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.

Automatic Lease Extension [U0430]
Batch Assessments [U0418]
Batch Escrow Disbursement [U0409]
Batch Payment Reversal [U0470]
Batch Payoff [U0427]
Cashier's Check Disbursal [U0117]
Closed Lease Clean-Up [U0419]
Customer/Group Batch Payment [U0458]
General Ledger Interface [U1003]
Insurance Status Update [U0421]
Investor Settlement [U0124]
Master General Ledger Reconciliation Report [U0460]
Notes Payable Accrual [U0905]
Suspense Review [R0203]
Vendor ACH [U0424]
Zero Daily General Ledger Accounts [U0422]

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:

REQ record not found when calculating use tax
RLO record not found when calculating use tax
Total payments do not cover cost
READ error on Lease (RLS) file
Lease (RLS) record does not exist
Advance payments cannot be made to an arrears lease
Invalid lessor accrual method
Warning: Lease has an active note attached
This is only a warning. Lease will be automatically extended.
Assessment limit has been exceeded
Unsuccessful lock to REQ
RHA transaction in progress
RDAR transaction in progress
Unable to get next invoice number
Unable to calculate use tax
Error found when creating RTR records
RTP Transaction in progress
Lease record is locked
LSACCRUE error
Lease has been changed prior to automatic extension. Use manual extension.
Sum of asset pmt amts does not equal avg monthly lease pmt amt
Starting cost does not equal calculated starting cost. Use manual extension.
Sum of the assets residual does not equal the lease residual.
Lease is not allowed to extend prematurely
Automatic Lease Extension (RAX) record does not exist

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:

LEASE
The number of the lease extended.
DFRD
Leases extended using the RES (residual) method may use either cash or accrual accounting. If the lease uses cash accounting and the payment has been accrued but not paid, DFRD (deferred) appears.
F/O
F appears for finance leases, O for operating leases.
NET INVESTMENT
The current net investment of the extended lease, after any required accruals, is displayed.
NET BOOK VALUE
The current net book value appears for leases extended using the OPR method.
LESSOR INCOME
The amount of income accrued to the lessor is displayed. If more than one month is accrued, each month's income accrual is shown separately, up to a maximum of 10 months. If more than 10 months are accrued, the first 9 months income accruals are shown and the remaining accruals are accumulated in the tenth line.
RESIDUAL INCOME
For the RES extension method, payments reduce residual by the full lease payment. When the residual reaches zero, the lease payment is recorded as income (no lease income is recognized until the residual is fully cleared).
UNBILLED INCOME
The unbilled income appears for leases extended using the OPR method.
NET PAYMENT
The lease payment for each accrual month, not including use tax, is displayed.
USE TAX
The use tax for the lease payment for each accrual month is displayed.
RECURRING ASSESSMENTS
The total amount of recurring assessment charges for each accrual month is displayed.
GROSS PAYMENT
The total payment is displayed. It is calculated as follows:

NET PAYMENT
+ USE TAX
+ RECURRING ASSESSMENTS

Batch Assessment [U0418]

This module provides the facility to process one or more assessments by means of a text input file.

Unlike the Assessment [U0105] update that requires the user to enter one record at a time, the Batch Assessments [U0418] module provides an interaction-free and faster way of assessing fees, taxes or charges to a lease or asset.

The Batch Assessments [U0418] module requires an input file containing all assessments to process for leases or assets belonging to a specific portfolio. This input file, called the Batch Assessments Input file or simply batch input, contains all data for assessments to apply to a lease or an asset. The data in the batch assessments input file needs to follow a pre-defined standard format. This standard defines the arrangement of data in the file according to which LeasePak interprets the file and processes it.

The Batch Assessment process executes as a part of the End of Period (EOP) process. It generates two reports:

Batch Assessment Audits (Report A)
Batch Assessment Exceptions (Report B)

Batch Assessment Audits (Report A)
Reports on the assessments successfully processed.

Batch Assessment Exceptions (Report B)
Reports on assessments not successfully processed.

For assessments not processed, you can resubmit them for processing after correcting any problems found -- as indicated in the Batch Assessment Exceptions report. You may also use the Assessment [U0105] update to apply those assessments interactively.

One notable feature in Batch Assessment, which is not a function of the Assessment [U0105] update, 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.

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.

The Process

There are four steps involved in the process for the processing of batch assessments. These steps are shown in the following diagram and are explained in detail in the following sections.

Create Batch Assessments Input File

The batch input file is a simple text file that you may create using any text editor of choice, for example: Notepad, WordPad, VI editor, etc. However, there are certain rules for naming the file and the location where you need to place the file in order for LeasePak to process it.

When saving the file, the name of the file must follow the convention – pnn_btchassmt.dat – otherwise LeasePak will not recognize the file and will not process it. The nn in the file name is the identifier of the portfolio to which all the leases in the batch input file belong. For example, “p2_btchassmt.dat” indicates that the assessment data in the batch input file is for leases belonging to portfolio 2.

When LeasePak runs the End of Period process, it searches for the batch input files under the data subdirectory of the environment in which it runs. Hence, you should either create the batch input file in the data subdirectory or should move it to the directory before execution of the End of Period process.

LeasePak automatically deletes the file after processing it. Hence, create a separate copy of the file at a different location, or at the same location with a different file name, in case you need a backup for future reference.

Organization of Data in Batch Assessments Input File

The Batch Assessments Input file has a set of predefined field markers that define the data that follows them in the file. When processing the batch input file, LeasePak uses these markers to identify the incoming data and the relevant fields in the database where to save it.

Field Marker is a standard convention required for all batch input files that load data into LeasePak. A field marker contains the name of the target field enclosed in angular braces (<>).

Field markers can be mandatory, optional or may become one of two depending upon certain conditions. Following the field marker is the value for its field. You may exclude the optional markers from the batch file or leave their value blank.

The following table lists the field markers for the Batch Assessments Input file.

