This chapter contains the following topics:
If you bill the tenants or pay the landlord the same amount on a regular basis, you can enter recurring billing information and generate billings automatically by billing frequency. Additionally, if you use other processes such as escalations, expense participation, and straight-line rent, the system updates the recurring billings table so that invoices or vouchers can be generated automatically when the recurring billing process is completed. The system can also generate prorated billings for partial billing periods and catch-up billings for unbilled periods.
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Note: The recurring billing process is billed in AREARS. For example, if you have an annual billing frequency set up to bill every January and the recurring billing on a lease set up as 25,000.00 for January 1, 2007, through January 1, 2009, and you are first generating for January of 2007, the system views the annual period as February 2006 through January 2007.Thus, if you do not select pro-ration, the system bills the full amount. If you select pro-ration, the system only bills 2083.33. When the system generates January 2008, the system bills the full 25,000 regardless of the pro-ration selection because the system views the annual period as February 2007 through January 2007. |
This table describes the steps in the recurring billing process:
| Step | Description |
|---|---|
| Enter recurring billing information. | You enter recurring billing information, such as the bill codes and billing frequencies, start and end dates, payment terms, and so forth, that the system uses to generate billing records.
(Release 9.1 Update) When you enter recurring billing information, you can view the Straight-line Rent Generation flag to determine whether the bill code you are using will be included in straight-line rent processing. Processing option settings in the P1501 control whether you can update this flag. (Release 9.1 Update) If you are entering recurring billing information for a lessee accounting lease, you can specify information about those billing records that the system uses when creating amortization schedules for the associated assets. |
| Generate recurring billings. | You generate the billing records that you process into invoices or vouchers. The system creates a batch record in the Batch Control Records table (F0011) and records in the Lease Billings Master table (F1511B).
(Release 9.1 Update) If Balance Sheet Lessee Accounting is turned on, the entries generated will use the lease accounting AAIs rather than the standard real estate billings AAIs. |
| Generate Billing Edit/Register report. | After you generate recurring billings, you must run version XJDE0001 of the Billing Edit/Register program (R15300) to validate the transactions in the batch and to change the batch status.
(Release 9.1 Update) The R15300 program has been updated to determine if billing records should be included in the revenue recognition process. The program compares the information on the billing transaction to the revenue recognition trigger configuration, and if the record should be included in the revenue recognition process, the system validates that the appropriate AAIs and accounts are set up. |
| Review transaction batches. | You use the Real Estate Journal Review program (P150011) to review, revise, and delete transactions, such as billings or fees, from a batch
If no errors occur when you run the R15300 program, the system changes the batch status to either Pending or Approved, depending on the setting of the Management Approval of Input option in the Accounts Receivable or Accounts Payable constants. If you select the Management Approval of Input option, the system changes the batch status to pending and you must approve batches before posting them. If you do not select the Management Approval of Input option, the system changes the batch status to approved and the batches are ready to post. |
| Review recurring billings. (optional) | You can review the batch of recurring billing records in the Recurring Billing Information report (R154011) before you post them. You can also revise or delete billing transactions as necessary.
See JD Edwards EnterpriseOne Real Estate Management ReportsJD Edwards EnterpriseOne Real Estate Management Reports. |
| Post invoices and vouchers | After you generate the billing edit register, you must run the R15199 program to generate the invoices or vouchers.
For payable leases, the system creates vouchers with a Supplier Invoice Number (VINV) as a combination of doc type, doc number (for the voucher) and company. (Release 9.1 Update) The R15199 program has been updated to determine if billing records should be included in the revenue recognition process by comparing the information on the billing transaction to the Real Estate trigger configuration. If at least one pay item from the billing invoice is included in revenue recognition processing, the system writes journal entries to the performance liability accounts instead of writing to the billing accounts and creates the corresponding entries for revenue recognition in these tables:
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| Print invoices (optional) | After you post invoices, you can print and send them to the tenants.
See Printing Invoices. |
| Print statements (optional) | After you post invoices, you can print statements and send them to the tenants.
See Printing Statements. |
| Review billing, invoice, and voucher transactions (optional) | You can review recurring billing transactions in detail using the Billings Transaction Inquiry program (P15211). |
| Review tenant invoice transactions (optional) | You can review the invoices generated from recurring billing transactions by using the Tenant Ledger Inquiry program (P15222). |
| Review tenant voucher transactions (optional) | You can review the vouchers generated from recurring billing transactions by using the Supplier Ledger Inquiry program (P0411).
See "Entering Standard Vouchers" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide. |
Before you complete the tasks in this chapter, you must:
Verify that the AR Controls in the Accounts Receivable Constants are set up appropriately.
See "Setting Up Constants for Accounts Receivable" in the JD Edwards EnterpriseOne Applications Accounts Receivable Implementation Guide.
See "Setting Up Constants for Accounts Payable" in the JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide.
Verify that the Lessee field on the lease has the appropriate value for generating either invoices or vouchers.
This section provides overviews of recurring billing information, the process to copy recurring billing information, and bill code considerations for printing invoices, lists prerequisites, and discusses how to:
Set processing options for Recurring Billing Information (P1502).
Enter recurring billing information.
Copy recurring billings to a new lease version.
Before you can generate billing records automatically, you must set up the recurring billing information for each lease, such as the bill codes and billing frequencies, start and end dates, and payment terms.
You can set up billings for regular weekly, monthly, quarterly, semiannual, or annual cycles, as well as numerous other cycles such as 13-period, quarter-days, and irregular month and period combinations. The system updates the recurring billing record with an X for each period that corresponds to the billing frequency that you enter, based on the information in the Billing Frequency Master table (F15019). For example, if the billing frequency that you enter is Q (for quarterly), which is set up as the third, sixth, ninth, and twelfth periods in the F15019 table, the system updates the corresponding fields (BF03, BF06, BF09, and BF12) in the Recurring Billings Master table (F1502B) with an X. The Recurring Billing Generation program (R15100) uses this information to create billing records for the appropriate periods.
