00
3 789 JS2 5/4/03 1 2 4/1/03 Monthly 200.00

Batch 1 is reversed and the payment is reapplied to Lease 1 even though Batch 1 is paid earlier than Batch 2 on the same day.

Note: When payments are applied on the same effective date, the RPM table lists the payment effective time.

 

Case 3: Payment effective date and payment due date are out of order

The first 2 invoices are applied out of the order.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/5/03 1 2 4/1/03 Monthly 200.00
2 456 JS1 4/8/03 1 1 3/1/03 Monthly 200.00
3 789 JS1 5/4/03 1 3 5/1/03 Monthly 200.00

(Reverse the second batch)
A: On 5/8/2003 operator JS1 reverses Batch 2 via Batch Number Payment Reversal [U0102], LeasePak will automatically reverse Batch 3 and reapply the payment to Invoice 1. Leaving Invoice 3 outstanding after the reversal. Invoice 2 will be reversed since the payment is applied before invoice 1.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/5/03 1 2 4/1/03 Monthly 200.00
3 789 JS2 5/4/03 1 1 3/1/03 Monthly 200.00

(Reverse the earliest batch)
B. On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically reverse Batch 2 and Batch 3. Batch 2’s payment will be reapplied to Invoice 1 and Batch 3 payment will be reapplied to invoice 2. The payments are reapplied to the most outstanding invoice first: Invoice 1 even though the original payment was made to Invoice 2. Leaving Invoice 3 outstanding after the reversal.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS2 4/8/03 1 1 3/1/03 Monthly 200.00
3 789 JS2 5/4/03 1 2 4/1/03 Monthly 200.00

 

Case 4: Batch with Deferral Fee in Payment Reschedule [U0104] – received as cash

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/8/03 1 1 3/1/03 Monthly 200.00
2 456 JS1 4/1/03 1 Def Fee 4/1/03 Monthly 200.00
3 789 JS1 5/8/03 1 2 5/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak automatically reverses Batch 3 and reapplies the payment to Invoice 1. Batch 2 is bypassed because it is cash received of a deferment Fee in Deferral. Therefore, only Invoice 3 is outstanding after the reversal.

Note: In Payment Reschedule [U0104], a Security Deposit or Deferral Fee may be charged and may be treated as Cash Received (paid in Payment Reschedule [U0104]) or they may be invoiced and paid later.

As in this case, the Deferral Fee is Cash Received and has “DEF FEE” under the Invoice column, therefore the batch will be skipped. If the Deferral Fee is placed on an invoice, the invoice number will be displayed in the column, the batch will get reversed and reapplied.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS1 4/1/03 1 Def Fee 4/1/03 Monthly 200.00
3 789 JS2 5/8/03 1 1 3/1/03 Monthly 200.00

 

Case 5: The original reversed batch contains multiple leases

Batch 1 payments are applied to Lease 1 then Lease 2. The lease number in the RPM (Check Payment Master) table for Batch 1 is Lease 1. Batch 1 has 2 RPN records (Check Payment Detail), one for Lease 1 and one for Lease 2.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/4/03 1 1 3/1/03 Monthly 150.00
2 4 4/1/03 Monthly 50.00
2 456 JS1 4/8/03 1 2 4/1/03 Monthly 150.00
1 3 5/1/03 Monthly 50.00
3 789 JS1 5/4/03 1 2 5/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. Batch 1 contains multiple leases therefore, Batch 2 and Batch 3 will not be reversed and payments will not be reapplied, even though both Batch 2 and Batch 3 contain items for lease 1.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS1 4/8/03 1 2 4/1/03 Monthly 150.00
1 3 5/1/03 Monthly 50.00
3 789 JS1 5/4/03 1 2 5/1/03 Monthly 200.00

 

Case 6: Batch to auto reverse and reapply contains multiple leases – reapply to a different lease first

Batch 2 payments are applied to Lease 2 first then to Lease 1. The lease number in RPM (Check Payment Master) table for Batch 2 is Lease 2. Batch 2 has 2 RPN records (Check Payment Detail), for Lease 1 and Lease 2.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/4/03 1 1 3/1/03 Monthly 150.00
1 2 4/1/03 Monthly 50.00
2 456 JS1 4/8/03 2 5 4/1/03 Monthly 150.00
1 3 5/1/03 Monthly 50.00
3 789 JS1 5/4/03 1 4 6/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically reverse Batch 3 and payments reapplied to Lease 1. Batch 2 will not be reversed because Batch 2 belongs to Lease 2, a multiple lease batch (RPN).