Field Markers for Batch Assessments Input file.
	Field Marker	Data	Required	Description
1	<lease>	Lease Number	C	The lease number (identifier) of an active lease to apply the assessment charges to.
2	<asset>	Asset Number	C	The asset number (identifier) of an off-lease or on-lease asset to apply the assessment charges to.
3	<invoice>	Invoice Number	O	The invoice number of an on-lease asset to which to apply the assessment charges. This cannot be a credit memo. This field is only applicable when applying assessment charges to an already generated invoice. Since accounts receivables for off-lease assets are not recorded therefore this field is not required in their case. If the invoice number is not specified the assessment will be assessed on the invoice due on the specified due date or the next payment due date for the lease to which the asset belongs.
4	<due date>	Invoice Due Date (YYMMDD)	C	The invoice payment due date. This value is required if the due date for invoice is to be different from the next payment due date for the lease. The due date must match due date for the invoice if both the fields are entered in the batch file.
5	<assmt>	Assessment Code	M	The four digit code indicating the assessment type. Lease Level Assessments: 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), Recurring Charges (RCRx, RCxx), and Other Fees (OTHF) Recurring charge assessment types are valid if set up for the portfolio in the Assessment Customizations option of the Portfolio [U0212] update. If any recurring charges are designated as payable (type P), the payable recurring charge is valid only if it has been set up for the lease. Asset Level Assessment Charges: Property Tax (PRTX) Federal Highway Use Tax (FHUT) Sales/Use Tax (STAX) (applicable only on on-lease assets)
6	<amount>	Assessment Amount	M	The assessment amount. This must be greater than zero and without a decimal point e.g. $123.50 should be $12350.
7	<ptcode>	Property Tax Description Code	C	Can be entered if: • The Property Tax Description module is purchased • The portfolio switch is set to Y in the Modules Customization option of the Portfolio [U0212] update, and • Property tax is assessed to the asset LeasePak will ignore this field if any of the above given conditions is not met.
8	<fhcode>	Federal Highway Use Tax Description Code	C	Can be entered if: • The Property Tax Description module is purchased • The portfolio switch is set to Y in the Modules Customization option of the Portfolio [U0212] update, and • Federal highway use tax is assessed to the asset
9	<lien date>	Lien Date of Property Tax	C	Can be entered if; • The Property Tax Description module is purchased • The portfolio switch is set to Y in the Modules Customization option of the Portfolio [U0212] update, and • Property tax is assessed to the asset
10	<>	Terminator	M	Marks the end of an assessment and must follow each assessment entry.

Legends

M - Mandatory
C - Conditional
O - Optional

Examples

Example 1:

Following is a simple example that shows how to apply a recurring charge assessment to a lease.

Example 2:

The following example shows a property tax assessment for a lease. The assessment entry in this example includes fields with blank values demonstrating that optional fields can be included in the file without specifying their values.

Example 3:

In this example the Federal Highway Use Tax assessment applies to an asset. The invoice number given in this entry must belong to the given asset number.

Waiving Batch Assessments

The process of waiving batch assessments is similar to that of applying the charges except for a few differences in usage of the fields in the batch assessment file.

Field Markers for Batch Assessments Input file.
	Field Marker	Data	Required	Description
1	<lease>	Lease Number	C	The lease number (identifier) of an active lease from which to waive assessment charges. The Lease Number is required if the Asset Number is not specified.
2	<asset>	Asset Number	C	The asset number (identifier) of an active lease or on-lease asset from which to waive the assessment charges. Do not set this field if the Lease Number is specified. The Asset Number is only required if the Lease Number is not specified.
3	<invoice>	Invoice Number	M	The invoice number of an existing lease from which to waive charges.
4	<amount>	Assessment Amount	M	The assessment amount. This must be less than zero (a value prefixed with the minus(-) sign) and without a decimal point e.g. -123.50 should be -12350.
5	<assmt>	Assessment Code	M	The four digit code indicating the assessment type. Lease Level Assessments: 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), Recurring Charges (RCRx, RCxx), and Other Fees (OTHF) Recurring charge assessment types are valid if set up for the portfolio in the Assessment Customizations option of the Portfolio [U0212] update. If any recurring charges are designated as payable (type P), the payable recurring charge is valid only if it has been set up for the lease. Asset Level Assessment Charges: Property Tax (PRTX) Federal Highway Use Tax (FHUT) Sales/Use Tax (STAX) (applicable only on on-lease assets)
6	<>	Terminator	M	Marks the end of an assessment and must follow each assessment entry.

Checklist

The following input file rules apply:

Assessment entries must follow the above format and order.
Any entries other than listed above will prevent processing of the assessment and will show up in the exception report.
An assessment can either be against a lease or an asset number, not both.
Each assessment must list a lease or asset, assessment type code, and an assessment amount.
All leases and assets in the input file must be in the same portfolio.
Invoice number must not be a credit memo.
Invoice number must not be an advanced invoice, i.e., an invoice which has not reached its accrual date.
When providing both the lease and invoice number for an assessment entry, make sure that the invoice belongs to the lease.
When providing both the asset and the invoice number for an assessment entry, make sure that the invoice belongs to the same lease.
Invoice due date is optional. It is needed only if invoice number is not listed and the due date for the invoice is not the next payment due date for the lease.
Invoice due date format must be YYMMDD.
The invoice due date must be a valid payment due day for the lease.
If invoice due day is greater than the number of days in the month, the last day of the month must be used (e.g., payment due day is 30, month is February, due date must be February 28 or 29).
The invoice due date may not be after the next payment due date for the lease (e.g., if quarterly lease with next payment due date April 1, invoice due date may not be May 1).
The invoice due date may not be before the commencement date or after the maturity date for the lease.
Both invoice number and invoice due date may be listed, but invoice due date must be equal to the due date for the specified invoice.
If an invoice number or an invoice date is not entered, all assessments to a lease will be placed on an invoice date on the next payment due date for the lease.
The format of property tax lien date must be YYMMDD.
If a lease number is entered, the only valid assessment must be one of the following: "ASMF", "COLL", "LTCH", "ITCF", "LEGF", "LEXT", "LSRW", "OTHF", "PEXT" or the Recurring Charges that are set up in Portfolio [U0212] -- Assessments Customizations.
For an asset, the only valid assessments are "PRTX", "FHUT", and "STAX". "STAX" is not applicable for off-lease assets.

Loading Batch Assessments Input File using LeasePak 219 Utility

Prior to running the End of Period process, the user must run the LeasePak 219 command prompt utility. This utility picks the batch input file from the data directory and loads the data from the input file in the RBS table from where it becomes available to the End of Period process for further processing.

Verifying the U0418A Report

The LeasePak 219 utility produces a report of the errors or exceptions that it encounters while loading the file into the RBS table. The program creates this report in the home directory of the user executing the program. Check the report to verify any exceptions encountered by the program while processing the file.