This table describes the transaction types you can set up for recurring billing:
| Transaction Type | Description |
|---|---|
| Invoices and vouchers | The value of the Lessee field (STMB) on the lease controls whether the system generates invoices or vouchers. If you leave the Lessee field blank, the system generates invoices; if you enter a value of either Y or 1 in the Lessee field, the system generates vouchers. You must set up a separate lease to process recurring billings for vouchers from the lease that you use to process recurring billings for invoices.
Note: After you generate recurring billings for a lease, you should not change the value of the Lessee field. |
| Journal entries (accruals) | The value of the Bill Type field (TRAN) on the Recurring Billing Revisions form controls whether the system generates a billing record or accrual record. If you leave the Bill Type field blank, the system generates a billing record (invoice or voucher, depending on the lease). If the Bill Type is A, the system generates an accrual record (journal entry only). When you run the R15199 post program, regardless of whether you post invoices or vouchers, the system generates a journal entry for the accrual in the Account Ledger table (F0911). |
The system stores recurring billing information in the Recurring Billings Master table (F1502B).
As an alternative to generating recurring billings by tenant and lease, you can use the Billing Group field (BLGR) to organize recurring billing information and generate recurring billing records for different leases and tenants. The system assigns the number of the first building that is identified with the lease as the default value for the Billing Group field, but you can override the value as necessary.
For example, assume that a particular tenant that sells party supplies has ten leases. Each lease is for a separate shopping center and a different building number in each center. You could create a billing group named Party Grp and generate recurring billings for the group.
If you have enabled the alternate tax rate/area assignment functionality for the company of the building, the system retrieves the alternate tax rate/area when you add or modify a recurring billing record. The system retrieves the alternate tax rate/area only when the entities for the recurring billing record are in the European Union and an alternate tax rate/area is set up for the entities in the Alternate Tax Rate/Area Definition program (P40081).
When you enter a lease number in the header area, the system uses the Lessee information to determine whether to retrieve the alternate tax rate/area for a sale or purchase transaction.
If you enter a building in a detail line, the system retrieves the alternate tax rate/area based on the company of the building and the tenant for the lease. If you change the building, the system retrieves the alternate tax rate/area associated with the new value. If you manually enter a tax rate/area, the system does not retrieve an alternate tax rate/area when you change the building.
If the rent increases or decreases over the term of the lease, you must enter accrual or deferral entries to accommodate the Straight-line Rent ruling, which states that revenue from rent (recurring billings) must be recognized evenly (as a straight line) over the life of the lease. For example, if a tenant's rent for a three-year lease is 1000 the first year, 1500 the second year, and 2000 the third year. Straight-line Rent requires a billing of 1500 each month for the life of the lease. You must enter or generate journal entries to account for the adjustments (500 for each month during the first year and −500 for each month during the third year).
The Straight-line Rent Generation program (R15130) calculates the adjustment amounts for you, and the Straight-line Rent R. B. Update program (R15132) generates the recurring billings for the adjustments.
If you do not use the Straight-line Rent programs to calculate and generate the adjustment billings, you must set up the bill codes for the adjustment amounts manually in recurring billings, or enter a journal entry each month for the adjustment.
Straight-line Rent Setup for Recurring Billing
When you create a lease, the system looks to the Real Estate Management Constants program (P1510) to determine if default straight-line rent setup information exists. If default information is available in the constants, the system automatically updates the lease with the default values. A processing option on the P1501 controls whether you can update this field. The version of the P1501 that the system uses is defined in the processing options of the P1502 version that you are using.
You access straight-line rent setup information that is specific to your recurring billing records using the Straight-line Rent Setup form menu option on the Recurring Billing Revisions form.
Straight-line rent information is used by the Straight-line Rent Generation program (R15130) when generating straight-line rent information for a lease. A processing option on the R15130 determines whether the values on the Straight-line Rent setup, or the values in the R15130 processing options are used when calculating straight-line amounts.
See Section 2.1, "Setting Up Constants" for more information about straight-line rent constants. See Section 20.3, "Generating Straight-line Rent Information" for information about the R15130.
Specifying Bill Codes for Straight-line Rent Processing
You can view the Straight-line Rent Generation option for each recurring billing record you set up for a lease. The record retrieves the default value of the Straight-line Rent Generation field from the bill code setup. A processing option on the P1501 controls whether you can update this field. The version of the P1501 that the system uses is defined in the processing options of the P1502 that you are using.
Revising Recurring Billing Records After Straight-line Rent Information Has Been Generated
If you revise recurring billing records after straight-line information has been generated, the system determines whether the change might impact those calculations, based on the fields that are updated. Depending on the processing option settings for the P1502, the system does one of the following when such a change occurs:
The system saves the recurring billing revisions and does not update the Straight-line Rent Generation Control field.
The user must manually update the Straight-line Rent Generation Control field in order to recalculate straight-line information for the revised lease.
A Straight-line Rent Warning window appears to notify users that straight-line rent records might need to be recalculated.
The user can click OK to save the billing revisions and mark the Straight-line Rent Generation Control field for all updated records. Alternatively, the user can click Cancel to save the billing revisions without updating the Straight-line Rent Generation Control field.
The system saves the billing revisions and automatically updates the Straight-line Rent Generation Control field.
See Also
If you are using balance sheet lessee accounting processing, you can set up bill codes and leases so that the assets being leased can be accounted for, and reported on correctly. You can have property and non-property assets on a lease.
When you set up recurring billing information, you enter bill codes for each asset to represent the recurring payments you make for your leased assets. The system brings in the default setup for each bill code when you add it to the lease.
The Effect on Lease Liability field on the bill code impacts how the lease liability amortization schedule for the asset is calculated. Values for this field include:
Guaranteed Residual Value: Payments using bill codes with this value represent the guaranteed residual value (GRV) of the asset when the lease is complete. You must enter these payments in recurring billing to identify the amount you are most likely to pay against the contracted guaranteed residual (GRV). When you enter a GRV record, the start and end date on the billing record must be the same. GRV amounts are used in calculating the beginning balances of the amortization schedules. The GRV amounts are displayed in the last period of the lease liability schedule.
