Running Global Updates

This chapter provides an overview of global updates and discusses how to:

Update property and building relations.
Update priority codes on invoices.
Update invoices from the Address Book.
Update billing frequency patterns.
Select recurring bill code lines to update.
Update recurring billing records.
Update leases globally.

Understanding Global Updates

You can apply changes to all transactions in the JD Edwards EnterpriseOne Real Estate Management system by running certain global update programs. For example, assume that one of the tenants subleases space to another business. In this case, assuming that the rent has not changed and the lease is the same, you can replace the original tenant's address book number with the sublet tenant's address book number, and run a global update program to make the change effective throughout the JD Edwards EnterpriseOne Real Estate Management system. In a different scenario, assume that one of the tenants wants to move to one of the larger properties. You can preserve the tenant's activity, such as lease history, past payment history, and sales overage, by using a global update program to migrate the information from one property to the other.

Updating Property and Building Relations

Select Global Updates (G15311), Property/Building Relations.

If you change the project number for a building (business unit), you can run the Property / Building Relations program (R15804) to update the new project number on all of the related records in the Lease Master Detail File table (F15017) and the Unit Master table (F1507).

This update is necessary because the system uses the project number as search and selection criteria on a variety of interactive and batch programs. This update program generates a report that lists the new and the old information, as well as the tables that were updated.

Updating Priority Codes on Invoices

Select Global Updates (G15311), Priority Code Reapplication.

If you need to change the priority assigned to a bill code, you can update this change to the Customer Ledger table (F03B11) by running the Priority Code Reapplication program (R15903). The priority code determines the order in which open invoices should be paid.

This program does not have associated processing options, nor does it provide a report of the priorities that were changed.

Updating Invoices from the Address Book

This section provides an overview of the process to update invoices with address book information and discusses how to:

Run the Update A/R from Address Book program.
Set processing options for Update A/R from Address Book (R03B802).

Understanding the Process to Update Invoices with Address Book Information

When you generate invoices, either manually or automatically from another system, the system writes certain address book information, such as the customer's alpha name, to each record. The JD Edwards EnterpriseOne Accounts Receivable system uses the address book information for many processes, such as printing statements and reports, and for inquiry programs. When address book information changes, you can update the invoice records by running the Update A/R from Address Book program (R03B802).

Depending on the size of the Customer Ledger table (F03B11), you might want to run the R03B802 program during off-peak hours. Run this periodically, especially before running aging reports or printing statements, to ensure that the F03B11 table contains current information. You do not need to run it nightly, because the accuracy of programs such as Credit Analysis Refresh (R03B525) is not dependent upon the address book. However, if you use the Customer Ledger Inquiry program to search by parent number, and parent numbers are changed frequently in JD Edwards EnterpriseOne Address Book, you might want to run the R03B802 program nightly.

The system updates these fields in the Customer Ledger table (F03B11):

Payor (PYR), based on the processing option on the Updates tab

The system retrieves the value for the Payor from the Alternate Payor field (ARPY) in the Customer Master by Line of Business table (F03012). If the Alternate Payor field is blank, the system retrieves the value from the Address Book Number field (AN8).
Alpha Name (ALPH) from the Address Book Master table (F0101).
Parent Address Number (PA8) from the Address Organization Structure Master table (F0150).
Alternate Payee (AN8J), based on the value of the Send Statements To (STTO) field in the Customer Master by Line of Business table.

The address book number that the system assigns to the Alternate Payee field depends on the value of the Send Statements To field. For example, if you send the statement to the customer (value of C), the system updates the Alternate Payee field with the customer's address book number (AN8). If you send the statement to the parent (value of P), the system updates the Alternate Payee field with the address book number of the parent (PA8) from the Address Organization Structure Master table.
Category Codes 1-10 (AC01-AC10), from the Customer Master by Line of Business table.
Collection Report Y/N (COLL), from the Customer Master by Line of Business table.

The system updates these fields in the Receipts Header table (F03B13):

Alpha Name (ALPH), based on the setting of the processing option, from the Address Book Master table.
Parent Address Number (PA8) from the Address Organization Structure Master table.

Running the Update A/R from Address Book Program

Use one of these navigations:

Select A/R Advanced & Technical Operations (G03B31), Update A/R from Address Book.

Select Global Updates (G15311), Update A/R from Address Book.