Execution of End of Period (EOP) Process

When EOP runs, whether as scheduled or by interaction, it processes all the assessments by applying them to their respective leases or assets. On completion, it makes available the U0418A and U0418B reports that report on successfully processed assessments and any problems encountered respectively.

Error Messages

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

ACCOUNTS RECEIVABLE RECORD IS LOCKED
The Accounts Receivable (RAR) record cannot be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105].

ASSESSMENT AMOUNT CANNOT BE LESS THAN ZERO
There is a negative amount to assess. This may be an input file data error. No assessment was processed. Verify the amount to assess to the lease or invoice. Assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.
ASSESSMENT AMOUNT CANNOT BE ZERO
There is a zero amount to assess. This may be an input file data error. No assessment was processed. Verify the amount to assess to the lease or invoice. Assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

ASSESSMENT AMOUNT IS REQUIRED
An assessment amount was not specified. No assessment was processed. Verify that the assessment amount was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

ASSESSMENT AND DESCRIPTION CODE DO NOT MATCH
The description code specified does not match the assessment code entered. For example, a property tax description code is entered for a Collection Fee (COLL) assessment; or, the prefix of the description code is incorrect. No assessment was processed. Verify that the description code was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

ASSESSMENT CODE IS REQUIRED
An assessment code was not specified. No assessment was processed. Verify that the assessment code was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

ASSET HAS BEEN SOLD
The asset number specified on the input line is not on lease or in inventory; it has been sold. No assessment was processed. Verify that the asset number was entered correctly. If not, assess the correct asset interactively in the Assessment update [U0105] or through the next Batch Assessment process.

ASSESSMENT NOT ALLOWED ON AN ADVANCED INVOICE
An assessment may not be placed on an invoice which has not yet reached its accrual date.

DATE MUST BE EQUAL TO THE INVOICE DATE
The invoice due date entered is not the same as the due date for the invoice specified. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

REQ RECORD NOT FOUND WHEN CALCULATING USE TAX
No assessment was processed because the Equipment (REQ) record could not be found during sales tax calculation. Contact your NetSol representative regarding possible data corruption problem. This message will appear if the Sales Tax on Assessment module has been purchased, and the associated table has been set up through [U0725].

RLO RECORD NOT FOUND WHEN CALCULATING USE TAX
No assessment was processed because the Location (RLO) record could not be found during the sales tax calculation. Make sure that the location record exists by using the [U0701] update. Try processing the assessment interactively using [U0105]. This message will appear only if the Sales Tax on Assessment module has been purchased and the associated table has been set up through [U0725].

RTP RECORD NOT FOUND WHEN CALCULATING USE TAX
No assessment was processed because the Tax Payable (RTP) record could not be found during sales tax calculation. Contact your NetSol representative regarding possible data corruption problem. This message will appear if the Sales Tax on Assessment module has been purchased and the associated table has been set up through [U0725].

DUE DATE ENTRY IS NOT ALLOWED FOR OFF-LEASE ASSET
User cannot specified the due date of an off-lease asset assessment. No assessment was processed. Due date line should not be entered. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

EMPTY INPUT FILE FOUND: <file name>
The batch assessment input file does not contain any information. If no assessments are to be processed for this portfolio, then no action needs to be taken on this message. Otherwise, process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

ERROR FOUND WHEN CALCULATING USE TAX.
No assessment was processed because of an error encountered while calculating sales tax. Try processing the assessment interactively using [U0105].

FAILED TO GET NEW INVOICE NUMBER
A new invoice number to be assigned to the assessment could not be obtained. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
HISTORICAL INVOICE RECORD IS LOCKED
The Historical Invoice (RHA) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105].

HISTORICAL INVOICE RECORD NOT FOUND
The invoice number specified on the input line is invalid. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

INPUT FILE NOT FOUND: <file name>
The batch assessment input file name does not exist. If no assessments are to be processed for this portfolio, then no action needs to be taken on this message. Otherwise, process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID ASSESSMENT CODE
An error was made entering the assessment code in the input file. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID ASSESSMENT AMOUNT
The amount to assess on the input line should contain a string of numeric characters (zero through 9). Characters other than zero through 9 were detected. No assessment was processed. Verify the amount to assess. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID ASSESSMENT TYPE FOR ASSET
An asset number was entered but the assessment code entered is not one of the asset level assessments: PRTX, FHUT or STAX.

INVALID ASSESSMENT TYPE FOR LEASE
A lease number was entered but the assessment code entered is not one of the lease level assessments: 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), or Other Fees (OTHF).
INVALID FED HIWAY DESC CODE
The Federal Highway Description Code entered in the input file is not a valid code. Use Custom Code Update [U0722], to set up the federal highway use tax description code. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
INVALID INPUT
An input file data error was detected. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID INVOICE DUE DATE
An error was made entering the invoice due date in the input file. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID LIEN DATE OF PROPERTY TAX
The property tax lien date is not a valid date. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID PROPERTY TAX DESC CODE
The Property Tax Description Code entered in the input file is not a valid code. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVALID SECURITY FOR THIS LEASE
Lease could not be accessed for security reasons. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVOICE DATE CANNOT BE AFTER THE MATURITY DATE
The invoice due date specified is after the maturity date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
INVOICE DATE CANNOT BE AFTER THE NEXT PAYMENT DATE
The invoice due date specified is after the next payment due date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
INVOICE DATE CANNOT BE BEFORE THE COMMENCEMENT DATE
The invoice due date specified is before the commencement date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVOICE DATE MUST BE ON A PAYMENT DUE DATE
The invoice due date specified is not a valid due date for the lease. No assessment was processed. Verify the line in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVOICE ENTRY IS NOT ALLOWED FOR OFF-LEASE ASSET
User cannot specified the invoice number of an off-lease asset assessment. No assessment was processed. Invoice number should not be entered. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVOICE HAS BEEN PAID
The invoice number specified on the input line has been fully paid. The only fully paid invoice that the user may add any assessment to is most current invoice. In other words, the invoice's payment due date must equal to the lease's next payment due date. No assessment was processed. Verify the invoice number in the input file. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

INVOICE NUMBER IS FOR A DIFFERENT LEASE
The invoice number specified on the input line is for a different lease number. No assessment was processed. Verify that the invoice number was entered correctly. If not, process the assessments interactively in the Assessment update [U0105] or through the next Batch Assessment process.