No: Payments using this bill code have no impact on lease liability.
Yes: Payments using this bill code have an impact on lease liability.
A processing option on the P1502 determines whether users can override this value. If the bill code is set up to have an effect on lease liability or GRV, you must enter an end date for the bill code records. GRV records must use the same date for the start date and the end date. If you do not enter an end date, the system will not generate amortization schedules for the asset. Additionally, if the lease classification for the asset associated with the billing record is defined as Not On Balance Sheet, this field is disabled.
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Note: GRV payments reflect the expected value of a leased asset at the end of a lease. You enter the full amount you are most likely to pay against the contracted GRV when you set up the lease to ensure that you are reporting on the maximum liability that you might incur when you return the asset at the end of the lease.For example, you might lease a car with a GRV of $15,000 USD. This means that at the end of the lease the expected value of the car is $15,000 USD. When the car is returned to the lessor and appraised at the end of the lease, it is determined to be worth $10,000 USD. In this scenario, you would be expected to pay the lessor $5,000 USD. Because the actual payment amount could differ from the GRV amount, you might choose to suspend this GRV billing line near the end of the lease so that you can complete the appraisal process before the system generates the payment. You can then update the GRV amount with any actual payment amount, and remeasure the lease, if necessary. Alternatively, you can enter adjusting billing records or journal entries to reflect any differences in the actual payment amount and the GRV amount. See Section 22.5, "Changing Lease Terms After Schedule Creation" for additional information. |
When you enter bill codes for a property asset, you populate the Building/Business Unit and Unit fields. The system then populates the Unit Asset Number field with the value from the Unit Master. When you enter bill codes for a non-property asset, you populate Asset Number fields, and the system automatically populates the Building/Business Unit field and selects the Non-Property Asset option. If you enter a value in the Building/Business Unit field that is different than the responsible business unit on the asset record, the system issues a warning and overrides the value you enter.
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Important Note: All recurring billing records, across all lease versions, associated with the same asset, and having the Effect on Lease Liability field set to Yes must all have the same values for the following fields to ensure that the amortization schedule is calculated correctly:
For multicurrency leases, the transaction currency used for recurring billing is derived from the lease header. Please see section for information on existing mutlicurrency leases. If any of the related records have different values in these fields, the system will issue an error, and the records must be updated before they can be saved. Note that records with the Effect on Lease Liability set to GRV can have different dates and billing frequency. All other fields listed above must be the same. |
If your lease contains a date in the Lease Commencement Date field, your recurring billing records must start on or after that date. The lease commencement date cannot be greater than the recurring billing start date.
For additional information about lessee accounting processes, see Chapter 22, "Balance Sheet Lessee Accounting (Release 9.1 Update)".
Fixed Stepped Payments for Balance Sheet Lessee Accounting
In some leases, you might enter fixed stepped payments, where the payment amount changes as the lease progresses. For example, the monthly lease amount in year 1 is $10,000 USD, the amount in year 2 is $11,000 USD, and year 3 is $12,000 USD. In these cases, there are multiple records for rent for the lease, each with a different effective date range. The effective dates for these records can not overlap, and there can not be gaps in the dates. In this scenario, you might have these recurring billing records for rent:
Year 1 Rent: $10,000 USD a month, effective from 1/1/2018 through 12/31/2018.
Year 2 Rent: $11,000 USD a month, effective from 1/1/2019 through 12/31/2019.
Year 3 Rent: $12,000 USD a month, effective from 1/1/2020 through 12/31/2020.
Also be aware that if there are additional recurring billing records for the asset, you must set those up using the same schedule as the rent billing records. For example, while the rent amount changes from year to year, you might also have a monthly maintenance fee of $200 that remains fixed over the full term of the lease. Because all records for the asset must have the same effective dates, you would need to set up 3 billing records for the maintenance fee, using the same effective dates as the rent records, as follows:
Year 1 Maintenance Fee: $200 USD a month, effective from 1/1/2018 through 12/31/2018.
Year 2 Maintenance Fee: $200 USD a month, effective from 1/1/2019 through 12/31/2019.
Year 3 Maintenance Fee: $200 USD a month, effective from 1/1/2020 through 12/31/2020.
Additionally, all payments within a step must have the same billing frequency. However, you can have different billing frequencies for different steps. For example, you might pay monthly during year 1, but pay quarterly during year 2 and 3. In this scenario, all billing records for year 1 must use a monthly billing frequency. All billing records for year 2 and year 3 must use a quarterly billing frequency.
These rules also apply to lease records across lease versions. For example, if you are using versioning to track the changes to a lease, the records for each version must meet the rules for the stepped payments, as described above.
Revising Recurring Billing Records After Lease Commencement
In some cases, the terms of a lease change after the lease commences. These changes could include changes to the payment amounts or the dates, making it necessary to update recurring billing records.
If amortization schedules already exist for a billing record, the system displays a green icon in the Schedules Exist field on the Recurring Billing Revisions form. If you make changes to these records, you might be required to remeasure the lease.
Additionally, you can use the global update to change records on a lease that has already commenced. If your global update selection criteria selects only certain records on the lease for update, the system will change all records necessary to ensure that the rules of stepped payments are still met. Additionally, these changes might also require you to run a remeasurement of the lease.
See these topics for additional information and instructions:
Section 22.5, "Changing Lease Terms After Schedule Creation"
Section 24.6, "Updating Recurring Billing Records (Release 9.1 Update)"
Lease Versions and Recurring Billing
If you create a new lease version after lease commencement, you might also need to create new recurring billing records for the new version. When you create new lines for your new version, you must ensure that all of the billing records for each version comply with the rules for stepped payments, described above.
You can use the Version row menu option on the Recurring Billing Revisions form to automatically suspend the billing lines for the old version and create new billing lines for the new version. The system updates the dates, suspend codes, and effect on lease liability as needed to ensure that both your billing and your amortization schedules are accurate. If the changes you make to your new billing lines impact the lease liability calculations, the system will update the lease to indicate that a remeasurement is required.