Setting Processing Options for Update A/R from Address Book (R03B802)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Payor

Specify whether to update the Payor field (PYR) in the Customer Ledger table (F03B11). Values are:

Blank: Do not update the Payor field.

1: Update the Payor field. The system uses the value of the Alternate Payor field (ARPY) in the Customer Master by Line of Business table (F03012). If the Alternate Payor field is blank, the system uses the customer's address book number.

2. Alpha Name

Specify whether to update the Alpha Name field (ALPH) in the Customer Ledger table (F03B11). Values are:

Blank: Do not update.

1: Update. The system uses the value of the Alpha Name field (ALPH) in the Address Book Master table (F0101).

Updating Billing Frequency Patterns

This section provides an overview of billing frequency updates and discusses how to run the Frequency Pattern Update program.

Understanding Billing Frequency Updates

If you need to change the periods for a particular billing frequency code, you can do so by using the Billing Frequency Information program (P15019).

After you make the change, you must run the Frequency Pattern Update program (R15803) to change the billing records in these tables:

Tenant E.P. Class Master (F15012B).
Sales Overage Master File (F15013B).
Min/Max Rents And Recoveries Master (F15015B).
Tenant Escalation Master (F15016B).
Recurring Billings Master (F1502B).

Running the Billing Frequency Pattern Update Program

Select Global Updates (G15311), Frequency Pattern Update.

The program does not have associated processing options, nor does it generate a report of the records that the system updates.

Selecting Recurring Bill Code Lines to Update

This section provides an overview of the Recurring Billing Global Selection program (R15021) and discusses how to:

Run the Recurring Billing Global Selection program.
Set processing options for Recurring Billing Global Selection (R15021).

Understanding the Recurring Billing Global Selection Program (R15021)

Run the Recurring Billing Global Selection program (R15021) in conjunction with the Recurring Billing Global Update program (R15116) to identify the bill code lines for which you want to revise amounts, and then update the changes to the recurring billing records in table F1502B.

When you run the R15021 program, the system:

Updates records in the Estimated EP Recurring Billings table (F1502WB) based on the selection criteria that you select.
Automatically runs the R15116 program in edit (proof) mode so that you can preview the information in a report format before the system updates the records.

Use a processing option to specify which version of the R15116 program that the system runs.

The program uses both the anniversary date of a lease and the effective dates for the recurring billings.

This processing method provides this flexibility:

On a single batch of selected records, you can apply different calculations by running different versions of the update program.

This action lets you review and compare the results without committing to a particular update.
If the method and amount of increase are consistent from one run or month to the next, you maintain only the date control in the versions of the selection program.

A common version can then exist for the update program.

For both the selection and update programs, you should set up the different versions per billing frequency for these reasons:

In the calculation, a flat amount is applied to the selected records, regardless of the billing frequency.
The billing frequency controls how the calculated amounts are expressed.

Monthly billings are expressed as monthly amounts, annual billings as annual amounts, and so on. However, the totals on the report do not take into account any difference in the billing frequency.

Important! The billing frequency for the selection must correspond to the frequency for the update. Otherwise, different frequencies could be involved in the same calculation and the results would not be correct, such as if monthly billings were calculated with an annual increase.

The selection program can produce an exception report that shows the selected records that would be omitted from the update, along with an explanation.

The system honors these conditions to determine whether a bill code line is updated:

The new begin date cannot occur after the expiration date of the lease.
The new begin date cannot occur on or after the suspend date if the bill code line is suspended.
The bill code line cannot be associated with a non-billable lease unless the processing options are set to allow it.
The original (current) end date cannot be blank if the new begin date is not specified in the processing options.
The original begin and end dates cannot be blank if the new begin and end dates are not specified in the processing options, and non-billable leases are not allowed.

Note. The system prints the exception report only if the processing options are set appropriately and selected records have actually been omitted.

Running the Recurring Billing Global Selection Program

Select Global Updates (G15311), Recurring Billing Global Selection.

Setting Processing Options for Recurring Billing Global Selection (R15021)

Processing options enable you to specify the default processing for programs and reports.

Dates

1. New Starting Date	Specify the starting date to assign to the new recurring billing records that the system creates when you run the Recurring Billing Global Update program (R15116). If you leave this processing option blank, the system assigns the day after the ending date (EFTE) of the current recurring billing records.
2. New Ending Date	Specify the ending date to assign to the new recurring billing records that the system creates when you run the Recurring Billing Global Update program (R15116). If you leave this processing option blank, the system assigns the ending date of the lease.

