PDF Tri Contract MGMT

IBM TRIRIGA
11.1
Lease and Owned Property

Contract Management
User Guide
IBM
Note
Before using this information and the product it supports, read the information in “Notices” on page
115.
This edition applies to version 11, release 1 of IBM® TRIRIGA® and to all subsequent releases and modifications until
otherwise indicated in new editions.
© Copyright International Business Machines Corporation 2011, 2022.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract with
IBM Corp.
Contents
Chapter 1. Managing leased and owned property contracts.....................................1

Overview of contract management............................................................................................................. 1
Contract process flows........................................................................................................................... 1
Contract roles......................................................................................................................................... 8
Setting up contracts...................................................................................................................................11
Setting up fields and records............................................................................................................... 12
Setting up templates............................................................................................................................ 15
Setting up lease abstract defaults....................................................................................................... 16
Setting up OSCRE tools........................................................................................................................ 17
Creating lease abstracts............................................................................................................................ 21
Lease abstract records......................................................................................................................... 22
Creating lease abstract records........................................................................................................... 23
Creating lease abstract records by sending offline forms...................................................................24
Creating lease abstract records by sending OSCRE .xml files............................................................ 25
Creating leases and managing lease accounting...................................................................................... 27
Overview of lease creation...................................................................................................................28
Overview of lease accounting.............................................................................................................. 30
Lease accounting concepts.................................................................................................................. 30
Prerequisite set up for lease accounting............................................................................................. 35
Setting up initial lease records.............................................................................................................37
Exercising adoption options.................................................................................................................44
Setting up local reporting and adoption from the Lease Process form.............................................. 46
Modifying a lease..................................................................................................................................47
Returning a lease..................................................................................................................................63
Returning lease to a lease accountant.................................................................................................63
Returning a lease to a contract administrator..................................................................................... 63
Expiring a lease.................................................................................................................................... 64
Terminating a lease.............................................................................................................................. 64
Setting up journal entries..................................................................................................................... 65
Using data utilities..................................................................................................................................... 84
Lease data setup utility........................................................................................................................ 84
General ledger code setup utilities......................................................................................................88
Lease local reporting utility ................................................................................................................. 89
Creating a journal entry event setup from journal entry event setup template................................. 90
Creating owned property agreements...................................................................................................... 91
Owned property agreement records....................................................................................................92
Creating owned property agreement records..................................................................................... 92
Requesting contract changes.................................................................................................................... 93
Overview of contract maintenance...................................................................................................... 93
Requesting real estate data changes...................................................................................................95
Requesting asset lease contract changes........................................................................................... 95
Requesting lease assumption changes............................................................................................... 96
Managing payments...................................................................................................................................96
Managing invoices................................................................................................................................ 97
Managing payables...............................................................................................................................98
Managing receivables.........................................................................................................................103
Managing payment schedules........................................................................................................... 104
Viewing reports........................................................................................................................................110
Home portal........................................................................................................................................111
Viewing my reports portal..................................................................................................................112
Viewing the reports tab......................................................................................................................112
iii
Running lease disclosure BIRT reports............................................................................................. 113
Notices..............................................................................................................115
Trademarks.............................................................................................................................................. 116
Terms and conditions for product documentation................................................................................. 116
IBM Online Privacy Statement................................................................................................................ 117
iv
Chapter 1. Managing leased and owned property
contracts
In the IBM TRIRIGA Real Estate Manager application, you can manage real estate contracts and
asset lease contracts. You can store contract documentation, conditions, clauses, options, and financial
transactions in one central repository. The application contains automated notifications and alerts about
upcoming lease expiration dates and other critical dates. The application also shows required actions
and contract options to avoid overpayment and late fees. You also use the application tools to create
financial reports, maintain payment processes, and satisfy regulatory requirements in lease accounting
and allocations.
IBM TRIRIGA Real Estate Manager lease accounting includes processes designed to support old lease
accounting guidelines (ASC 840 and IAS 17) as well as current accounting standards (ASC 842, IFRS 16,
and GASB 87). For more information, see the IBM TRIRIGA Lease Accounting wiki.
Overview of contract management