If you manually update the recurring billing records when creating a new version, you must update the Suspend Code and Suspend Date fields in conjunction with the Effect on Lease Liability field, and also adhere to the stepped payment rules, to ensure that your billing and amortization schedules accurately reflect your changes.
See these topics for additional information and instructions:
Section 7.3.4, "Understanding the Process to Copy Recurring Billing Information"
Section 22.5, "Changing Lease Terms After Schedule Creation"
Suspending Recurring Billing Lines for Lessee Accounting
If you suspend a recurring billing line that has an effect on lease liability, the system does not update the amortization schedules to reflect that the line is no longer being processed. If you want the change in billing to be reflected in the amortization schedules, you must use the change lease terms feature and then remeasure the lease as needed.
It is the Effect on Lease Liability field that drives the amounts in the amortization schedule, which is why suspending a line does not impact the schedules. It only impacts the billing/payments.
See Section 22.5, "Changing Lease Terms After Schedule Creation" for additional information about remeasuring a lease.
If you create a new version of the lease, you might want to set up recurring billing information for the new version. To save time and reduce the possibility of errors, you can copy the recurring billing information. You can override the information on the new billing records as necessary. The new lease version does not have to be active to copy new recurring billing records.
To copy recurring billing records to a new lease, select the recurring billing records to copy, and then select Version from the Row menu on the Recurring Billing Revisions form. You can set processing options in the P1502 program to specify whether the system copies the gross amount, the annual square-foot rate, or the taxable amount.
When you use the version feature, the system automatically:
Suspends the billing records that you specified by updating the SC field with the value Y.
Updates the Suspend Date field with a date that is one day before the version effective date of the new lease version.
For example, if the version effective date of version 2 is July 01, 2008, the system updates the Suspend Date field to June 30, 2008.
Creates new billing records based on the version effective date of the new version and recurring billing ending date.
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Note: The system uses the ending date on the recurring billing record and the version effective date assigned to the new lease version to determine the dates to assign to the new (copied) billing record.For example, if the new lease version has a version effective date of July 01, 2007, and the recurring billing record that you are copying has an ending date of June 30, 2007, the system does not copy the record to the new lease. |
If you are updating a lessee lease, the system also updates the Effect on Lease Liability field as needed to ensure the integrity of both the billing records and amortization schedules.
When you print invoices, the system generates one invoice per lease and prints each billing record as a separate detail line. You can summarize billing records for different billing codes into a single pay item that appears on the invoice. Alternatively, you can direct the system to print multiple invoices for the same lease.
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Note: Grouping and separating bill code lines does not affect how the system generates transactions in the Customer Ledger table (F03B11), Accounts Payable Ledger table (F0411), or the Account Ledger table (F0911). The system uses the information only to print the invoice. |
You can group bill code lines into a single item to appear on an invoice. The description of the item grouping comes from the Remark field of the first line in the group. For example, suppose item grouping code A1 identifies the base rent and several billing escalations. When you enter A1 in the Item Grouping field, the system combines them as one line item that uses the description from the base rent billing line.
Normally, the system generates a separate invoice for each tenant and lease; however, if a tenant requires multiple invoices for the billing records generated for the same lease, you can designate which billing lines appear on a separate invoice by:
Assigning a different value in the SI Code field (SEPI) for each bill code that requires a separate invoice.
The system prints only those bill code lines with the same code in the SI Code field on one invoice.
Assigning a different address book number in the Alternate Payee field for each bill code line that requires a separate invoice.
Before you complete the tasks in this section, you must:
Set up the billing frequencies.
Set up the automatic accounting instructions and bill codes.
Create a new version of the lease before you copy recurring billing records.
See :
Section 4.2.3, "Understanding Lease Versions"
Section 2.5, "Setting Up Billing Frequency Information"
Section 2.3, "Setting Up Automatic Accounting Instructions"
Section 2.4, "Setting Up Bill Codes and Adjustment Reason Codes"
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work with Leases | W15210A | Recurring Billing (G1521), Recurring Billing Information | Select a lease version to access recurring billing information. |
| Recurring Billing Revisions | W1502A | On the Work with Leases form, select a lease. |
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| Lease Straight-line Rent Setup | W15131A | From the Recurring Billing Revisions form, select Straight-line Rent from the Form menu. | (Release 9.1 Update) Review or update straight-line rent setup information. |
Processing options enable you to specify the default processing for programs and reports.
Specify whether to retrieve the description for the bill code from the Billing Code Extension table (F1512) or leave the description blank so that it can be entered manually. Values are:
Blank: Leave the description for the bill code blank.
1: Retrieve the description for the bill code from the Billing Code Extension table (F1512).
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Note: If you leave this processing option blank and then change it to 1 at a later date, the system retrieves the bill code description when you inquire on the recurring billing record. |
Specify whether the system retrieves the version of the lease that is based on today's date (the system date) or the latest effective date. Values are:
Blank: Displays the version of the lease that is effective as of the system date.
1: Displays the version of the lease with the latest (future) effective date. For example, if today's date is June 30, 2007, and the lease has two versions dated January 1, 2007, and October 1, 2007, respectively, the system displays the version dated October 1, 2007.
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Note: If you do not set up versioning in the Real Estate Management Constants table (F1510B), the system ignores this processing option. |
Specify which amount to retain when you create a new version of the recurring billing information. Values are:
Blank: Gross amount.
1: Square footage amount.
2: Taxable amount.
Specify whether to display accrual and deferral entries (recurring billing transactions with a bill type of A) that were created from the Straight-line Rent Generation program (R15130). Values are:
Blank: Display.
1: Do not display.
Specify whether to display the tax fields (Tax Explanation Code, Tax Rate Area, and Taxable Amount) on the Recurring Billing Revisions form. Values are:
Blank: Use the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants to determine whether to display tax fields.
0: Display. The system ignores the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants.
1: Do not display. The system ignores the setting of the Tax Suppress option (FG01) in the Real Estate Management Constants.
Specify whether the system validates recurring billing entries against the beginning and ending dates in the Tenant/Lease Master table (F1501). Values are:
Blank: Do not validate. The system accepts all entries regardless of the lease dates.
