Manage Expense Payments

You can search for payments across expense leases and manually update noncompliance payments.

You can know the status of the expense lease payments based on many scenarios such as a business unit, a supplier, or by the payment due date.

This page has both basic and advanced search options using which you can search the expense lease payments.

The basic search parameters are as follows:

• Business Unit: Select the business unit from which you want to search the expense lease payments.

• Lease Number: Select the lease number for which you want to search the expense lease payments.

• Lease Name: Select the lease name for which you want to search the expense lease payments.

• Supplier: Select the supplier for which you want to search the expense lease payments.

• Supplier Site: Select the supplier site for which you want to search the expense lease payments.

• Payment Type: Select the payment type for which you want to search the expense lease payments.

  • Abatement

  • Appliance Rental

  • Base Rent

  • Common Area Maintenance

  • Cleaning

  • Deposit

  • Depreciation

  • Direct

  • Escalation

  • Payment of Option

• Payment Purpose: Select the payment purpose for which you want to search the expense lease payments.

  • Base Rent

  • Cleaning

  • Depreciation

  • Insurance

  • Operating Expense

  • Percentage

  • Rent

• Right-of-Use: Select Yes or No for right-of-use balances to be included for which you want to search the expense lease payments.

• Liability: Select Yes or No for liability balances to be included for which you want to search the expense lease payments.

• Approval Status: Select the approval status for which you want to search the expense lease payments.

  • Draft

  • Approved

  • Hold

  • Processed Externally

  • Release Hold

• Eligibility for Export: Select the eligibility for export status for which you want to search the expense lease payments.

  • Hold

  • No

  • Yes

• Payment Number: Select the payment number for which you want to search the expense lease payments.

• Payment Due Date: Select the payment due date from which you want to search the expense lease payments.

• Intercompany: Select the intercompany status for which you want to search the expense lease payments.

  • Yes

  • No

• Generate Invoices: Select the generate invoices status for which you want to search the expense lease payments.

  • Yes

  • No

• Upfront Tax: Select the upfront tax status for which you want to search the expense lease payments.

  • Recoverable Tax

  • Nonrecoverable Tax

• Payables Exceptions: Select the Payables exception status for which you want to search the expense lease payments.

  • Yes

  • No

These parameters result in values that are available in the default view and you can add more columns.

There are many important parameters in the advanced search too to refine your search.

You can export the results to Excel for further analysis.

You can perform the following actions on the payments:

• Approve: Select an expense lease and select Approve to approve the payments.

• Hold Approval: Select an expense lease and select Hold Approval to hold the approval of the payments.

• Hold Export: Select an expense lease and select Hold Export to hold the export of the payments to Payables.

• Release Approval Hold: Select an expense lease and select Release Approval Hold to release the approval hold of the payments.

• Create Miscellaneous Payment: Select an expense lease and select Create Miscellaneous Payment to create a miscellaneous payment on the lease.

  1. The following fields are available as part of the miscellaneous payment creation:

     Field	Description
     Business Unit	Select the business unit.
     Lease Number	Select the lease number.
     Payment Template	Select the payment template.
     Supplier	Select the supplier.
     Supplier Site	Select the supplier site.
     Asset Number	Select the asset number.
     Payment Due Date	Select the payment due date.
     Payment Amount	Enter the payment amount.
     Payment Purpose	Select the payment purpose. Your choices are as follows: Base Rent Cleaning Depreciation Insurance Operating Expense Rent Percentage You can add more values for payment purpose.
     Payment Type	Select the payment type. Your choices are as follows: Abatement Appliance Rental Base Rent Common Area Maintenance Cleaning Deposit Depreciation Direct Escalation Payment for Option You can add more values for payment type.
     Frequency	Displays the frequency of payment.
     Currency	Select the currency of payment.
     Project Number	In the Project section, select the project number of payment.
     Task Number	In the Project section, select the task number of payment.
     Expenditure Type	In the Project section, select the expenditure type of payment.
     Expenditure Organization	In the Project section, select the expenditure organization of payment.
     Noncompliance Expense	In the Accounting section, select the noncompliance expense account.
     Payables Liability	In the Accounting section, select the Payables liability account.

     You can add miscellaneous payments on a contract irrespective of its status like Terminated, Expire, and so on. These payments will enable you to add unplanned one-time payments to an expense lease like Lease Restoration costs, Holiday expenses, and so on.

     Lease Accounting adds these payments directly to the schedule as one-time noncompliance payments.

     You can't see these payments from the Payments tab but can see them from the Schedules tab on the lease.

  2. Select Save and Close.

• Delete Miscellaneous Payment: Select an expense lease and select Delete Miscellaneous Payment to delete a miscellaneous payment.

• Update Payments: You can select multiple payments and update them simultaneously.

  You can update the payment amount only for noncompliance payments and you can also enter the supplier invoice numbers for those payments. You can also enter notes for payment reference directly.

  For those business units for which Payables integration is turned off, you can directly link the Payables invoice numbers and line numbers to the payments on the expense lease. You can also link using the API.

• Reprocess Payments: You can select multiple payments and reprocess them simultaneously.