Note: This enhancement does not support the reverse-reapply of subsequent batches with multiple leases.

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS1 4/8/03 2 5 4/1/03 Monthly 150.00
1 3 5/1/03 Monthly 50.00
3 789 JS2 5/4/03 1 1 3/1/03 Monthly 150.00
1 2 4/1/03 Monthly 50.00

 

Case 7: Batch to auto reverse and reapply contains multiple leases – reapply to the same lease first

Batch 2 payments are applied to Lease 1 first then to Lease 2. Therefore, the lease number in RPM (Check Payment Master) table for Batch 2 is Lease 1. Batch 2 has two RPN records (Check Payment Detail), for Lease 1 and Lease 2.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 3/4/03 1 1 3/1/03 Monthly 150.00
1 2 4/1/03 Monthly 50.00
2 456 JS1 4/8/03 1 3 5/1/03 Monthly 150.00
2 5 5/1/03 Monthly 50.00
3 789 JS1 5/4/03 1 4 6/1/03 Monthly 200.00

On 5/8/2003 operator JS1 reverses Batch 1 via Batch Number Payment Reversal [U0102]. LeasePak will automatically reverse Batch 3 and reapply the payments to Lease 1. Batch 2 will not be reversed even though Batch 2 belongs to Lease 1 according to the RPM table. This is consistent with case 6 (above).

If the payment reversal is processed by operator JS2, the reversal will display as follows:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS1 4/8/03 1 3 5/1/03 Monthly 150.00
2 5 4/1/03 Monthly 50.00
3 789 JS2 5/4/03 1 1 3/1/03 Monthly 150.00
1 2 4/1/03 Monthly 50.00

 

Case 8: Multiple batch reversals have the same payment effective date

If multiple batches for the same lease with the same effective date are reversed in Batch Payment Reversal [U0306] or Batch Payment Reversal [U0470], it will process each batch at a time and function like Batch Number Payment Reversal [U0102].

For example, there are 3 batches for Lease 1 with the same effective date and all get reversed in [U0306] Batch Payment Reversal. Assume the record in the reversal file is in the same order:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
1 123 JS1 4/25/03 1 1 3/1/03 Monthly 200.00
2 456 JS1 4/25/03 1 2 4/1/03 Monthly 200.00
3 789 JS1 4/25/03 1 3 5/1/03 Monthly 200.00

JS2 runs [U0306]. It reverses and puts the three batches into the reversal file in the same order as above.
After processing the first batch, invoice 3 will be outstanding:

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
2 456 JS2 4/25/03 1 1 3/1/03 Monthly 200.00
3 789 JS2 4/25/03 1 2 4/1/03 Monthly 200.00

Then process the second batch - invoices 2 and 3 will be outstanding.

Batch Check Opr Batch Pmt Eff. Date Lse # Inv # Due Date Pmt Type Pmt Amount
3 789 JS2 4/25/03 1 1 3/1/03 Monthly 200.00

Lastly, process the third batch - all three invoices (1, 2 and 3) will be outstanding.

 

Batch Payment Reversal Exception Report [U0470A]



This report displays any Batch Payment Exceptions that might exist after End of Period was run. Failed edit checks will not process payment reversal for that record and an error message would be displayed. LeasePak will create a Reversal Suspense item for the check amount if any of the following fields are not valid.

 

Batch Payment Reversal Audit Report [U0470B]

This report will display all the batch reversals that have been applied for that End of Period. If all the edit checks have been met for the batches entered, LeasePak will display the lease, lessee, check number, batch number, reversal reason and the amount reversed for the all batches entered in the input file.

 

Batch Payoff [U0427]

This module works in conjunction with the Batch Payoff and Cash Control modules. This report displays the Batch Payoff Exceptions and Audits of Payoffs posted for leases with RAX* type accrual methods via the Batch Payoff [U0129] update.

