Overview
Use the Recovery Expenses import to update recovery expense amounts in the recovery settings of existing recurring charges.
The import updates the Actual Expense value for the matching expense category. It does not create a new lease, recurring charge, recovery control, or expense category.
Open The Import
Navigate to Tasks > Manage Leases > Leases.
From the Leases list, open the Import menu and select Recovery Expenses.
The FlatFile window opens with the Recovery Expenses worksheet.
Complete the worksheet and submit the import.
Import Fields
All fields are required:
-
Property ID
-
Lease Name
-
Item ID
-
Unit ID
-
Tenant ID
-
Expense Category Name
-
Recovery Expense Amount
The Recovery Expense Amount must be a valid number.
Identify The Existing Recovery Configuration
SIRE uses the following information to locate the recurring charge:
-
Lease Name
-
Item ID
-
Unit ID
-
Tenant ID
The recurring charge must already have a recovery control configured.
SIRE then matches the Expense Category Name to an expense category within that recovery control.
Validation
A record can fail validation when:
-
The lease does not exist.
-
The recurring charge matching the Item ID, Unit ID, and Tenant ID does not exist on the lease.
-
The recurring charge does not have a recovery control.
-
The specified expense category does not exist in the recurring charge's recovery control.
-
Duplicate records for the same lease, Item ID, Unit ID, Tenant ID, and expense category are included in the import.
Records that fail validation are not saved.
Processing Behavior
For each successfully processed record, SIRE:
-
Finds the matching recurring charge.
-
Finds the matching expense category in its recovery control.
-
Updates the expense category's Actual Expense value with the imported Recovery Expense Amount.
-
Saves the updated recovery control.
Processing Notification
Recovery Expense imports are processed in the background.
SIRE sends a notification when processing is complete. If records cannot be processed, the notification identifies the lease, recurring charge, unit, tenant, and expense category associated with the issue.
Verify The Imported Recovery Expense
After receiving the processing notification:
-
Navigate to
Tasks > Manage Leases > Leases. -
Locate the lease included in the import.
-
Open the lease for editing.
-
Open the Recurring Charges tab.
-
Locate the recurring charge using the imported Item ID.
-
Open its recovery settings.
-
Locate the imported expense category.
-
Confirm that Actual Expense contains the imported Recovery Expense Amount.
Frequently Asked Questions
Does This Import Create A New Recurring Charge?
No. The recurring charge must already exist.
Does This Import Create A Recovery Control?
No. The recurring charge must already have a recovery control configured.
What Does The Recovery Expense Amount Update?
It updates the Actual Expense value for the matching expense category.
How Is The Recurring Charge Identified?
SIRE matches the Lease Name, Item ID, Unit ID, and Tenant ID.
Can I Import An Expense Category That Does Not Exist?
No. The expense category must already exist in the recurring charge's recovery control.
What Happens If A Record Fails Validation?
The record is not saved, and the processing notification identifies the validation issue.
Can I Import The Same Expense Category More Than Once?
No. Duplicate records for the same lease, recurring charge, and expense category are rejected.