INVOICE RECORD DOES NOT EXIST
The invoice number specified on the input line is invalid. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.
INVOICE RECORD IS LOCKED
The Invoice (RAR) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.
INVOICE TO BE ASSESSED IS A CREDIT MEMO
The invoice number specified on the input line is a credit memo. No assessment was processed. Verify that the invoice number was entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.

LEASE IS NOT ACTIVE
Lease is not active (i.e., is paid off or charged off). No assessment was processed. Verify that the lease number was entered correctly. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

LEASE NUMBER IS REQUIRED
A lease number was not specified. No assessment was processed. Verify that the lease number was entered. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

LEASE RECORD DOES NOT EXIST
The lease number specified on the input line is invalid. No assessment was processed. Verify that the lease number was entered correctly. If not, assess the correct amount interactively in the Assessment update [U0105] or through the next Batch Assessment process.

LEASE RECORD IS LOCKED
The Lease (RLS) record could not be accessed. No assessment was processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

LIEN DATE ENTRY IS ONLY ALLOWED FOR ASSET WITH PROP TAX ASSESSMENT
Lien date is incorrectly entered for assessment other than property tax. Lien date may be entered only if:
- The Property Tax Description module is purchased, and
- The portfolio switch is set to Y in Modules Customization option of Portfolio update [U0212], and
- Property tax is assessed to the asset
No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
MULTIPLE ASSESSMENT CODES ENCOUNTERED
Multiple occurrences of assessment code were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

MULTIPLE ASSESSMENT AMOUNTS ENCOUNTERED
Multiple occurrences of assessment amount were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

MULTIPLE INVOICE DUE DATES ENCOUNTERED
Multiple occurrences of invoice due date were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, process the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

MULTIPLE INVOICE NUMBERS ENCOUNTERED
Multiple occurrences of invoice number were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, assess the correct invoice interactively in the Assessment update [U0105] or through the next Batch Assessment process.

MULTIPLE LEASE NUMBERS ENCOUNTERED
Multiple occurrences of lease number were encountered. No assessment was processed. Verify the lines in the input file were entered correctly. If not, assess the correct lease interactively in the Assessment update [U0105] or through the next Batch Assessment process.

NO INFORMATION ENTERED TO PROCESS
An input file data error was detected. An assessment to process lacked information. Verify the line(s) in the input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

PROPERTY TAX DESC CODE 'XXXX' IS NOT FOUND
The property tax description code is invalid. Use Custom Code Update, [U0722], to set up the property tax description code or verify the property tax description code in the input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.
RECURRING CHARGE IS NOT SET UP IN PORTFOLIO
The recurring charge assessment is not established in the portfolio. Verify assessment code is correct or establish recurring charge on the Assessment Customizations option of the Portfolio update [U0212]. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

RECURRING CHARGE IS NOT SET UP FOR LEASE
The recurring charge assessment is not established for the lease. The recurring charge is established as a payable type (type P) and not set up for the lease. Verify assessment code is correct or use the Master Financial update to set up the payable recurring charge for the lease. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

TAX PAYABLE RECORD IS LOCKED
The Tax Payable (RTP) record cannot be accessed. No assessment was processed. Try processing the assessment interactively.

TOO MANY ASSESSMENTS ON INVOICE
The invoice has the maximum number of assessments assessed. No assessment was processed. The assessment must be processed on another invoice.

TOO MANY ASSESSMENTS ON INVOICE. CANNOT ADD STAX ON ASSESSMENT.
This message may be encountered only if the Sales Tax on Assessment module is purchased. The assessment tax cannot be charged because the invoice has the maximum number of assessments already. The assessment must be processed on another invoice.

UNABLE TO INITIALIZE PORTFOLIO
The portfolio cannot be accessed. No assessments were processed. Try processing the assessment interactively in the Assessment update [U0105] or through the next Batch Assessment process.

UNEXPECTED DATA ITEM ENCOUNTERED
An input file data error was detected at the end of the input file. A terminator symbol may be missing. Verify the end of input file. No assessment was processed. Process the assessments interactively in the Assessment update [U0105] or append the information to the input file for the next Batch Assessment process.

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:

LEASE NUMBER
The LEASE NUMBER to which the escrow recurring charge is to be charged. LEASE NUMBER may be from 1 to a maximum of 10 characters or digits long. Followed by a comma (,).
DISBURSAL DATE
The DISBURSAL DATE in YYMMDD format in which the escrow was disbursed. Followed by a comma (,).
DOLLAR AMOUNT
The DOLLAR AMOUNT of the escrow recurring charge without a decimal place. Followed by a comma (,).

CLIENT CHECK NUMBER
The CLIENT CHECK NUMBER that was disbursed when the lease was booked. Followed by a comma (,).

NAME
The NAME of the lessee under which the lease is booked. Followed by a comma (,).

ADDRESS
The ADDRESS of the lessee . Followed by a comma (,).

CITY
The CITY in which pertains to the lessee's address. Followed by a comma (,).

ZIP
The ZIP code that pertains to the lessee's address. Followed by a comma (,).

REFERENCE
The REFERENCE description that appears in the Lessee update [U0203]. Followed by a comma (,).

ASSET NUMBER
The ASSET NUMBER that is tied to the lease. Followed by a comma (,).

BANK NUMBER
The BANK NUMBER in which that pertains to the lease. Followed by a comma (,).

Batch Escrow Exceptions

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

LEASE
The lease number, if applying payments by lease number, is displayed.

DISBURSEMENT DATE
The disbursement date of the escrow recurring charge, is displayed.

AMOUNT
The total amount of the escrow recurring charge, is displayed.

EXCEPTION MESSAGE
The informational, warning, or error message is displayed.

Batch Escrow Audit

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

LEASE
The lease number, is displayed.

ASSET NUMBER
The asset number, is displayed.

DISBURSEMENT DATE
The disbursement date, is displayed.

AMOUNT
The total amount of the escrow recurring charge, is displayed.

CLIENT CHECK
The client check number at time of disbursement, is displayed.

BANK CODE
The bank code that was selected when the lease was booked, is displayed.

PAYEE NAME
The name of the payee, is displayed.

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*_bpmtrev.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.