With the IBM TRIRIGA Real Estate Manager application, you can configure the application process flow to
fit your business process flow. You can also configure the application roles, form templates, and default
settings to fit your real estate contract and asset lease contract management needs.
Contract process flows

After you purchase a real estate property or lease an asset, you can begin to document the contract
in the application, maintain amendments, and track payments. These activities represent the contract
management and lease accounting processes that occur after the planning process ends.
The business process flow in your organization might not perfectly match the business process flow
or application process flow that is delivered with the IBM TRIRIGA application. In the IBM TRIRIGA
Application Platform building tools, you can modify the process flows to meet your company standards
and policies.
Real estate overview

The real estate overview flowchart describes the high-level overview of the real estate process as
delivered by the IBM TRIRIGA application. The first phase identifies the real estate portfolio planning.
The second phase identifies the real estate transactions. The third phase identifies the real estate
contract abstraction and creation. The fourth phase identifies the real estate contract administration
and maintenance. Meanwhile, related to the fourth phase, the lease accounting assumptions review is
conducted as defined by the contract administration and maintenance.
© Copyright IBM Corp. 2011, 2022 1

Real estate contract abstraction and creation
This flowchart describes the overview of the real estate contract abstraction and creation process in
TRIRIGA. Depending on the property, you can create an owned property agreement or a real estate lease
contract.
Create an owned property contract

This flowchart describes the process of creating an owned property agreement in TRIRIGA. This process
includes the configuration of payments, space use agreements (SUA), and services that are associated
with the property. After the agreement is created, contract administration can begin.
Create a real estate lease

This flowchart describes the process of creating a real estate lease in TRIRIGA. Depending on the real
estate property, you can create the lease from a lease abstract that is formatted in Microsoft Excel or
OSCRE XML, or directly without an abstract. After the lease is created, contract administration can begin.
2 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Lease accounting assumption review
This flowchart describes the process of reviewing the lease accounting assumptions for a lease in
TRIRIGA. Based on the joint FASB-IASB standards, the assumptions that are used in amortization
schedule calculations include the incremental borrowing rate, percent growth assumptions, and rent
component assumptions.
Contract administration
This flowchart describes the overview of the real estate contract administration process in TRIRIGA. This
cyclical process includes payment processing or integration with financial systems, operating expense
(OPEX) management, financial compliance, and payment adjustments. Meanwhile, any alerts, notification,
or expirations as defined by the contract can trigger a review or reassessment of the current lease or
contract, which can also affect payment adjustments or financial compliance.
Payment processing
This flowchart describes the process of processing real estate payments in TRIRIGA. This process
includes identifying whether payments are scheduled, whether payments are accounts payable (AP) or
Chapter 1. Managing leased and owned property contracts 3

accounts receivable (AR), and whether payments are recurring. Depending on the conditions, you can
process a receipt, make a payment, or generate a credit.
Operating expense management

This flowchart describes the process of managing operating expenses (OPEX) in TRIRIGA. This process
includes generating a reconciliation record with the calculated expenses, entering the actual expenses,
and comparing the actual expenses to the calculated expenses. If necessary, a one-time payment or
credit is generated, and any affected payments are adjusted.

Financial compliance
These flowcharts describe the process of complying with financial or lease accounting standards in
TRIRIGA. For the older FASB and IASB standards, you can apply an operating lease treatment to generate
a straight-line schedule, or a capital/finance lease treatment to generate a capital/finance schedule. For
the newer standards, you can apply an operating lease treatment under ASC 842 to generate an operating
schedule, or a finance lease treatment under ASC 842 or IFRS 16 to generate a finance schedule.