Select

1. Select Leases with Specific Start Date Anniversaries

Specify the range of lease start dates to use to select recurring billing records. If you complete only one of the two date range processing options, the system uses the value that you enter for both the From Anniversary Date and Through Anniversary Date processing options. If you leave both processing options blank, the system selects all leases.

2. Limit Selection Based on Fields in Associated Unit Master

Specify the criteria for selecting the recurring billing records to process. The system selects only those recurring billing records for units that have the values specified for these fields:

Floor Number

Unit

Unit Usage

Report Code 01

Report Code 02

The value that you enter must exist in the associated UDC table for the field.

3. Include Non-Billable Leases

Specify whether to select recurring billing records for non-billable leases. For example, pre-lease and speculative lease types. Values are:

Blank: Do not select.

1: Select.

1. Exception Report

Specify whether to print an exception report of the records that were selected for update, but excluded because of processing issues. Values are:

Blank: Do not print.

1: Print. The system prints each record from the Rent Increase Amounts table (F1502WAB) for which the system does not generate a recurring billing record, and prints the corresponding reason for omitting the record.

Versions

1. R.B. Global Update (R15116) (recurring billing global update)

Specify the version of the R15116 program to use. If you leave this processing option blank, the system uses the XJDE0001 version.

Updating Recurring Billing Records

This section provides an overview of the process to update recurring billing records, lists a prerequisite, and discusses how to:

Run the Recurring Billing Global Update program.
Set processing options for Recurring Billing Global Update (R15116).

Understanding the Process to Update Recurring Billing Records

You can simultaneously change many recurring billing records to indicate increases or decreases in the billing amounts by running the Recurring Billing Global Update program (R15116). This program is most commonly used to increase rents. When you run the R15116 program in update mode, the system calculates the new recurring billing information for one or more leases, updates the related bill code lines in the Recurring Billings Master table, and suspends the lines being replaced.

The update program retrieves information from the Estimated EP Recurring Billings table (F1502WB), which contains the batch of selected information that is created when you run the Recurring Billing Global Selection program. You must run the Recurring Billing Global Selection program before the update program, and you must specify the number of the resulting batch in the processing options for the update.

A processing option controls whether the system performs the update, resets the bill code lines to their current settings, or only prints a report so that you can preview the calculations and new information associated with an update. The report also indicates the records that cannot be updated, based on the thresholds that are specified in the processing options. When you run the selection program, the system automatically runs the update program in edit mode so that you can preview the new information.

The processing options control how the new billing amount is calculated.

For the calculation, the system performs these steps in sequential order:

Determines whether the type of square footage to be used is rentable or usable.
Retrieves the original (current) billing amount.

If the method of increase involves the amount per square foot, the system divides the original amount by the appropriate square footage from the Lease Master tables.
Applies the method of increase to the original amount, which results in the new gross billing amount; for example:
- For percent, the original amount is multiplied by the specified percent.
- For amount or amount per square foot, the specified amount is added to the original amount.
- For new amount or new amount per square foot, the original amount is replaced by the specified amount.
Applies the rounding controls to the new amount.
Processes the new rounded amount against the original amount to determine the calculated change. For example:
- If the threshold is a percent, the original amount is divided by the rounded amount.
- If the threshold is an amount, the original amount is subtracted from the rounded amount.
- Compares the calculated change with the threshold.
  
  If the change is greater than or equal to the threshold, the rounded amount is accepted for the new billing amount. This step prevents updates with insignificant amounts.
  
  Note. A processing option controls whether the system updates the Recurring Billings Master table with the new amount.
Processes the new rounded amount against the original amount to determine the calculated change. For example:
Runs the update version.

Depending on the setting of the Update Recurring Billings processing option (on the Print tab), the system:
- Writes the new records to the Recurring Billings Master table, and suspends the original recurring billing records if the processing option is set to 1 (Update recurring billing records).
- Deletes the new records previously written, and resets the Suspend Code and Suspend Date fields of the original records so that they are no longer suspended if the processing option is set to 2 (Reset recurring billing records).

The system generates a report that indicates the records that were reset and those that were omitted from the process.

Prerequisite

Before you complete the tasks in this section, you must run the Recurring Billing Global Selection program to select the records for which you want to update amounts.

See Selecting Recurring Bill Code Lines to Update.