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:

The Batch Number
The number that identifies the batch of payments paid using the same check. It is a 20-digit number consisting of 6-digit date, 6-digit batch sequence number, and 8-digit check sequence number. Identify a batch number by preceding it with a "B", without a space between the "B" and the number.

Lease Number and Check Number
The lease number is preceded by an "L", without a space between the "L" and the lease number. The check number should be preceded with a "#", without a space between the "#" and the number.

The Lessee and Check Number.
Identify the lessee number by preceding it with a "C", without a space between the "C" and the lessee number. Identify the check number by preceding it with a "#", without a space between the "#" and the number. The check number may be from 1 to a maximum of 10 characters or digits.
If the Batch Payment Reversal module is purchased, check number is mandatory.
Payment Amount
The payment amount to be reversed must contain the cents without the decimal point. If the batch number is used, the amount is optional. The amount must be preceded with an "A", without a space between the "A" and the amount.

The Reason Code
The Reason Code which characters begin with N for non-sufficient funds, S for stop payment, U for undo payment or O for other non-transfer payment. The reason code must be preceded by an "R", without a space and the code.

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

B891215000000800000099,A10000,RNSF
This data line directs the Batch Payment Reversal module to reverse all payments made on the 99th check in the 8th group of checks processed on December 15, 1989. An amount of $100.00 will be reversed due to NSF

L6654,#210,A100000,RSTOP
This data line directs the Batch Payment Reversal module to reverse payments made for lease number 6654 using check number 210. An amount of $1,000.00 will be reversed due to Stop Payment.

C1234,#220,A225000,RUNDO
This data line directs the Batch Payment Reversal module to reverse payments made for lessee number 1234 using check number 220. An amount of $2,225.00 will be reversed to Undo Payment

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).

Payments will be reapplied according to the payment hierarchy established in the Assessment Customization option of the Portfolio [U0212] update.
The RPN record will be deleted and replaced with the new record (current IBL behavior).
The Cash Control Payment History Report [R0926] will only display the reapplied record.

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

If the batch number being reversed is for a single lease with one or multiple invoices and the subsequent batches contain invoices for the same lease number and the effective date is equal to or greater, LeasePak will reverse and reapply the batch payments.
If the subsequent batch has a different lease number or multiple lease numbers, the batch will be skipped.
If any of the subsequent batch numbers have cash received for security deposit or a deferral fee during a Payment Reschedule [U0104], the batch will be skipped.
If multiple batches for the same lease with the same effective date are reversed in Batch Payment Reversal [U0306] or Batch Payment Reversal [U102], it will process each batch number at a time.
If any errors occur during the reversal and reapplication of a set of batches, an error message will prompt the user and the audit report will be in p2_lpu0470b.rpt for the origin batch. Any errors in reversal of the payment will be in p2_lpu0470a.rpt (exception report). The audit or error for payment reapplication will be in lpu0102_bnpr_a.rpt (exception) and lpu0102_bnpr_b.rpt (audit).

This enhancement only works with batches that have payments made to a single lease, with single or multiple invoices. Although LeasePak allows single batch payments to various leases, no auto reapplication is carried out if a batch payment reversal is done on a batch with mixed leases. (See Case 5).
If the original batch to be reversed is for a single lease (with single or multiple invoices), it will only be reapplied by the subsequent batch that has the same single lease (with single or multiple invoices). Any subsequent batch with mixed leases, regardless of order, will be skipped, i.e. not reversed and reapplied. (See Case 6 and Case 7).
The order of reapplication may be different from the original payment order. This enhancement reverses all qualified subsequent batches according to Payment Effective Date, thus putting all the invoices in these subsequent batches in outstanding status. Then payment is reapplied according to Invoice Due Date. Therefore, if the original payment in any batch applied to invoices that are not in order, i.e. payment not made to invoice with older due date first, the new payment order may be different from the original. (See Case 3b).

This functionality shifts the batches upwards, moving the Batch Payment Effective Date. The final total number of batches may be different from original number of batches because the amount from one subsequent batch may or may not be enough to cover the invoices from a previous batch. Therefore the resulting number of batches and the number of invoices in each batch may be different from original.

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.

LEASE
The lease number is displayed.

LESSEE
The lessee number is displayed if the lessee number was entered in the input file.

CHECK NUMBER
The check number is displayed if the check number was entered in the input file.
BATCH NUMBER
The batch number is displayed.

EXCEPTION MESSAGE
An exception message is displayed if an error has occurred in the batch reversal process.

REVERSAL REASON
The reversal reason code is displayed.

REVERSAL SUSPENSE
The reversal suspense amount is displayed.

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]

B Method IBL users: you cannot use this update with B Method Interest Bearing Loans (IBLs).

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.

BATCH
The batch number is displayed.

LEASE
The lease number is displayed.

TYPE
The message type is displayed.
MESSAGE
The exception message is displayed if an error has occurred in the batch payoff process.

SUSPENSE NUMBER
The suspense number is displayed when an error has occurred in the Batch Payoff.

SUSPENSE AMOUNT
The suspense amount is displayed when an error has occurred in the Batch Payoff process.

Exception Messages

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

1994 JULE FUND NOT PURCHASED.
AMOUNT TO APPLY IS LESS THAN ZERO.
BATCH PAYOFF NOT ALLOWED FOR 'ABPT' LEASES.
BATCH PAYOFF CANNOT PROCESS LEASE WITH MORE THAN 100 RECORDS
BATCH PAYOFF PORTFOLIO AUTO-SUSPENSE FIELDS BLANK. NO SUSPENSE ITEM.
BATCH IS NOT VALIDATED.
BATCH PAYOFF BATCH DETAIL LOCKED. SUSPENSE ITEM CREATED FOR CHECK #.
BATCH PAYOFF NOT ALLOWED FOR PAID OFF LEASES.
BATCH PAYOFF NOT ALLOWED FOR IBL BEHAVIOR B
BATCH PAYOFF MODULE NOT PURCHASED
BATCH JOB RECOVERY MANY NOT HAVE BEEN PROCESSED
INTEREST ONLY LOANS NOT SUPPORTED.
INVALID AMOUNT TO APPLY.
INVALID CASH ACCOUNT NUMBER.
INVALID DATE FORMAT.
INVALID INPUT.
LEASE NUMBER WAS NOT FOUND.
LEASE IS ON A DIFFERENT PORTFOLIO.
LEASE RECORD IS LOCKED.
MULTIPLE BANKS MODULE IS NOT PURCHASED.
PORTFOLIO IS LOCKED.
PORTFOLIO MUST BE RECOVERED THRU INTERACTIVE BATCH PAYOFFS.
TOO MANY DATA ITEMS.
UNEXPECTED DATA ITEM ENCOUNTERED.