Adjust payments
This flowchart describes the process of adjusting real estate payments in TRIRIGA. This process includes
adjustments as a result of OPEX or CAM reconciliation, percentage rent, sales reporting, indexed rents,

and reviews or reassessments of the current lease or contract. In turn, payment adjustments can affect
payment processing and financial compliance.
Review the lease contract

This flowchart describes the process of reviewing or reassessing the current lease or contract as a
result of alerts, notifications, expirations, or other defined events in TRIRIGA. This process includes

amendments to the lease, and changes to the lease data, which can also affect payment adjustments or
financial compliance.
Contract roles
When you sign into the application, you are taken to your home page. Your home page is your entrance
into the application. From your home page, you can review your home portal or use the menu system to
open the process portals available to your role. Use your menu bar to open other available portals. Based
on your role, your application might consist of one or many portals.
The setting of the IBM TRIRIGA home page is set in the Default Portal section of your profile record.
Your home portal or process portals might vary, based on your role in the company and your security
and license access. However, your portals contain a combination of the components and section types
described in this discussion.
In turn, each portal consists of portal sections. Each portal section serves a specific function and shows
the information that applies to your business role. The portal sections in your portal are configured by
your application administrator for your role in the system.

Application administrator
The application administrator is the user role that typically sets up and configures the application.
The primary responsibility of the application administrator is to manage the IBM TRIRIGA application for
the company. This responsibility includes creating and managing licenses and security groups, setting up
user access, and maintaining system-level and application-level standards such as classification and list
values.
When you sign in as an Application Administrator role, the home portal is the Application Administrator
portal. An example of the Application Administrator portal includes the following portal sections:
• Reminders – Application Administrator
• Last Visited
• Application Administration
• License and Security
• Application Administration - Utilities
Related tasks
Setting up contracts
Before the contract process begins, certain activities are necessary to prepare the application for
your real estate contracts, asset lease contracts, or both. These setup activities focus on tailoring
templates, classifications, lists, locations, and contacts for your organization. These activities also include
establishing lease abstract defaults and configuring for the Open Standards Consortium for Real Estate
(OSCRE) interface.
Creating lease abstracts
While digitally storing lease data can make updates and queries more efficient, inputting the full contents
of a lease contract can also be time-consuming. Instead, you can create lease abstract records to
summarize leases through manual data entry, Open Standards Consortium for Real Estate (OSCRE) .xml
files, or offline forms.
Real estate abstractor

The real estate abstractor or abstractor manager is the user role that typically summarizes the real estate
(RE) contract details for data entry into the application.
The primary responsibility of the real estate abstractor is to summarize or abstract real estate leases
for the company. Other responsibilities include interpreting the lease language, and translating that
information into the application. The lease abstracting task might also be conducted by an external
abstractor-role resource.
When you sign in as a Real Estate Abstractor role, your home portal is the Real Estate Abstractor portal.
An example of the Real Estate Abstractor portal includes the following portal sections:
• Related Links – RE Abstractor
• Work in Progress Lease Abstracts
Related tasks

Real estate contract manager

The real estate contract administrator is the user role that typically monitors the contract details and
activities for real estate (RE) properties. When you sign in as a Contract Administrator, your home portal is
the Real Estate Contract Manager portal.
The primary responsibility of the real estate contract manager is to manage real estate leases and owned
property agreements for the company. This responsibility includes verifying that payments are made,
options are exercised, and renewals are evaluated. Other responsibilities include interpreting the lease
language, checking building data, abstracting leases, and translating that information into the application.
The lease abstracting task might also be conducted by an external abstractor-role resource.
An example of the Real Estate Contract Manager portal includes the following portal sections:
• Reminders – RE Contract Manager
• Performance Metrics – RE Contract Manager
• Related Links – RE Contract Manager
• Last Visited
• Lease Obligations
• Lease Expirations
• Utilization Rate / RE Contract
• Area Per Person (Space Use Agreement)
Related tasks
(OSCRE) interface.
Creating leases and managing lease accounting
To make updates and queries more efficient, you can digitally store lease data by creating lease records.
You can create real estate lease records through manual data entry or by approving and completing lease
abstract records. You can create asset lease records only through manual data entry.
Creating owned property agreements
To make updates and queries more efficient, you can digitally store owned agreement data by creating
owned agreement records. You can create owned property agreement records through manual data entry.
Requesting contract changes
To maintain the accuracy and efficiency of your contracts, you can send and receive notifications about
upcoming dates, and revise each contract through proposed changes.
Managing payments
To manage the various forms of payments over the lifetime of your contracts, you can set up scheduled
payments, one-time payments, pass-through payments, and payment adjustments. You can also create
invoices for "accounts payable" (AP) and "accounts receivable" (AR).
Viewing reports