This report displays any Batch Payoff Exceptions that might exist after End of Period was run. Failed edit checks will not process payoffs for that record and an error message would be displayed. LeasePak will create a Suspense item for the check amount if any of the following fields are not valid.

Exception Messages

Exception messages are printed to the Exception report [U0427A]. Possible Batch Payoff exception messages are as follows:

 

This report will display all the Batch Payoffs that have been applied for that End of Period. If all the edit checks have been met for the batches entered.

 

Cashier’s Check Disbursal [U0117]

This module disburses any checks with a disbursement date on or before the current date. A check register is always produced. Formatted checks may also be created depending upon the setting of the GENERATE CASHIER’S CHECKS parameter found on the third screen of the Miscellaneous Customizations option of the Portfolio update [U0212].

LeasePak provides a generic check format. If a format different from the one provided is required, a custom formatting program can be written. Contact MSI for additional information.

The starting check number for the check register and the formatted checks is entered when End of Day is submitted through the Submit update [U0401].

Refer to the Cashier’s Check Disbursal update [U0117] for detailed information on this module and the sample generic check format available

If the Reverse a Payable module is purchased, any printed or voided checks that are older than 2 months will be deleted. The only way to purge the check file is to print the Check Register report during end of period. It is not necessary to print checks.

Skip Comments: There is no adverse effect if this update is skipped. Checks scheduled for disbursement in the current End of Day process are disbursed by the next End of Day Cashier’s Check Disbursal update. The report and formatted checks produced by a partial execution of this update should be ignored, as they are reproduced by the next End of Day Cashier’s Check Disbursal update.

 

Closed Lease Cleanup [U0419]

This module cleans up the data files after a lease is paid off or terminated or an off-lease asset is sold.

The following list of files may be affected by this update. Note that no records are ever deleted before a user defined number of days. This number of days is specified using the NUMBER OF DAYS TO WAIT BEFORE CLEANING UP LEASE RECORDS parameter on the Miscellaneous Customizations option of the Portfolio update [U0212].

 

General Ledger Interface [U1003]

This optional module is designed to allow the transfer of information from LeasePak’s General Ledger to another general ledger system. It accomplishes this by creating a special scratch file containing the daily debits, credits and account balances for each LeasePak General Ledger account, for each office. All transferring is performed based on daily totals. A customized, user-supplied program must then translate the information in the scratch file to a format that can be read by the non-LeasePak general ledger system.

If it is purchased, this module is run during End of Period. If it is skipped, the Zero Daily General Ledger Accounts update [U0422] should also be skipped. Otherwise, when the interface is later run, the current day’s totals are no longer available for transfer.

When setting up the module on LeasePak, set the parameter GENERAL LEDGER INTERFACE USED to Y on the third screen of the Miscellaneous Customizations option of the Portfolio update [U0212].

 

Scratch File

LeasePak’s General Ledger interface scratch files are ASCIIRMS sequential files. There is one scratch file for each portfolio. Each record in the file is 128 bytes long. The file is STREAM format with no record separators; that is, it is one large record. The format of the file name is:

xx$DISK:[xxLEASEPK.DATA]DSGL_P??.DAT

where xx is the client ID and ?? is the number of the portfolio.

All fields are converted to a string format before being written to the file. The format is as follows:

Field Name Size (bytes) Type
Portfolio number 2 Alphanumeric
Company number 2 Alphanumeric
Region number 2 Alphanumeric
Office number 3 Alphanumeric
GL Account EOP trans date 6 Numeric
GL Account Type 1 "C" or "D"
GL Account Number 12 Alphanumeric
GL Account name 36 Alphanumeric
GL Account debit 12 Numeric signed
GL Account credit 12 Numeric signed
GL Account M-T-D debit 12 Numeric signed
GL Account M-T-D credit 12 Numeric signed
GL Account balance 12 Numeric signed
Fill (blanks) 4
TOTAL 128

An example of a numeric signed value is 0012649053+. The first eleven characters are the dollar value, multiplied by 100. In this example, the actual dollar value is $126,490.53 The twelfth character is either a plus (+) if the value is positive or a minus (-) if negative.