Running the Recurring Billing Global Update Program (R15116)

Select Global Updates (G15311), Recurring Billing Global Update.

Setting Processing Options for Recurring Billing Global Update (R15116)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Batch Number (required)	Specify the batch number to use to select the records to process. The system generates recurring billing records for all Rent Increase Amount records in the F1502WAB table that are assigned the batch number specified. The system assigns the batch number to the records in the F1502WAB table when you run the Recurring Billing Global Selection program (R15021). If you leave this processing option blank, the system does not process any records.
2. Method of Increase	Specify the method to use to increase the amounts of the recurring billing records. The system suspends the existing billing record and generates a new recurring billing record with the new amount based on the method that you use. Values are: 1: Percent increase. 2: Amount increase. The system applies the amount that you enter to the recurring billing transactions regardless of the billing frequency; therefore, consider running the program separately for each billing frequency or setting up a version for each billing frequency. 3: Annual amount per square foot increase. 4: New amount. The system applies the amount that you enter to the recurring billing transactions regardless of the billing frequency; therefore, consider running the program separately for each billing frequency or setting up a version for each billing frequency. 5: New annual amount per square foot.
3. Calculation Amount or Percentage	Specify the amount or percent to use for the calculation method entered in the Method of Increase processing option. Enter percentages as whole numbers. For example, to specify 5.25 percent, enter 5.25.
4. Recurring Billing Transaction Currency	Specify the transaction currency to use to update selected records in a multicurrency environment. The system updates transactions for the currency specified only when the Method of Increase processing option is 2, 3, 4, or 5 and the Amount Threshold processing option is not equal to zero.
5. Rentable or Usable Area	Specify whether to apply the calculations to the rentable or usable areas. If you leave this processing option blank, the system uses the rentable area as the default value. Values are: 1: Rentable area. 2: Usable area.
6. Update Recurring Billings	Specify whether to update the recurring billing amounts, reset recurring billing amounts that were previously updated, or print an edit report only of the records selected for processing. Values are: Blank: Print an edit report of the records selected for processing. The system does not perform updates. 1: Update recurring billing records. The system suspends the current recurring billing records and generates new records for the new amounts. 2: Reset recurring billing records. You use this option when the wrong records were previously updated. The system deletes the records from the Rent Increase Amount table (F1502WAB) and the Recurring Billings Master table (F1502B). You must rerun the Recurring Billing Global Selection program (R15021) to select new records to update.

Options

1. Method of Rounding	Specify the rounding algorithm to use for the newly calculated recurring billing amounts. If you leave this processing option blank, the system does not perform rounding. Values are: 1: Round up to the nearest increment. 2: Round down to the nearest increment. 3: Round to the nearest increment (up or down).
2. Rounding Increment	Specify the increment to use to round amounts based on the method of rounding specified. The system can round to the number of decimals for the currency entered on the records. For example, if the currency code has two decimals (USD, CAD, GBP, EUR), you can specify to round to the nearest cent. The result of the rounding will always be exactly divisible by the increment that you enter in this processing option. For example, if you enter 10.75 in this processing option, 1 in the Method of Rounding processing option, and the system calculates the amount as 15.60, the system rounds up to 21.50. If you leave this processing option blank, the system does not perform rounding.
3. Percentage Threshold	Specify the threshold percentage for the system to use to determine whether to update the recurring billing records that were selected. If the amount calculated results in a change that is less than the percentage entered, the system does not generate a new recurring billing line for that record. Note. If you enter a value in both the Percentage Threshold and Amount Threshold processing options, the amount of change must meet both thresholds for the system to generate the new recurring billing line.
4. Amount Threshold	Specify the threshold amount for the system to use to determine whether to update the recurring billing records that were selected. If the amount calculated results in a change that is less than the amount entered, the system does not generate a new recurring billing line for that record. Note. If you enter a value in both the Percentage Threshold and Amount Threshold processing options, the amount of change must meet both thresholds for the system to generate the new recurring billing line.

Updating Leases Globally

This section provides an overview of the Lease Global Update program (R15117) and discusses how to:

Run the Lease Global Update program.
Set processing options for Lease Global Update (R15117).

Understanding the Lease Global Update Program (R15117)

The Lease Global Update program (R15117) enables you to change specific lease-related values for the records in selected tables.

