LeasePak Utilities

212 Change Key Utility

Normally you change the key (portfolio/company/region/office) for a single lease through the Change Lease Key [U0114] update. Use utility 212 with an input file to change the keys for a group of leases. Contact your NetSol representative for information and assistance; improper use will corrupt LeasePak and its databases.

Batch Change Key (Lease Utility 212)
In addition to the interactive Change Lease Key (U0114), NetSol Technologies Inc. also offers a stand-alone batch change key program accessed through the lease utility 212. (Note: the Batch Change Key module that can be run as part of End of Period is part of Leasepak's automatic de-securitization function and is not available for general change key use.) Effective use of the Batch Change Key utility requires purchase of Batch Payment Processing, an optional Leasepak module. The utility can be used without Batch Payments, but all payments made on or after the change key transfer date will need to be manually reversed and reapplied.

Change Key Input File Batch Change Key performs the Change Lease Key update based on input from a sequential text file (normal ASCII) created by the user. Each lease to be change keyed requires two lines of the file - in other words, the text file will always contain exactly twice as many lines as leases to be changed. The first line of each pair specifies the original lease key and lease number; the second specifies the new key:

1 1 1 1 12345
2 1 1 1
1 1 1 1 12346
2 1 1 1

In the above example, lease number 12345 is transferred from portfolio 1, company 1, region 1, office 1 to portfolio 2, company 1, region 1, office 1. Then the same action is performed on lease 12346. The breakdown of a line pair, including positions and spacing, is as follows:

(line one)

1 110 1 67890
aabbccdddeeeeeeeeee

a. portfolio - occupies 2 positions total, number right-aligned within space
b. company - 2 positions, right-aligned
c. region - 2 positions, right-aligned
d. office - 3 positions, right-aligned
e. lease - 10 positions, right-aligned

(line two)

2 110 1
aabbccddd

a. portfolio
b. company
c. region
d. office

Preparation for Running the Batch Change Key Utility

• Set up any needed destination keys using the U0212 Portfolio, U0208 Company, U0207 Region, and U0206 Office updates.
• If you are change keying between portfolios, use the U0212AS Portfolio/Assessments update to verify that the origination and destination portfolios have assessment setups identical for the following parameters (this can be a temporary change for just the duration of the change key process):

  FIRST SCREEN (STATIC ASSESSMENTS) PARAMETERS
  assessment is used Y/N
  basis for accounting A/C
  SECOND SCREEN (RECURRING CHARGES) PARAMETERS
  total number of recurring charges set up
  recurring charge type (I/P/T/E etc.)
  (The names of assessments do not need to match.)

• Also if you are change keying between portfolios, use the U0212NL Portfolio/New Lease update to verify that the origination and destination portfolios have the same settings for the switches BOOK ITC ACCRUE (Y/N) and VENDR PARTICIPATES IN INCOME (Y/N) (again, these may be changed temporarily for the duration of the change key process).
• Build the change key input file and place it in the home directory of the user who will be running the batch change key utility.
• Use the U0301AC Cycle Accruals update to accrue all portfolios containing leases that are to be change keyed.
• List of suggested reports to run prior to the change key: U0403 General Ledger Reconciliation, U0404 Accounts Receivable Balancing, U0406, U0407, U0408, and U0901. Run reports for all portfolios involved in the change key.
• Have all users (except the one running the batch change key utility) log off Leasepak. Verify that no other processes are running.
• Perform a full backup of the database prior to the change key.
• After performing the batch change key, rerun the same set of accounting reports run prior to the change and verify that all leases have transferred properly.

Running the Batch Change Key Utility

The user running the utility should be at the DCL (shell) prompt and in their home directory.

Type lease /utilities (or lease /u) at the prompt to bring up the utilities menu, from which utility 212 may be selected:

0 Exit
108 Add user security record
(etc.)

Alternately, type lease /u 212 at the prompt to bypass the menu and begin the utility:

This Utility option uses an input file to perform batch change key updates. This utility is used with electronic data conversions.
 For more information contact NetSol.

Do you wish to continue (Y/N)?

Enter Y to continue, N to exit from the utility.

EFF DATE OF CHANGE KEY: ACCRUED TO / COMMENCEMENT OR OTHER DATE

      (A/C/O) ?

Select A to use each lease’s accrued to date as the transfer date for that lease. Select C to use each lease’s commencement date. If O is selected, the utility will prompt for a date:

ENTER THE EFFECTIVE DATE OF TRANSFER (YYMMDD)?

Enter the desired transfer date in YYMMDD format, without any punctuation.

WHAT IS THE NAME OF YOUR INPUT FILE?