To view the various forms of reports throughout the application, you can find them in several places. You
can find reports in the Home portal, in the My Reports portal, or in the Reports tab of a particular record.
Lease accountant
The lease accountant is the user role that typically manages the accounting details and activities for real
estate (RE) and asset leases.
The primary responsibility of the lease accountant is to review applicable lease accounting data on
a lease, lease classification, and the generation and review of the accounting schedules on a lease.
The lease accountant may also manage the Financial Accounting Standards Board (FASB) data and
International Accounting Standards Board (IASB) data and to manage the journal entry creating and
review process. This responsibility includes verifying that assumptions are reviewed, options are planned,
and renewals are evaluated.
When you sign in as a Lease Accountant role, your home portal is the Lease Accounting Manager portal.
An example of the Lease Accounting Manager portal includes the following portal sections:
• Reminders – Lease Accounting Manager
• Related Links – Lease Accounting Manager
• Local Reporting For Real Estate Leases
• Local Reporting For Asset Leases
• Last Visited
• My Lease Reviews
• Lease Financial Summary
• 10K Financial Report
Tip: If the local reporting sections are not needed, click Personalize and delete the unwanted sections.
Related tasks
Reviewing lease assumptions
Asset manager
The asset manager is the user role that typically manages a defined class of assets such as computer
equipment, office equipment, point-of-sale equipment, and furniture.
The primary responsibility of the asset manager is to identify and procure products within the budgetary
constraints and quality standards established by the company. This responsibility includes managing the
total cost of asset ownership and depreciation, managing asset lease agreements and warranties, and
ensuring that purchased assets are appropriately maintained.
When you sign in with an Asset Manager role, your home portal is the Asset Manager portal. An example
of the Asset Manager portal includes the following portal sections:
• Reminders – Asset Manager
• Related Links – Asset Manager
• Asset Value by Specification Class
• Last Visited
• Quick Find (Inventory)
• Quick Find (Installed/Assigned Assets by Type)
• My Purchase Orders

(OSCRE) interface.
Related concepts
Related tasks
Managing payments
Viewing reports
Setting up fields and records

To prepare the application for your real estate or asset lease contracts, you must set up the
classifications, lists, locations, and contacts for your organization.
Classifications
Classifications are records presented in a hierarchical fashion. If the field type is a classification, a record
in the classification hierarchy can be chosen as the field value. Real estate and asset lease contracts have
several classification fields that help to describe each record.
For example, a real estate lease includes the following classifications:
• Area type
• Business unit
• Clause section category
• Clause type
• Contract status
• Contract type
• Cost index

• Granted in lease
• Late fee type
• Lease class
• Lease type
• Maintenance priority
• Option type
• Organization type
• Pass through type
• Payment type
• Provider rating
• Responsible party
• Roles
• Time zones
• Year
The clause type classification contains a Clause Category field. Because the field values are defined by
the Application Administrator, do not change or add new values. The field includes the following values:
• Allowance
• Commission
• Cotenancy or co-tenancy
• Default
• Fair market rate value
• Green provisions
• Insurance
• Landlord rights
• Legal and finance
• Other
• Parking
• Pass through
• Percentage rent
• Rent
• Responsibilities
• Rights
• Security deposit
• Tax
• Tenant rights
• Use and restrictions
The Clause Category field drives the show-and-hide logic on the clause form. If you add a clause type
and set the clause category, then the form shows or hides the appropriate sections without a change in
the workflow.
Related concepts
Administering IBM TRIRIGA