1: Validate. The system enables you to enter only recurring billing entries with dates that occur within the beginning and ending dates of the lease.
Use this processing option to determine how to update the Straight-line Rent Generation Control field (GENC) in the Straight-line Rent Lease Control table (F1513B) when you revise fields that can impact straight-line calculations.
When you make changes that impact straight-line calculations, you typically want to set this field value to Y so that straight-line records can be recalculated, and new records can be generated. If your changes impact straight-line calculations, and you choose not to update this field, you must manually update the field using the Straight-line Rent Revisions program (P1513) before you recalculate straight-line information.
Changes to the following fields could impact straight-line calculations: Bill Code, Bill Type, Straight-line Rent Generation option, Gross Amount, Billing Frequency, Starting Date, Ending Date, Building, Unit, Suspense Code, Suspend Date or Transaction Currency. Values are:
Blank: Do not update Generation Control field. The system does not update the Straight-line Rent Generation Control field.
1: Update Generation Control field using Straight-line Rent Warning window. The system provides you with an opportunity to update the Straight-line Rent Generation Control field by displaying a Straight-line Rent Warning window. Click OK to update the field with Y, or click Cancel if you do not want to update the field.
2: Update Generation Control field automatically. The system does not display the Straight-line Rent Warning window, and automatically updates the Straight-line Rent Generation Control field to Y.
Specify whether the system uses the gross amount (AG) or the taxable amount (ATXA) to calculate the annual square footage rate. Values are:
Blank: Gross amount.
1: Taxable amount.
Use this processing option to specify whether users are able to make changes to the Effect on Lease Liability field. Values are:
Blank: Do not allow changes.
1: Allow changes.
Specify whether to allow users to override the transaction currency code from the default value on the lease. Regardless of the setting of this processing option, the system does not enable the transaction currency code to be changed after a transaction has been billed for the lease. Values are:
Blank: Allow.
1: Do not allow.
Specify whether to allow users to override the value in the Exchange Rate field (CRR). The system uses the value that you enter as the exchange rate for transactions billed in foreign currency. If you leave this option blank, the system uses the exchange rate that is set up in the Currency Exchange Rates table (F0015) when the transaction is billed.
Overrides to the exchange rate should be limited to those instances when an agreement has been made between the tenant and landlord to use a fixed exchange rate for the term of the lease. Values are:
Blank: Allow.
1: Do not allow.
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Note: For a lessee lease, the transaction currency and the exchange rate are derived from the lease header. These fields are disabled in the detail grid and cannot be edited irrespective of how the processing options are set. |
Use this processing option to specify the version of the Lease Master Maintenance program (P1501) to use. The Lease Straight-line Rent Setup program (P15131) uses the processing option settings of the selected version of P1501 to determine whether users are allowed to override straight-line generation information, including the Straight-line Rent Generation option. It will also use processing option Search Default For Lease Version, to determine the default lease versions. If you leave this processing option blank, the system uses version ZJDE0001.
Access the Recurring Billing Revisions form.
If you select the check box, the system displays only the default lease version records. If you do not select the check box (default), the system displays all lease version records.
Enter the bill code. If you set up recurring billings as payables, you must use bill codes specific to the JD Edwards EnterpriseOne Accounts Payable system for each pay item line.
Enter the user-defined code from UDC table 15/TR that specifies whether the recurring billing line generates an invoice or voucher, or a journal entry (accrual entry) only. Values are:
Blank: Billing entry. When processed, the system generates either an invoice, which updates the Customer Ledger (F03B11) and Account Ledger (F0911) tables, or a voucher, which updates the Accounts Payable Ledger (F0411) and Account Ledger (F0911) tables. The lease determines which type of document the system generates.
(Release 9.1 Update) If you are entering bill codes that you want to be included in straight-line rent processing as conversion bill codes, you must complete the Bill Code field, enter an A in this field, and select the Straight-line Rent Generation option.
A: Accrual entry. When processed, the system generates a journal entry only and updates the Account Ledger table (F0911).
An option that indicates whether the system selects the bill code for straight-line processing when the Straight-line Rent Generation program (R15130) is run. When the option is selected, the value is 1, and when the option is not selected, the value is 0. You can also filter records using the QBE line. For example, to see all records that have the Straight-line Rent Generation option selected, enter a 1 in the QBE line for this field, and click Search. Values are:
0: (Not Selected) Do not select the bill code for straight-line processing.
1: (Selected) Select the bill code for straight-line processing.
Enter the building or business unit associated with the unit or asset. If you are entering bill codes for a unit or property asset, you enter the building in this field.
If you are entering information for a non-property asset, enter the responsible business unit. The system automatically populates this field with the value from the Asset Master. You can enter a value in the field, however, if your entered value does not match the responsible business unit from the Asset Master, the system replaces the value you entered and issues a warning.
Enter the unit.
For lessor leases, if the lease is for multiple buildings or units, the system displays only the first building and unit and a message notifying you about the condition.
For lessee leases, if you leave this field blank, the system uses either the unit or the asset from the first record on the lease, depending on whether the line is for a property or a non-property asset.
Review the asset number associated with the leased property asset. The system retrieves this value from the Unit Master when entering bill code information for lessee lease lines for property assets.
Enter the asset number associated with the leased non-property asset. Complete this field only when entering bill code information for lessee lease lines for non-property. Note that you cannot enter an asset number that is associated with a unit in this field. Also, if you enter a value in this field, the system disables several fields that are applicable only to property assets.
This option is automatically selected if the bill code is for a lessee lease of a non-property asset.
Enter the ending date. This field is not required if the lease is open-ended.
(Release 9.1 Update) This field is required if the billing line has an effect on lease liability.
Enter the value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the gross amount field.
Specify whether the billing records have any impact on the lease liability calculation. The system populates this field with the default value that is set up in the bill code record. A processing option on the P1502 determines whether users can override this value. Additionally, if the lease classification for the asset associated with the billing record is defined as Not On Balance Sheet, this field is disabled.
Specify whether the payment is in advance or in arrears. This value is used when creating the amortization schedules for balance sheet lessee accounting only.