 

Running the Interface

The General Ledger Interface [U1003] may be executed automatically through End of Period [U04] processing. It may also be executed interactively by selecting it from the External Data Sets option of the Updates menu.

 

This screen is used to select the portfolio for which the General Ledger interface is to be run.

 

Insurance Status Update [U0421]

This module updates the insurance status code for leases with expired insurance policies. An insurance policy is expired if the insurance expiration date is on or before the current date. If so, the insurance status code is changed to "expired". This module also changes the insurance status code to "due to expire" starting 30 days before the actual insurance expiration date.

Note: If insurance is not required or the lessee is self-insured, the status is not changed by this module. The Insurance Tracking module must be selected to run for only a single portfolio as it updates the entire database, not just the selected portfolio. If run on multiple Portfolios, it may cause LeasePak to fail during End of Period processes as both jobs may attempt to update the same record.

Skip Comments: There is no adverse effect if this update is skipped. The insurance status codes are changed by the next End of Day Insurance Status update.

 

Investor Settlement [U0124]

The Investor Settlement update [U0124] is used interactively to process settlements to investors associated with discounted leases. This update consolidates amounts due to an investor, and places the information into a check (DCK) record. If settlement checks are not processed interactively, the End of Day process [U0401] may be used to generate settlement checks automatically on their disbursal dates.

Three reports will be generated:

The investor settlement checks created by this update interface directly to LeasePak’s check writing capability. The Cashier’s Check Disbursal update [U0117] can be used to disburse the settlement checks interactively. It can also generate formatted checks if the GENERATE CASHIER’S CHECKS parameter established in the third screen of the Miscellaneous Customizations option of the Portfolio update is set to Y. Refer to Cashier’s Check Disbursal update [U0117] for more information.

Refer to the Investor Settlement update [U0124] for more information.

 

 

Master General Ledger Reconciliation Report [U0460]

The Master G/L Reconciliation Report [U0460] is part of the End of Period process. The 1995 JULE fund must be purchased in order to have access to this module.

Note: Journaling is automatically turned off for this update. The update is structured so that the database is not corrupted if this update should terminate abnormally in any part of its processing.

The purpose of the Master G/L Reconciliation Report module is to reconcile as many G/L accounts as possible within LeasePak and, when an out-of- balance condition is found, provide available detailed information to aid in researching the account.

The Master G/L Report contains two reports. The U0460A reports out-of- balance transactions while the U046B lists the accounts that caused the out- of-balance. The U0406B will show out of balance transactions during the first two days of the report run unless G/L related activities have occurred.

For maximum benefit, this module should be run on a daily basis as part of the End of Period process for each portfolio.

Note: The portfolio setting that governs the execution of the Master G/L Reconciliation update is found in End of Period Customizations option of the Portfolio update [U0212].

The Master G/L Reconciliation update reconciles IDC/IDR information entered in the lease. The 11 IDC/IDR unearned amounts as well as three payables are reconciled in this report.

The G/L Accounts reconciled by this module are as follows:

 

Master G/L Reconciliation Report [U0460A]

This report displays any out of balances that may have occurred in the G/L after End of Period has been run. The Report number and the User Id will be displayed on the screen.

 

Master G/L Reconciliation Imbalance Report [U0460B]

This screen lists the G/L out of balance by lease number. This will show all individual lease transactions that are out of balance.

 

Notes Payable Accrual [U0905]

The Note Payable Accrual update [U0905] is part of the Notes Payable module, a separately purchased module of LeasePak. This update establishes the monthly interest expense for notes payables and records it in the general ledger. It also reduces the principal outstanding balance of the note.

Refer to the New Notes Payable update [U0901] for more information on notes payable and to the Notes Payable Accrual update [U0905] for more information on the interest expense accrual process.

Skip Comments: If this module is skipped, note outstanding balances and calculated interest amounts are not updated for the current month. Therefore, the Notes Payable reports show non-current information. For this reason, this module should not be skipped, if possible. However, the next End of Month Notes Payable Accrual will bring all note accruals current.