Lists
The application provides lists of predefined values for many fields in its real estate and asset lease
contracts. Because these lists contain valid data, you can select the required value from the list instead
of typing the value. This method improves data integrity by restricting the field data to the approved list
values.
The application supports the following types of lists:
• Radio-button lists,
• List-box lists of static values,
• Dynamic lists that are derived from values in the IBM TRIRIGA database, and
• Dependent lists in which the selection from one list passes a filter to another list.
For example, a real estate lease includes the following lists:
• Accounting type
• Calculation rule
• Conversion group
• Country
• Currency
• Lease service responsibility
• Note type
• Payment entry type
• Payment method
• Payment schedule
• Schedule type
Related concepts
Locations
Each location that is used in the application must be defined in the location hierarchy. With lease abstract
records, you can add a location in the hierarchy by clicking the Create New Location action in the Primary
Address section.
The location hierarchy contains the following elements:
• Building
• External retail location
• Floor
• Land
• Location category
• Property
• Proposed retail location
• Proposed site
• Retail center
• Retail location
• Space
• Space group
• Structure
• Vertical shaft

Related tasks
Managing portfolio data
Contacts
Each real estate contract record or asset lease record includes information about the various contacts
for that record. You can define these contacts beforehand, then select the contacts when you create or
update a contract record. This method promotes data integrity by restricting the selection of contacts to
a predefined set. You can also minimize your data entry by taking advantage of auto-complete or search
functions.
To define these contacts beforehand, enter their contact information in the People portal of the IBM
TRIRIGA application. The elements contained in the People portal include:
• Consultant
• Employee
• External contact
Related tasks
Setting up templates
You can use templates to quickly create records, avoid redundant data entry, and maintain consistency
across many records. For example, you can quickly add data that is commonly reused across multiple
records, such as internal contacts, clauses, terms, and conditions. When the template is applied, the
details that are entered in the template are replicated in the new record.
Creating templates
You can build templates as a foundation from which to quickly create records. The process of building
a template is similar for all templates. This section describes creating templates using the lease clause
template.
Before you begin

You must sign in as an Application Administrator or Real Estate Contract Manager.
About this task

The templates that are used in the management of real estate contracts include:
• Lease abstract template
• Lease clause template
• Option template
• Owned property agreements template
• Real estate lease template
Meanwhile, the templates that are used in the management of asset lease contracts include:
• Asset lease clause template
• Asset lease template
• Option template
Procedure
1. Select Contracts > Contracts Set Up > Templates > Lease Clause.
2. Click the Add action.

3. Specify the details.
4. Create the template.
What to do next
The tabs, sections, and fields in the templates mirror the structure of the records that they represent.
When building templates as a foundation for your contract management records, use standard IBM
TRIRIGA templates as a model. In other words, instead of updating a standard template, copy it to build
your new template from the original.
Related reference
Form actions
Editing templates
As you build and save your templates, you can edit them as needed. The process of editing a template is
similar for all templates. The example in this section uses the lease clause template.
Before you begin

Procedure
1. Select Contracts > Set Up > Templates > Lease Clause.
2. Click the link for the lease clause template that you want to edit.
4. Save the template.
Related reference
Form actions
Deleting templates
As you build and save your templates, you can delete them as needed. The process of deleting a template
is similar for all templates. The example in this section uses the lease clause template.
Before you begin

Procedure
1. Select Contracts > Set Up > Templates > Lease Clause.
2. Select the check box for the lease clause template that you want to delete.
3. Delete the template.
Related reference
Form actions
Setting up lease abstract defaults

To enable certain actions in the lease abstract record, you can set the lease abstract defaults in the
application settings record. These lease abstract defaults include the parent for an internal organization,
external organization, and location.
Before you begin

You must sign in as an Application Administrator.

