How do I change the GL accounts or segments configured to a lease?

Time based GL accounts and segments changes in Occupier

Changing your GL accounts becomes necessary due to business requirements or lease amendments that require a new or alternative GL account based on the specific change.  There may also be instances where modifications to lease segments are necessary due to changes in allocations or other business requirements.

If you want to adjust the account configuration and have it apply to all period journal entries, you can "Edit" the configuration. However, if you have updated your chart of accounts and wish to update the account configuration from a certain date forward, you will want to create a new configuration. 

Editing or Deleting a Configuration for a GL Account or Segment 

To make changes to account configurations, you have the option to edit or delete them.  However, please note for GL Account configurations that if there are multiple configurations present on a lease, only the first configuration can be edited. 

To edit or delete a configuration, simply select the Edit or Delete button located at the bottom of the account configuration window.  

It is important to note that any edits or deletions made to an account configuration will change the lease status to "Pending Approval".  Once the changes are approved, the journal entries will be updated accordingly.

GL Accounts

Adding a New Account Configuration

There might arise occasions when it becomes necessary to modify one or multiple GL accounts for a lease or group of leases. For instance, if a new GL account is created in your ERP system after lease accounts have been configured in Occupier and a lease measurement has occurred.  This entails updating the lease accounts and journal entries starting from the period of the change.  

First, ensure that the new GL account(s) have been added for the appropriate legal entity in Occupier's settings.  For instructions see How do I add my Chart of Accounts? 

1. To set up a new set of GL accounts, navigate to the Accounts tab in the lease and click on the "Add New" button in the GL Accounts section.
2. The GL account form will display, select the starting period for the account configuration change.
3. Make the necessary changes to the accounts in the form and click on the submit button upon completion.  The new account configuration will be displayed below the previous configuration. The lease status will be changed to "pending approval" and once approved, the journal entries will be updated with the new GL account(s) starting from the period of the change onwards.
   

Segments

Add New

Adding a new Segment configuration is similar to the process steps as the GL account configuration.  

• Select the Add New button from the Segments section.

• Repeat the steps in the setup section above, select the starting period for the segment.  Add or remove segments, submit when complete.