Enter a user-defined code from UDC table 15/SU that specifies whether the billing line is active, suspended, or inactive. Values are:
Blank: Active. The billing line is eligible to generate recurring billings.
Y: Suspended. The billing line is not eligible to generate recurring billings after the date entered in the Suspend Date field.
I: Inactive. The billing line is not eligible to generate recurring billings.
If you enter Y or 1, the system does not generate future billing records and you can add another line with the correct information.
If the original billing line has not been posted, you can use the Manual Billing Entry Revisions program (P1511) to delete the billing line or add a manual billing record for the difference.
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Note: (Release 9.1 Update)If you are suspending a line that has an effect on lease liability, the associated amortizations schedules will not be updated to reflect the suspension. If you want to update the amortization schedules to reflect the suspension in billing for this line, use the change lease terms feature instead to trigger a remeasurement of the schedules. |
Enter the date from which the billing line is suspended. The system generates recurring billings for the billing line up to and including the date specified.
If you leave this field blank and the suspend code is Y, the system does not generate recurring billings until the suspend code is changed to Blank.
Enter the code that is used to group different tenants and leases into one combined billing. The system automatically supplies this field with the number of the first building displayed on the Lease Information form. You can override the value of this field if necessary.
Enter the address book number of the person or company responsible for payment of rent and charges related to the lease. This number might not be the same number as the tenant.
Enter a remark. Use this generic field for a remark, description, name, or address.
Enter the amount that represents the result of multiplying the recurring billing amount by the billing frequency, and then dividing that result by the area.
Gross Amount = 1000
Billing Frequency = M (monthly)
Area = 5000
Annual Square Foot Amount = 2.4 ((1000 × 12) / 5000)
Conversely, if you enter the annual square foot amount, the system calculates the gross amount by multiplying the annual square foot amount by the area, and then dividing that result by the billing frequency.
Annual Square Foot Amount = 4.5
Billing Frequency = M (monthly)
Area = 5000
Gross Amount = 1875 ([4.5 × 5000] / 12)
Enter the amount on which taxes are assessed.
You can enter either a gross amount or a taxable amount, depending upon how the processing option is set.
Enter the one-character alphanumeric code that is used to select units on the lease for billing purposes. The system sums the area for all units that have the corresponding code specified in the Unit Grouping field on the lease. Only one value from the Unit Grouping field on the lease must match the value of the Unit Group Code field on the recurring, escalation, or expense participation (E.P.) billing line for the system to retrieve the unit information. For example, if you have two units to which you assign unit grouping codes of 61 and 1, respectively, you can set up a recurring billing line for unit group 1 to specify both units.
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Note: If you enter a value in the Unit Group Code field on a bill code line, you cannot specify a value in the Unit field for that bill code line, and the system does not automatically provide the dates from the lease. |
Enter the one-character alphanumeric code that indicates which billing records to print on the invoice. The system prints a separate invoice for each group of billing records that have the same lease number, alternate payee, and separate invoice code.
Enter the three-character alphanumeric code that indicates which billing records to summarize on printed invoices and reports. Billing records that are assigned the same invoice grouping code for the same lease appear as a single pay item, regardless of the bill code.
Enter the unique number that the system assigned to each billing record to identify it in a table. The system assigns the number from the Next Numbers - Automatic table (F0002) for system 15, line 2 (Billing Control).
Enter the value assigned to the Billing Control ID field (BCI) on the billing record for the previous version of the lease. The system assigns the same number to provide an audit trail for billing records that are generated for multiple versions of the lease.
Enter the number that represents the beginning year in a range of years that is defined by the value in the Year Type field. The system uses the year range for informational and reporting purposes only.
Enter the number that represents the ending year in a range of years that is defined by the value in the Year Type field. The system uses the year range for informational and reporting purposes only.
Enter a user-defined code from UDC table 15/YT that identifies the year range, defined by the Year From and Year To fields. The system uses the year range for informational and reporting purposes only. Values are:
R: Rent years
L: Lease years
Specify whether a billing record is suspended by the versioning process. Values are:
Blank: Active. The billing record is not suspended.
1:Suspended. A new billing record might exist for the next (subsequent) version of the lease.
This section provides an overview of the process to generate recurring billings and discusses how to:
Run the Recurring Billing Generation program.
Set processing options for Recurring Billing Generation (R15100).
After you set up recurring billing information for the lease, you run the Recurring Billing Generation program (R15100) to generate billing records. When you run R15100 program in final mode, the system:
Creates a batch header record in the Batch Control Records table (F0011), assigns a batch type of 1, and assigns a batch status of Error, Pending, or Approved.
The system assigns the batch status based on the setting of the Manager Approval of Input option in the Accounts Receivable constants (for invoices) and Accounts Payable constants (for vouchers). Even if the batch is in error, you can add, revise, and delete records from the batch as necessary.
Creates records in the Lease Billings Master table (F1511B) and assigns a generation type of 1.
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Note: You can separate recurring billing records that generate accrual entries from other recurring billing records. To do so, you should specify that transaction type equals A in the data selection for the R15100 program. |
This table describes the types of billing you can generate:
| Billing Types | Description |
|---|---|
| Prorated billings | You generate prorated billings when the start and end dates on the billing record do not comprise a complete billing period. The system provides different methods for calculating prorated billings, but the most common method is simply to divide the billing amount by the number of days in the billing period, and then multiply the result by the number of days on the billing record (represented by the Starting Date and Ending Date fields). |
| Catch-up billings | You generate catch-up billings to process records for all unbilled periods from the starting date on the recurring billing record. |
If you work with multiple currencies, the system creates a separate invoice for each transaction currency on a lease. If an override exchange rate exists for a billing line, the system uses the override rate in the currency conversion process. Otherwise, the system retrieves the exchange rate based on the date specified in the General Ledger Date for Billings processing option.
If the Effect on Lease Liability is set to Yes or GRV, the transaction currency defaults from the lease header and the Exchange Rate is set to zero. Lessee balance sheet accounting processes will retrieve the exchange rate based on the specified Exchange Rate Method.