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.

BATCH
The batch number is displayed.

LEASE
The lease number is displayed.

EFFECTIVE DATE
The message type is displayed.
CHECK NUMBER
The exception message is displayed if an error has occurred in the batch payoff process.

CHECK REFUND
The suspense number is displayed when an error has occurred in the Batch Payoff.

PAYOFF AMOUNT
The payoff amount for the amount received, the refund and the gain/loss is displayed for the payoff.
ASSESSMENTS
The assessments amount for adjustments and the description is displayed.
APPLIED PORTFOLIO TOTAL
The total amount applied to the portfolio is displayed.

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 NetSol 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 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].

Master Financial (RLS)
Paid off or terminated leases are deleted. If the lease is part of a customer or group, it is removed from the customer or group list. Major information for the lease still exists in the Historical Lease (RPS) file.

Lessee (RAL)
The lessee of the paid off or terminated leases is deleted if the lessee is not referenced by any application.

Demographic (RDM)
The demographic information of the paid off or terminated leases is deleted if it is not referenced by any application.

Target Principal Amounts (RBL)
The target principal amounts information of the paid off or terminated leases is deleted if it is not referenced by any application.

Intermediate (RGC)
The intermediate records of the paid off or terminated leases are deleted if not referenced by any application. The guarantor and co-lessee are also cleaned up if they are not used by any other lease or application after the RGC record is deleted.

Asset (REQ)
All assets associated with a paid off lease (sold assets) are deleted. If the asset is part of an underlying loan, it is removed from the underlying loan list. Information on the asset is stored in the Closed Asset (RCS) file, to be used for the End of Year tax reports.

Loan (RMF)
If the asset has one or more underlying loans attached to it and the asset is deleted, all underlying loans for the asset are also deleted.

Equity Movement History (RES)
If the asset is deleted, the asset movement history for that asset is also deleted.

Tax Payable (RTP)
If the asset is deleted, the use tax payable history is also deleted. If the lease is deleted, the recurring charge payable history, if applicable, is also deleted.

Collateral Work Schedule (RKW)
If the asset is deleted, Collateral work schedule information for that asset is also deleted.

Maturing Lease Work Schedule (RMW)
If the lease is deleted, the Maturing Lease work schedule information for the lease is also deleted.

Collateral Tracking Notebook (RJA)
If the asset is deleted, Collateral module Notebook information for that asset is also deleted.

Maturing Lease Tracking Notebook (RJL)
If the lease is deleted, the Mature Lease Tracking module Notebook information for the lease is also deleted.

Change Lease Key History (RCH)
If the lease is deleted, the historical Change Lease Key information for the lease is also deleted.

Historical Accounts Receivable (RHA)
If the lease is deleted, the historical accounts receivable information for the lease is also deleted.

Historical Asset - For Lease Extension Reversals (RHQ)
If the lease is deleted, the historical asset information for the lease is also deleted.

Historical Lease - For Lease Extension Reversals (RHS)
If the lease is deleted, the historical financial information for the lease is also deleted.

Historical Payments (RHT)
If the lease is deleted, the historical payment transaction information for the lease is also deleted.

Closed Out Asset (RCS)
The Closed Out Asset record is deleted during the End of Day process thirty (30) days after the Closed Asset information is transferred to the End of Year Asset Tax (RYR) file. This process occurs at the End of the Year.

Customer (RCU)
The list of leases for a customer is adjusted if the lease is associated with a customer.

Group (RFL)
The list of leases for a group is adjusted if the lease is associated with a group.

Lease User Defined Fields (RUG)
If the lease is deleted, the User Defined Fields record for that lease is also deleted.

Lease User Defined Tables (RUH)
If the lease is deleted, the User Defined Table record for that lease is also deleted.

Asset User Defined Fields (RUA)
If the asset is deleted, the User Defined Fields record for that asset is also deleted.

Asset User Defined Tables (RUB)
If the asset is deleted, the User Defined Table record for that asset is also deleted.

Participation Payable (RPP)
If the lease is deleted, the participation payable information for that lease is also deleted.

Payoff Quote (RPD)
If the lease is deleted, the payoff quote information for that lease is also deleted.

Payment History (RPH)
If the lease is deleted, the payment history information for that lease is also deleted.

Principal Changes ( RPC)
If the lease is deleted, the principal change information for that lease is also deleted.

Loan Transaction (RTL)
If the lease is deleted, the loan transaction information for that lease is also deleted.

Investor Settlement (RIS)
The investor settlement information of the paid off or terminated leases is deleted if all settlements have been made.

Save Year to Date History (RYH)
When the RLS record is removed, all corresponding RYH records will be deleted as well. Since the lease number is known, Clean up will find all records regardless of the year and delete them for each lease.

Skip Comments: There is no adverse effect if this update is skipped. The records are cleaned-up by the next End of Day Closed Lease Clean-up update

Customer/Group Batch Payment [U0458]

This module takes information from the Batch Payment (rbp) table and uses it to post Customer/Group payments through End of Period (End of Day). Information can be added to the Batch Payment table directly or through the Batch Payment Input File processing utility (LeasePak Utility). For LeasePak users not using Cash Control, the utility provides support for processing payments with only the customer specified.

For processing payments in a batch using an external file, LeasePak requires the user to create a simple text file with all the payment records to process in it. Each payment record must be on a single line. The data for each record is separated using the comma (,) character and needs to be in a pre-defined format understandable by the utility that will process the file. The name of the input file needs to be based on the the following convention:

pX_btcusgrp.dat

Where 'X' represents the Portfolio for the records in the file.

The Batch File Format

This section describes the structure of the input batch file.

The LeasePak utility processing the input file reads the file line-by-line and applies payments accordingly. Each payment record in the batch file, therefore, must exist on a separate line.

For every payment record there can be two different types of data elements: mandatory and optional. The mandatory elements will be the starting elements of a records and the optional will follow.