These are examples of situations for which this program is useful:

Maintaining the history for leases that have been moved to different units, such as when an appraisal results in the units being renumbered.
Changing the number of a tenant or the name of an alternate payee.
Recording when an internal building number or company changes.

Use the processing options to specify which fields and tables to update. This program uses information stored in the Lease Master Header table (F1501B).

You can update the following information:

Building number

When you update the building number (business unit), the system does not change the company number in the tables. You cannot use the same business unit for more than one company.

You can use the Old Building Number and Old Unit Number processing options on the Options tab to limit the update to a single building and unit in situations in which more than one building and unit are associated with the lease. If these options are blank, the system selects all of the buildings and units in the lease for processing.
Unit
Tenant

When the system updates tenant numbers, the alternate payee does not change to the alternate payee for the new tenant. To make this change, you must also update the alternate payee in the Alternate Payee processing option on the Field Updates tab.
Alternate Payee
Alternate Payment Source
Manager
Occupant
Salesman
DBA (Doing Business As)
Lease Status
Payment Terms

Running the Lease Global Update Program

Select Global Updates (G15311), Lease Global Update.

Setting Processing Options for Lease Global Update (R15117)

Processing options enable you to specify the default processing for programs and reports.

Options

1. Proof or Final Mode	Specify whether to run the program in proof or final mode. Values are: Blank: Proof mode. The system generates a report of the records selected for update for you to review but does not update records in the selected tables. 1: Final mode. The system generates a report and updates the records in the selected tables.
2. Page Break	Specify whether the system should insert a page break when a new lease is processed. Values are: Blank: Do not insert. 1: Insert.
3. Building for Update	Specify a single building to update. The system updates only the records for the building number specified.
4. Unit for Update	Specify a single unit to update. The system updates only the records for the unit number specified.

Table Selection

1. F1501B - Lease Master, 2. F15012B - Expense Participation Master, 3. F15013B - Sales Overage Master, 4. F15014B - Product Scales Master, 5. F15015B - Min/Max Rents and Recoveries, 6. F15016B - Tenant Escalation Master, 7. F1502B - Recurring Billing Master, 8. F1505B - Management Fee Master, 9. F1511B - Tenant/Lease Billing Detail, 10. F1511HB - Tenant Billing Detail History, 11. F1521 – Log Detail Master, 12. F1525B - Fees and Interest, 13. F1540B - Sales Report Control, 14. F1541B - Tenant Sales History, 15. F15410 – Tenant Weekly Sale, 16. F1565 – Security Deposit Master, 17. F03B11 – Accounts Receivable Ledger,and 18. F0411 – Accounts Payable Ledger

Specify whether to update records in the corresponding table when you run the program in final mode. Values are:

Blank: Do not update.

1: Update.

Field Updates

These processing options enable you to specify the values that the system assigns to specific fields when you run the program in final mode.

1. Building	Specify the value that the system assigns to the Building field (MCU) on records in the tables specified on the Update Records for Selected Tables processing option.
2. Unit	Specify the new value to assign to the Unit field (UNIT) on records in the tables specified on the Update Records for Selected Tables processing option.
3. Tenant	Specify the new value to assign to the Tenant field (AN8) on records in the tables specified on the Update Records for Selected Tables processing option.
4. Alternate Payee	Specify the new value to assign to the Alternate Payee field (AN8J) on records in the tables specified on the Update Records for Selected Tables processing option.
5. Lease Manager	Specify the new value to assign to the Lease Manager field (ANSA) on records in the tables specified on the Update Records for Selected Tables processing option.
6. Payment Source	Specify the new value to assign to the Payment Source field (AN8P) on records in the tables specified on the Update Records for Selected Tables processing option.
7. Occupant	Specify the new value to assign to the Occupant field (AN8A) on records in the tables specified on the Update Records for Selected Tables processing option.
8. Salesman	Specify the new value to assign to the Salesman field (AN8S) on records in the tables specified on the Update Records for Selected Tables processing option.
9. Doing Business As	Specify the new value to assign to the DBA (doing business as) field (DBAN) on records in the tables specified on the Update Records for Selected TablesTable Selection processing option.
10. Lease Status	Specify the new value to assign to the Lease Status field (LSST) on records in the tables specified on the Update Records for Selected Tables processing option.
11. Payment Terms	Specify the new value to assign to the Payment Terms field (TRAR) on records in the tables specified on the Update Records for Selected Tables processing option.