About this task
The lease abstract record includes the Create New Location action in the Primary Address section and
the Create New Organization action in the Tenant, Landlord, Management Company, and Guarantor
sections. These actions require the identification of the parent record in the hierarchy and automatically
default to the parent record.
Procedure
1. Select Tools > System Setup > General > Application Settings.
2. In the General tab, go to the Lease Abstract Defaults section.
3. Specify the settings.
4. Save the record.
Related concepts
Lease abstract records
To reduce the time it takes to input lease contracts, you can abstract or summarize their full contents in
lease abstract records. The lease abstract record can contain as much of the actual lease details as you
want, based on the preferences and standards of your organization.
Setting up OSCRE tools

To use the lease abstract tools for the Open Standards Consortium for Real Estate (OSCRE), both
your server and the third-party server must be configured. The configuration of the properties file,
administrator console processes, and application settings record are typically completed by the
application administrator.
Overview of OSCRE process

Typically, two application servers communicate to send and receive lease abstract records under the
Open Standards Consortium for Real Estate (OSCRE) standard. For example, assume that you employed a
third-party abstractor organization to abstract leases into their own server. Assume that their application
server is named "Abstractor Server" and your application server is named "Customer Server". This
overview describes the process.
Configuration
After configuration, the IBM TRIRIGA application is ready to support all of the actions in the OSCRE lease
abstract standard:
• Send lease abstract
• Accept lease abstract
• Reject lease abstract
• Request lease abstract clarification
• Provide lease abstract clarification
Abstractor sends the lease abstract

The abstractor creates a lease abstract record on their IBM TRIRIGA server called "Abstractor Server".
They save the record as an external draft, edit the record, and submit it for review. The record is approved.
Then, they reopen the lease abstract record and send it to the incoming email account of your "Customer
Server". In "Abstractor Server", the record updates to Sent status and the record is sent by email.

Figure 1. Flow diagram for sending the lease abstract under the OSCRE standard
You receive the lease abstract

You receive the lease abstract record in Received status on your IBM TRIRIGA server called "Customer
Server". You can open the record and accept it, reject it, or request clarification.
• If you accept it, the record updates to Accepted status. You can edit and activate the lease abstract
record in your "Customer Server".
• If you reject it, the record updates to Rejected status.
• If you request clarification, the record updates to Pending Clarification status.
You send the abstract status

Your "Customer Server" sends the record status to the incoming email account of "Abstractor Server".
• If the "Abstractor Server" receives an acceptance, the record updates to Accepted status.
• If the "Abstractor Server" receives a rejection, the record updates to Rejected status.
• If the "Abstractor Server" receives a request for clarification, the record updates to Clarification
Requested status.
Figure 2. Flow diagram for sending an acceptance under the OSCRE standard
Abstractor sends the clarification

When the abstractor decides to provide clarification, they reopen the clarification requested record,
update it as needed, and send the record. The record updates to Clarification Provided status.

Figure 3. Flow diagram for providing clarification under the OSCRE standard
You receive the clarification

When your "Customer Server" receives the provided clarification, the record updates to Clarification
Provided status. You can decide to accept it, reject it, or request clarification again. The OSCRE processing
for each lease abstract record might continue between the two IBM TRIRIGA servers until you decide to
accept. After the lease abstract record is accepted, it can be edited or activated.
Related tasks
Managing spaces and moves
Creating lease abstract records by sending OSCRE .xml files
In some cases, the best option might be to send lease data from your source application to the
target application. As an alternative to directly specifying lease abstract records, you can transmit Open
Standards Consortium for Real Estate (OSCRE) .xml files between applications.
Setting up the properties file