See Also
Select Recurring Billing (G1521), Recurring Billing Generation
Processing options enable you to specify the default processing for programs and reports.
Specify the date the system uses to retrieve recurring billing records from the Recurring Billings Master table (F1502B). The system processes all records for the period in which the recurring billing date occurs. For example, if you enter 06/15/07 and you process recurring billings monthly, the system processes all records that are effective from 06/01/07 through 06/30/07.
You cannot leave this processing option blank.
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Note: The system locates the billing frequency (monthly, weekly, quarterly) from the F1502B record, and then validates that a period has been defined for the date specified in the Billing Frequency Master table (F15019). The period number contains the value X if it has been defined. For example, you process recurring billings monthly, use a billing frequency of M, and enter a date of June 15, 2007. The F15019 record must contain the value X for the sixth period (June) for the billing frequency M; otherwise, the system does not process any records for that period. |
Specify the period number field to update in the Billing Generation Control table (F15011B). The system assigns a G (generated) to the period number field for which recurring billings are generated to prevent the system from generating duplicate billings for the same period. The system also uses the period number to process prorated and catch-up billings, if the Proration and Catch-Up processing option is set to either 2 or 3.
This processing option is independent from the Recurring Billing Date processing option; therefore, you can select and process records for a different billing period from the one that you update using this processing option. If your fiscal date pattern is not a regular calendar year, verify that the period number that you enter corresponds to the date that you entered in the Recurring Billing Date processing option.
You cannot leave this processing option blank.
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Note: The system locates the billing frequency (monthly, weekly, quarterly) from the F1502B record, and then validates that a period has been defined for the date specified in the Billing Frequency Master table (F15019). The period number contains the value X if it has been defined. For example, assume that you process recurring billings monthly, use a billing frequency of M, and you enter a period of 6. The Billing Frequency Master record must contain the value X for the sixth period (June) for the billing frequency M; otherwise, the system does not process any records for that period. |
Specify the fiscal year that the system updates in the Billing Generation Control table (F15011B). The system enters G (generated) in the Period Number field as specified in the Billing Control Period Number processing option for the fiscal year entered in this processing option to prevent the system from generating duplicate billings for the same period in the same year.
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Note: This processing option is independent from the Recurring Billing Date processing option; therefore, you can select and process records for a different billing period from the one that you update using this processing option. If the fiscal date pattern is not a regular calendar year, verify that the period number that you enter corresponds to the date that you entered in the Recurring Billing Date processing option. |
You cannot leave this processing option blank.
Specify the date that the system uses to generate recurring weekly billings when the period entered in the Billing Control Period Number processing option does not coincide with the desired weekly billing period. For example, if you entered 01 in the Billing Control Period Number processing option but you also want to run weekly billings for period 04, you can do this by entering a date in this processing option that falls within the weekly billing period 04.
The system uses the date to retrieve the corresponding weekly billing period from the Date Fiscal Patterns - 52 Period Accounting table (F0008B) and updates the period in the Billing Generation Control table (F15011B) accordingly. If you generate both weekly and monthly recurring billings, the system writes a separate record in the F15011B table.
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Note: The system validates that a weekly date pattern has been set up in the Billing Frequency Master table (F15019). If you do not have such a date pattern defined, the system does not generate weekly recurring billings. |
Specify the general ledger date to assign to the billing records generated in the Tenant/Lease Billings Detail Master table (F1511B). The system uses this date to post billings to the Account Ledger table (F0911) and either the Customer Ledger table (F03B11) or the Accounts Payable Ledger table (F0411), depending on whether you are generating invoices or vouchers.
Specify whether to select leases that generate invoices or leases that generate vouchers. If you leave the Lessee field blank, the system generates invoices when you post billings. If you enter 1 or Y in the Lessee field on the lease, the system generates vouchers when you post billings. The system processes only those leases that have a value in the Lessee field that corresponds to the setting of this processing option. Values are:
Blank: Invoice records.
1: Voucher records.
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Note: You must process recurring billings that generate invoices separately from recurring billings that generate vouchers. |
Specify whether to process recurring billings in proof or final mode. Values are:
Blank: Final mode. The system generates recurring billing records in the Tenant/Lease Billings Detail Master table (F1511B), runs the Billing Edit/Register program (R15300), which prints a report, and updates the records as generated (G) for the appropriate period in the Billing Generation Control Master table (F15011B).
1: Proof mode. The system prints a report of the records selected to generate, but does not generate recurring billings or update tables. The system does not validate the records selected for errors.
Specify the date to use to retrieve the tax rate. The system retrieves the tax rate from the Tax Areas table (F4008) based on the date specified. Values are:
Blank: Use the G/L date to retrieve the tax rate.
1: Use the service tax date to retrieve the tax rate.
Specify whether the system generates proration and catch-up billings. Values are:
Blank: Bill the current period only; do not prorate or process catch-up billings. The system bills for the entire current period regardless of the number of days the unit or building was occupied.
1: Prorate and bill the current period; do not process catch-up billings. The system prorates the amount of the billing based on the starting and ending dates, and the value in the Method of Proration processing option.
2: Prorate and process catch-up billing. The system prorates the amount of the billing based on the starting and ending dates, and the value in the Method of Proration processing option. The system also generates a billing for the consecutive periods prior to the current billing period that were not billed. For example, if the current period is 10, and periods 7 and 9 were not billed, the system would process the catch-up billing only for period 9 because it is consecutive to period 10.
3: Perform catch-up billing, but do not prorate the current period. The system generates a billing for the consecutive periods prior to the current billing period that were not billed. For example, if the current period is 10, and periods 7 and 9 were not billed, the system would process the catch-up billing only for period 9 because it is consecutive to period 10. The system also bills for the entire current period regardless of the number of days the unit or building was occupied.
Specify the method to calculate the prorated billing amount if you entered 1 or 2 in the Proration and Catch-Up processing option. Values are:
Blank: Prorate the billing amount based on the number of days in the billing period.
1: Prorate the billing amount based on a 30-day month. This option is valid only for a monthly billing frequency.