The Mandatory Elements (In Alphabetical Order)

Customer
Syntax: 'C' (1 character) + Customer Number (1 to 9 alphanumeric characters)

Group
Syntax: 'G' (1 character) + Group Number (1 to 3 alphanumeric characters)

If no group number is supplied, LeasePak will only process the leases tied to the customer. This group number will be mandatory for users running LeasePak with the Cash Control module.

Payment Amount
Syntax: XXXX (0 to 9 numeric values without decimal)

The payment amount to apply for the specified customer or customer/group. Do not include decimals in your values as LeasePak by default takes the last two digits of the figure for the cents. For example: Enter $150.00 as 15000 in the file.

Payment Amount must be the first item to follow the mandatory elements. The optional elements may be in any sequence desired.

The Optional Elements (In Alphabetical Order)

Payment Effective Date
Syntax: 'D' (1 character) + Payment Effective Date (6 characters).

The date must be in "YYMMDD" format. If not provided for a record, the effective date for the payment defaults to the current system date for non-IBL leases.

Batch Number
Syntax: 'B' (1 character) + Batch Number (20-digit, format-specific batch number).

For LeasePak users running Cash Control, the program generates a new batch number if it does not exist for a payment record. The format for batch number consists of a 6-digit date (YYMMDD), a 6-digit batch number which increments with each group of payments, and an 8-digit sequence number which increments with each new check number.

Check Number
Syntax: '#' (1 character) + check number (1 to 10 alphanumeric characters).

For LeasePak users running Cash Control, the program automatically assigns the check number value of '9999999999' if it does not exist for a payment record.

Bank Code
Syntax: 'A' (1 character) + bank code (1 to 3 alphanumeric characters).

The bank code is applicable if Multiple Banks module is running. Valid codes are 1, 125-144.

CLR
Syntax: 'CLR'

If CLR is entered as an element on a line of the batch payment input file, the payment is posted to clearing. If no CLR is found on a data line, the payment is posted to cash.

Examples

Following are some of the examples of how to specify payments in a batch file using the above mentioned elements.

Example 1: C45,G10,15000,D950523,#5555,A130,B95060100000100000132

Example 2: C45,15000,D950523,#5555,A130

Loading the Batch File into LeasePak

Once the batch file is created, use the LeasePak console utility 111 - Copy the Batch Payment and PAP files into LeasePak for loading the batch file into LeasePak.

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:

Investor Settlement report [LPU0124A.RPT]
Lists investor settlements.
Settlement Check Register report [LPU0124B.RPT]
Lists investor settlement checks.
Exception report [LPU0124C.RPT].
Provides information about settlements that could not be processed.

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 U0460B lists the accounts that caused the out- of-balance. The U0460B 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:

Contract Receivable
Lease Payment Receivable
Residual Precomputed
Lease Income Receivable
Unearned Residual
Lessor Unearned income
Unearned ITC
Vendor Participation Unearned
Assessments
Principal Outstanding
Residual- Simple
Unbilled Operating Lease Receivable
Inventory
Unamortized IDC Income Cost
Vendor Receivable
Principal Receivable
Recurring Charges 1-15 Receivables
Suspended Income Receivable
Suspended Principal Receivable
Suspended Income Receivable (unbilled)
Loan Principal Receivable
Loan Interest Receivable
Suspended IDC Accrued
Accounts Payable
Dealer Participation
Investor Participation
Use Tax Payable
Security Deposit
Property Tax Payable
FHUT] Payable
Deferred Operating Lease Revenue
Deferred Extension Income
Deferred Residual Reduction
Unrecognized Operating Lease Income
Suspended Income Accrued
Accumulated Depreciation

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.

PORTFOLIO
The Portfolio number is displayed.

COMPANY
The Company number is displayed.

REGION
The Region number is displayed.

OFFICE
The Office number is displayed.

G/L NUMBER
The General Ledger account number is displayed.

G/L NAME
The General Ledger account name is displayed.

GENERAL LEDGER BALANCE
If an out of balance exists, the General Ledger Balance out of balance is displayed in negative amounts.
TRANSACTION TOTALS
The Transaction Total for the General Ledger account is displayed.
DIFFERENCE
The difference amount for the out of balance is displayed for the G/L account.

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.

P/C/R/O
The PCRO for the lease and G/L account are displayed.

G/L NUMBER
The G/L account number that is out of balance is displayed.

LEASE
The lease number in which the transaction was made that caused the out of balance is displayed.

CURRENT TOTALS
The actual current total for the transaction is displayed.
PREVIOUS TOTALS
The previous transaction total for the lease is displayed.
DIFFERENCE
The total difference for the lease transaction is displayed.

RTX TOTALS
The total difference in the RTX file is displayed.

DIFFERENCE
The total difference in the G/L pertaining to the lease transaction is displayed.

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:

Suspense (RSU) file updating is performed to remove the suspense item records that fall within the cutoff date and are cleared.

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]

Using Vendor ACH with WDE (Australian PAP Method)

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.

Using Vendor ACH with WDE
Australian PAP Method

With WDE, if the Vendor's PAP Transit ID and Account Number are blank, Vendor ACH [U0424] will still create a check, inserting spaces where the information would normally be in the bank file. LeasePak produces the Vendor ACH Exception report [U0424C] in conjunction with Vendor Alert only.

WDE: Vendor ACH Bank File Format

Header Record

Character Position	Field Size	Field Description	Specification	LeasePak Value
1	1	Record type 0	Must be 0	0
2-18	17	Blank	Must be blank filled	Blank
19-20	2	Reel sequence number	Must be numeric commencing at 01, right justified, zero filled	01
21-23	3	Name of user's financial institution	Must be approved financial institution abbreviation--Westpak’s abbreviation is WBC	rac.fin_inst_s (set in Portfolio [U0212]: PAP/ACH Control File)
24-30	7	Blank	Must be blank filled	Blank
31-56	26	Name of user supplying file	Must be preferred specification from application, left justified, blank filled; cannot be blank	Portfolio name--truncate to 26 characters
57-62	6	Number of user supplying file	Must be user identification number which is allocated by APCA; must be numeric, right justified, zero filled	rac.o_id_num_s (Originator ID)
63-74	12	Description of entries	Must not be blank; left justified, blank filled	Hardcoded by LeasePak
75-80	6	Date to be processed	Must be numeric, format DDMMYY; zero filled	Primary disbursal date
81-120	40	Blank	Must be blank	Blank

