Import Charge Amounts on Existing Leases

This functionality enables the bulk import of new charge amounts to recurring charges to existing leases, avoiding the need to enter them individually for each lease. This is especially beneficial when starting a new period, during which new charge amounts are typically added to all leases. It is important to clarify that this functionality does not create recurring charges but adds charge amounts to existing recurring charges.

Step by Step guide

1. Navigate to the Real Estate Module

   1. Applications – Real Estate – Real Estate Module – Real Estate Module

2. Navigate to Leases Screen

   1. Main Menu – Tasks – Manage Leases – Leases

3. Click on Import - Charge Amounts

4. The Import window is displayed and there are two options to complete the information:

   1. Upload file

   2. Manually enter data

5. If the Upload file option is selected, the file needs to be completed with all the mandatory fields before uploading it to Sage Intacct Real Estate

   1. Mandatory fields:

      1. Property Name:

         1. Type: Character

         2. Max length: 40

         3. Default value: None

         4. Valid values: Existing Property in SIRE

      2. Unit Name:

         1. Type: Character

         2. Max length: 40

         3. Default value: None

         4. Valid values: Existing Units attached to the Property

      3. Tenant Name:

         1. Type: Character

         2. Length: 20

         3. Default Value: None

         4. Valid Values: Primary or secondary Tenants associated with a current recurring charge

      4. Lease Name:

         1. Type: Character

         2. Max length: 40

         3. Default value: None

         4. Valid values: Existing Lease in SIRE

      5. Item ID:

         1. Needs to match an ITEM ID previously created in Order Entry and associated to the Lease record

      6. Effective Date:

         1. Must be a valid date

         2. Date format (MM-DD-YYYY)

      7. Amount:

         1. Must be a number

      8. Frequency:

         1. Must be an option from the dropdown in this spreadsheet

   2. The template can be downloaded from SIRE after completing at least one field (e.g. Property Name) or downloaded from OneDrive (SIRE_NEW-Charge Amounts_Template)

6. Drag and drop or upload the file

7. Map the fields ensuring that each Incoming Field (from the uploaded document) matches the Destination Field (from the import functionality) and click on Continue

8. Map the Frequency field and click on Continue

9. The data from the uploaded file is populated on the Import window

   1. If there is any Invalid field it is marked in Red and it needs to be adjusted

10. Click on Import

11. A notification is received when the import is completed

12. Search for the Leases for which charges have been imported

    1. Click on Edit on the Lease row

    2. Go to Recurring Charges tab

    3. Click on the Charge Amount button for the Item ID for which a new charge amount has been imported

13. The new charge amount imported was successfully created

14. If the Manually enter data option is selected on the Import window

    1. The Mandatory field needs to be completed directly on the Import window

       1. Property Name

       2. Unit Name

       3. Tenant Name

       4. Lease Name

       5. Item ID

       6. Effective Date

       7. Amount

    2. If there is any Invalid field it is marked in Red and it needs to be adjusted

    3. Click on Import

15. The notification is received and the new charge amount is successfully created