2: Prorate the billing amount based on the Quarter Day method. The system uses starting and ending dates from the recurring billing record to determine the number of days to bill for the period, and then multiplies it by the number of billing periods in the year, divides that result by the number of days in the year, and multiplies it by the billing amount. Additionally, the system calculates an adjustment in the last period of the recurring billing cycle that uses the same method of proration, so that the total amount billed or paid equals the number of days tenancy.
3: Prorate the billing amount based on the actual number of days in a month. This option is valid only for a monthly billing frequency.
Specify the due date to assign to the invoice or voucher records generated for the recurring billing. If you leave this processing option blank, the system calculates the due date based on the payment terms code.
Use this processing option with the Period End Date processing option to specify the billing period to use in the generation process, instead of the dates associated with the billing period entered in the Billing Control Period Number processing option. If you generate prorated billings, the system uses the override dates that you enter to calculate the prorated amount.
Use this processing option with the Period Begin Date processing option to specify the billing period to use in the generation process, instead of the dates associated with the billing period entered in the Billing Control Period Number processing option. If you bill prorations, the system uses the override dates that you enter to calculate the prorated amount.
Specify the service tax date to assign to the invoice or voucher records that the system generates. If you leave this processing option blank, the system uses the last day of the billing period.
Specify the invoice date to assign to the recurring billing records that are generated, including catch-up billings and tax pay items. If you leave this processing option blank, the system uses the date entered in the General Ledger Date for Billings processing option as the invoice date.
Specify the version of the R15300 program to run after the system generates recurring billings.
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Note: If you leave this processing option blank, you must run the R15300 program manually; the system does not use a default version and does not produce a report. |
Specify which currency to print on the report. Values are:
Blank: Base currency.
1: Transaction currency.
Specify the date to use to retrieve the exchange rate for multicurrency billings when an exchange rate is on the lease. The system retrieves the exchange rate from the Currency Exchange Rates table (F0015) based on the date specified. Values are:
Blank: GL date.
1: Invoice date.
The system displays an error if it cannot locate a valid exchange rate.
This section provides an overview of recurring billing revisions.
After you have generated the billing records for the recurring billings, the system does not allow you to change the information for the recurring billing line, even if the billing records have not been posted. The system creates a record in the Billings Generation Control table (F15011B) for the billing line and updates the period for which the billing record was generated with a G, which locks the recurring billing record. The system updates the table in this manner to prevent the generation of duplicate billings. A lock symbol appears to the right of the first field on the Recurring Billing Revisions form as a reminder that billing records have been generated.
This table lists methods you can use to revise recurring billing information on locked records:
| Method | Description |
|---|---|
| Suspend the billing line and enter a new billing line. | Enter Y or I in the SC field on the Recurring Billing Revisions form to suspend the billing line from generating future billing records, and then add another line with the correct information. If the original line has not been posted, you can use the Manual Billing Revisions program (P1511) to delete it, or you can generate a manual billing record for the difference.
Note: The system does not generate catch-up billings for the difference between the two billing lines. For example, if the billing line is set up to bill 1000 monthly and you suspend it and add another billing line for 1100, when you generate recurring billings the system does not automatically adjust for the 100 difference for previous periods. The system considers each billing record separately. (Release 9.1 Update) If you are suspending a line that has an effect on lease liability, the amortization schedules for the associated asset will not be updated. If you want to update the lease liability calculation when you suspend a billing line, use the change lease terms feature. See Section 22.5, "Changing Lease Terms After Schedule Creation" for additional information. |
| Update the Billings Generation Control table (F15011B). | Delete the billing records in the P1511 program, use the Billing Control Information program (P150111) and the billing ID to locate the appropriate billing control record and to remove the G from the appropriate billing periods in the Billings Generation Control table (F15011B), and then change the recurring billing information for that line.
For example, if you set up a recurring billing record that starts March 01, 2007, and ends December 31, 2008, and you generate the billing record for March (period 03), the system updates table F15011B with a G in period 3 for the billing record. If you delete the billing record and remove the G from the billing period in the F15011B table, the recurring billing record is eligible to be updated. Note: This method is recommended only for billing records that have never been posted. If a billing record has been posted, the system updates the billing period in table F15011B with X instead of G; removing the G does not unlock the record because it was billed for a previous period. Be careful when using this option. You can inadvertently update the wrong records and generate duplicate billings. Access to the P150111 program should be granted only to those users with a thorough understanding of the billing process. |
| Run the Billings Batch Deletion program (R15806) to delete some or all of the billing records in the batch. | This program deletes the unposted billing records from the appropriate tables and removes the G from the billing period in the F15011B table. The system unlocks the recurring billing record only when all of the periods in the F15011B table are blank. |
Effect of Straight-line Rent on Changes to Recurring Billing Information
When you generate straight-line rent adjustments, the system creates records in the Straight-line Rent Lease Control table (F1513B), which prevents you from generating straight-line rent adjustments multiple times. However, if you change recurring billing information that affects straight-line calculations (such as the starting and ending dates for the rent bill codes or the rent amounts), you must recalculate the straight-line adjustments. To do this, you must update the Generation Control field to Y on the affected records and rerun the Straight-line Rent Generation program (R15130).
To assist you in this process, you can set the Straight-line Rent Generation Control processing option in the Recurring Billings program (P1502) to determine whether the system automatically updates the field, whether the system never updates the field, or whether the system prompts you with a window that enables the user to determine whether to update the field. If you set the processing option so that the system does not update the field, or you choose not to update the field when prompted, you must manually update the GENC field to Y using the Straight-line Rent Revisions program (P1513) before you can regenerate straight-line adjustments. If you do not run the Straight-line Rent programs, you must manually calculate the adjustment and enter a journal entry.
See Also
Effect on Lease Liability and Changes to Recurring Billing (Release 9.1 Update)
If you make changes to recurring billing records that have an effect on lease liability and have existing amortization schedules, the system might require you to remeasure the lease. The system displays a green icon in the Schedules Exist field to indicate whether amortization schedules exist.
See Section 22.5, "Changing Lease Terms After Schedule Creation"for additional information and instructions.