Detail Record

Character Position	Field Size	Field Description	Specification	LeasePak Value
1	1	Record type 1	Must be '1'	1
2-8	7	Bank/state/branch	Must he numeric with a hyphen in character position 5; character positions 2 and 3 must equal valid financial institution number; character position 4 must equal a valid State number (0-9)	rlr.inst_id_s (Vendor BSB)
9-17	9	Account number to be debited or credited	Only numbers, hyphens, and blanks are valid, must not contain all blanks or zeros; leading zeros which are part of a valid account number must he shown--for example, 00-1234; right justified, blank filled	rlr.p_acct_s (Vendor account)
18	1	Indicator	(blank)	Blank
19-20	2	Transaction code	Must be one of the valid industry standard transaction codes (see list); only numbers valid	'50'
21-30	10	Amount	Numbers only, must be greater than zero; format in cents, no punctuation; right justified, zero filled, unsigned	rck.amt_d (check amount)
31-62	32	Title of account to debited or credited	Must not be blank; preferred format: last (name) first middle (with only spaces in between); left justified, blank filled	rlr.nam_s (Vendor long name, truncated to 32 characters)
63-80	18	Lodgment reference	Reference as submitted by the user indicating details of the origin of the entry--for example, payroll number, invoice, contract number; left justified, blank filled; cannot be all blank	Portfolio number + company number + office number + unit number (of asset/unit)
81-87	7	BSB number, format xxx-xxx	Bank(financial institution)/state/branch and account number of user to enable retracing of the entry to its source if necessary; only numbers and hyphen; character positions 81-82 must be a valid financial institution number; character position 83 must be a valid state number (0-9); character position 84 must he a hyphen	rac.o_inst_id_s (Orix's BSB number)
88-96	9	Account number	Right justified, blank filled	rac.o_acct_num_s (Orix's account number, numeric only)
97-112	16	Name of remitter	Name of originator of the entry (may vary from name of the user); all characters valid, cannot be all blank; left justified, blank filled	dck.unit_s ('PRO -' + check asset number); not a critical field
113-120	8	Amount of withholding tax	Only numbers valid; format in cents, no punctuation; right justified, zero filled, unsigned	00000000

File Total Record

Character Position	Field Size	Field Description	Specification	LeasePak Value
1	1	Record type 7	Must be '7'	7
2-8	7	BSB format filler	Must be '999-999'	999-999
9-20	12	Blank	Must be blank	Blank
21-30	10	File (user) net total amount	Numeric only; difference between file debit and credit total amounts; format in cents, right justified, zero filled, unsigned	0000000000
31-40	10	File (user) credit total amount	Numeric only; credit total amounts; format in cents, right justified, zero filled, unsigned	Total PAP/ACH 'NEWA' check amounts disbursed for the portfolio
41-50	10	File (user) debit total amount	Numeric only; debit total amounts; format in cents, right justified, zero filled, unsigned	0000000000
51-74	24	Blank	Must be blank	Blank
75-80	6	File (user) count of Type 1 records	Numeric only; right justified, zero filled	Number of detail records
81-120	40	Blank	Must be blank	Blank

Vendor ACH

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

VENDOR NUMBER
VENDOR NAME
ACH TRANSIT ID
The Automated Clearing House Transit identification number is displayed.
ACH ACCT NUMBER
The Automated Clearing House account number is displayed.
CHK NUMBER
The automatically generated check number is displayed.
DISBURSE DATE
The date of disbursement is displayed
AMOUNT
The amount of disbursement is displayed.

Summary of Vendor ACH Bank File

This report contains a summary of vendor ACH transactions.

NO OF TRANSACTIONS
The total number of transactions is displayed.

AMOUNT
The total amount of disbursement is displayed

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:

VENDOR NUMBER
VENDOR NAME
ACH TYPE
The Vendor ACH Type (Standard Entry Class Code) is displayed.
ACH TRANSIT ID
The Automated Clearing House Transit identification number is displayed.
ACH ACCT NUMBER
The Automated Clearing House account number is displayed.
CHK NUMBER
The automatically generated check number is displayed.
DISBURSE DATE
The date of disbursement is displayed
PRENOTE DATE
The date the prenotification was sent is displayed
AMOUNT
The amount of disbursement is displayed

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.

The information contained in this document is the property of NetSol Technologies Inc. Use of the information contained herein is restricted. Conditions of use are subject to change without notice. NetSol Technologies Inc. assumes no liability for any inaccuracy that may appear in this document; the contents of this document do not constitute a promise or warranty. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of said license. Unauthorized use, alteration, or reproduction of this document without the written consent of NetSol Technologies Inc. is prohibited.

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End of Period [U04]: Daily Updates

Contents

Automatic Lease Extension [U0430]

Extended Lease Exceptions

Extended Lease Audit

Batch Assessment [U0418]

The Process

Create Batch Assessments Input File

Organization of Data in Batch Assessments Input File

Examples

Waiving Batch Assessments

Checklist

Loading Batch Assessments Input File using LeasePak 219 Utility

Verifying the U0418A Report

Execution of End of Period (EOP) Process

Error Messages

Batch Escrow Disbursement [U0409]

Batch Escrow Exceptions

Batch Escrow Audit

Batch Payment Reversal [U0470]

Case 1: Reverse the earliest batch

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

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

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

Case 5: The original reversed batch contains multiple leases

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

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

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

Batch Payment Reversal Exception Report [U0470A]

Batch Payment Reversal Audit Report [U0470B]

Batch Payoff [U0427]

Cashier's Check Disbursal [U0117]

Closed Lease Cleanup [U0419]

Customer/Group Batch Payment [U0458]

The Batch File Format

Loading the Batch File into LeasePak

General Ledger Interface [U1003]

Scratch File

Running the Interface

Insurance Status Update [U0421]

Investor Settlement [U0124]

Master General Ledger Reconciliation Report [U0460]

Master G/L Reconciliation Report [U0460A]

Master G/L Reconciliation Imbalance Report [U0460B]

Notes Payable Accrual [U0905]

Suspense Review [R0203]

Vendor ACH [U0424]

Using Vendor ACH with WDE Australian PAP Method

WDE: Vendor ACH Bank File Format

Header Record

Detail Record

File Total Record

Vendor ACH

Summary of Vendor ACH Bank File

Vendor ACH Exception

Zero Daily General Ledger Accounts [U0422]

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Using Vendor ACH with WDE
Australian PAP Method