 

Suspense Review [R0203]

This module produces the same report as the interactive Suspense Review report [R0203], but when executed through End of Period, this module performs an additional function:

This report shows the suspense and remaining balance amount. It is recommended that this report be run at least once a month.

Refer to the documentation for the interactive Suspense Review report [R0203] for a sample report.

Skip Comments: There is no adverse effect if this report is skipped. Suspense items to be deleted in the current End of Day process are deleted by the next End of Day Suspense Review report.

 

Vendor ACH [U0424]

The Vendor ACH module selects disbursements which were identified as Vendor ACH when initially entered in the Book Lease update [U0101], i.e., DISBURSEMENT TYPE is NEWA. The module reviews disbursements for the current portfolio from the last date Vendor ACH ran through 2 business days from the EOP submit date.

If the PRENOTE USED switch is set to Y for the portfolio selected, prenotification time criteria will be verified as NACHA Rules require, and prenotification entries will be created for vendors who have not yet been notified. (Vendors with CCD Standard Entry Class Code will be prenoted only if the PRENOTE CCD switch is set to Y for the portfolio.)

A standard ACH file is created for this portfolio to be uploaded into the Federal Reserve ACH system the following morning. This allows the user to enter as disbursement date the actual day the vendor should be credited. The Vendor ACH module picks up these records in advance (based on the ACH grace days) and submits them to the Federal Reserve for processing on the actual disbursement date.

The vendor account credited is input through the Vendor Maintenance update [U0201] and stored in the RLR file. The account debited is stored in the RAC file, the same file/account used in the PAP/ACH module to credit lease payments. Records are stored by portfolio.

The Check Disbursal module [U0117] runs and disburses all checks due to be disbursed today. It will not process NEWA checks. Once a check has been processed by the Vendor ACH module, it will be skipped if LeasePak encounters it again on subsequent runs.

The Vendor ACH module processes all RCK records for the selected portfolio. Based on the last time Vendor ACH was run for the selected portfolio, the module selects all RCK records of DISBURSEMENT TYPE = NEWA that have not been printed (or have been voided since the last Vendor ACH run) that are to be disbursed on or before today (EOP submit date) plus the ACH Grace days. After successfully processing each RCK record, the module updates it with a print flag of P. For void checks, debit entries are created, and the flag V is not changed.

If prenotifications are used and time criteria are not satisfied, the entry will be included in the Exception Report and no live dollar entry will be sent.

The field D-LAST-VACH-S is also updated with the date when EOP runs. The scratch file name is DSPP-Pxx-VACH-YYMMDD.DAT. Where YYMMDD represents the primary disbursement date, i.e., the date the vendor is due to receive the money. When the Vendor ACH module starts up, it deletes any existing DSPP-Pxx-VACH-YYMMDD files. The Bank file is called Pxx-VACH-BANK-YYMMDD.DAT. Any pre-existing copies of this file are deleted as well. This prevents double posting problems.

Note: Before running Vendor ACH the Holiday calendar [U0720] should be set.

If any Dealer Alert switches are turned on in Vendor [U0201], the owed amount will not be disbursed. An output exception file will display the held-back check. If the Suspense Override Date is populated, the owed amount will be disbursed only up to the specified date.

 

Vendor ACH

The Vendor ACH report [U0424A] reports all checks disbursed to Vendors and includes the following information:

 

Summary of Vendor ACH Bank File

This report contains a summary of vendor ACH transactions.

 

Vendor ACH Exception

The Vendor ACH Exception report [U0424C] reports all checks not included in the scratch (and bank) file because Vendor was not prenotified on time and includes the following information:

 

Zero Daily General Ledger Accounts [U0422]

This module zeroes out the daily debits and credits for all General Ledger accounts and also zeroes out the cash processed amount for each office. If this module is not executed daily, the daily debit and credit amounts reflect an accumulation of several days’ work.

Skip Comments: If this module is skipped, the daily debits and credits are not cleared out for the current day. If a daily interface to an outside General Ledger system is already completed for the current day, but this module is skipped, then tomorrow’s General Ledger numbers will include today’s information, double-counting the current day’s information.

 

LeasePak  Reference Guide

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