Enter the name of the input file. The input file should be located in the home directory of the user running the utility.

ENTER THE BANK CODE USED TO REAPPLY THE REVERSED PAYMENTS?

If the Multiple Banks module is purchased, the utility will prompt for the bank code for the reapplication of payments. Enter the three-digit G/L cash account number to be used when payments are reapplied. If no number is entered, the utility will use the same bank code as when the payment was originally applied. The utility also uses the original number for any payment reversals. The batch change key process automatically creates a Batch Payments input file, 99_sctzpmt.dat (where 99 is replaced by the actual portfolio number), for the reapplication of any reversed payments.

Once processing is complete, the system will return the user to the DCL (shell) prompt. The utility writes an audit report for the change keyed leases (LPCHNG.RPT), and both an audit and exceptions report for batch payments performed during the process (LPCHNG_1.RPT and LPCHNG_2.RPT).

Error Messages

Lease is paid off
Paid off and terminated leases may not be change keyed. If appropriate, payoffs or terminations may be reversed and change keyed manually using the U0114 Change Lease Key update.

Lease payment due day is different from lease commencement date
Payment due day changes must be reversed prior to the change key using the U0118DR Payment Due Day Change Reversal update.

All payments made on/after transfer date must be reversed
Without purchase of the Batch Payment module, all payment reversals and reapplications must be performed manually.

Assessment types on portfolios do not match
When a lease is to be changed to a different portfolio, the number of recurring charges used, as well as the switch settings on all assessments must match between the origination and destination portfolios. If appropriate, portfolio settings may be temporarily matched prior to the change key and then reset.

Cannot change portfolio for group+lease
Leases must be removed from billing groups prior to being changed to a different portfolio.

Change key does not exist
The destination key has not been set up. Use the U0212 Portfolio, U0208 Company, U0207 Region, and U0206 Office updates to add the needed key(s).

Change key either too long or too short
The line in the change key input file specifying the destination key does not contain the correct number of characters and/or spaces.

Dealer participation flags on portfolios do not match
When a lease is to be changed to a different portfolio, the “VENDR PARTICIPATES IN INCOME (Y/N)” switch setting on the origination and destination portfolios must match. If appropriate, this switch may be changed using the U0212NL Portfolio/New Lease update.

Effective date must not be after lease accrued to date
The effective date selected for the change key is beyond the lease’s accrued to date. The lease may be at maturity or in a non-accrual status.

Effective date must not be before lease commencement date
The lease has not yet commenced. If appropriate, the lease can be removed using the U0101RM Remove Lease update and then booked back into the destination key.

Error in accessing changed lease number
The program has encountered a problem accessing the lease record after the change key was performed. The lease should be examined for inconsistencies.

Error in accessing existing lease number
The program has encountered a problem accessing the lease record prior to the change key. It may be possible to change key the lease manually using the U0114 Change Lease Key update.

Error in reapplying the reversed payment (lau0415)
The program has encountered a problem reapplying reversed payments using the Batch Payment module. It may be possible to reapply the payments manually using the U0102 Payments update.

Existing lease number not found
The program could not locate the lease number as read from the change key input file.

Input file not found
The change key input file should be placed in the home directory of the user running the batch change key utility, and the file name should be verified prior to initiating the program.

Invoice to be reversed has already been paid
Without purchase of the Batch Payment module, all payment reversals and reapplications must be performed manually.

Invoice to be reversed has been partially paid
Without purchase of the Batch Payment module, all payment reversals and reapplications must be performed manually.

ITC accrual flags on portfolios do not match
When a lease is to be changed to a different portfolio, the “BOOK ITC ACCRUE (Y/N)” switch setting on the origination and destination portfolios must match. If appropriate, this switch may be changed using the U0212NL Portfolio/New Lease update.

Key is either too long or too short
The line in the change key input file specifying the origination key and lease number does not contain the correct number of characters and/or spaces.

New lease number already exists
A record for the destination key + lease number, as read from the change key input file, already exists. Lease numbers are unique across all keys; the information from the change key input file should be verified.

No change to key for this input key
The second text line for the lease is missing from the change key input file.

No input key for this change to key
The first text line for the lease is missing from the change key input file.

Record is presently locked
Some other process, possibly an unrecovered process, is preventing access to the record. The change key may be attempted later, or a cleanup of processes and/or user journal files may be required.

Security record for end of period is not found
The security record for the “end of period” user cannot be located. The record may have been inadvertently deleted or improperly set up.

Successful transfer
The change key, including the reversal and reapplication of payments, has completed successfully.

These two keys are the same
The origination and destination keys, as read from the change key input file, are identical.