Several properties in the TRIRIGAWEB.properties file must be configured for the Open Standards
Consortium for Real Estate (OSCRE). You must configure this properties file before you send lease
abstract records or apply the OSCRE lease abstract tools for the first time.
Before you begin

Procedure
1. Configure the following properties of the TRIRIGAWEB.properties file on your server:
Property Description
mail.smtp.host The simple mail transfer protocol (SMTP) mail server.
mail.smtp.email The Internet Protocol (IP) of the SMTP mail server.
.domain
DATACONNECT The duration that the DataConnect tool waits before waking to check
_SLEEP_TIME for more jobs to process. The default is 10 minutes.
DC_HISTORY The age of completed or obsolete jobs that the DataConnect tool
_RETENTION_DAYS clears away. The default is 5 days.
2. Configure the same properties on the third-party server.

Setting up administrator processes
Several processes must be configured for the Open Standards Consortium for Real Estate (OSCRE). You
must configure these processes in the administrator console before you send lease abstract records or
apply the OSCRE lease abstract tools for the first time.
Before you begin

Procedure
1. Use the IBM TRIRIGA administrator console to configure the following processes on your server:
a) The OSCRE .xml tools require the DataConnect and Incoming Mail agents to be running. Start
them from the administrator console if they are not already started. You can also configure these
processes in the TRIRIGAWEB.properties file to start automatically.
b) For more-detailed logging during OSCRE .xml processing, turn on the logging for DataConnect,
Incoming Mail, "Extract, Transform, and Load" (ETL), or a combination of these options.
2. Configure the same processes on the third-party server.
Setting up application settings

Several email and application settings must be configured for the Open Standards Consortium for Real
Estate (OSCRE). You must configure these settings before you send lease abstract records or apply the
OSCRE lease abstract tools for the first time.
Before you begin

Procedure
1. Configure the following settings on your server:
a) Configure the Internet Protocol (IP) address and valid incoming mail account for the server.
b) Select the email address as the source or target system when you send a lease abstract, in the
system configuration record. You can open this record from Tools > System Setup > Integration >
System Configuration.
c) Configure the user groups to include the IBM TRIRIGA Real Estate Lease Abstractor role and IBM
TRIRIGA Real Estate Lease Abstract Manager role as appropriate.
d) Configure the lease abstract notifications of accepted, clarification provided, clarification
requested, received, and rejected for specific user roles. You can open and revise these records
from Tools > Approvals & Notifications > Notifications > Notification Requirements.
e) Verify that transformation content records exist for all OSCRE processes, such as accept, reject,
send, request clarification, and provide clarification. You can create or open these records from
Tools > Data Utilities > OSCRE XML Import.
f) Verify that all transformation content files exist for all OSCRE processes, such as accept, reject,
send, request clarification, and provide clarification, in the application settings record. You can
open this record from Tools > System Setup > General > Application Settings. The Lease Abstract
Transformation section is found in the General tab.
2. Configure the same settings on the third-party server.
Related concepts

Related concepts
Real estate abstractor
The real estate abstractor or abstractor manager is the user role that typically summarizes the real estate
(RE) contract details for data entry into the application.
Related tasks
(OSCRE) interface.
Managing payments
Viewing reports


Contract creation process flow
Figure 4. Flow diagram for creating the lease abstract
Lease abstract creation

As a lease abstractor, you can specify the entire lease contract and attach it as a file, or summarize key
aspects of the lease contract. There are several data entry techniques:
• You input lease abstract records into your IBM TRIRIGA system,
• A vendor abstractor (in another IBM TRIRIGA system) inputs lease abstract records, and sends them to
you through Open Standards Consortium for Real Estate (OSCRE) .xml files,
• A vendor abstractor (outside your IBM TRIRIGA system) specifies lease abstract records with the offline
form, and emails the form to you.
Upon mutual agreement, the lease abstract record serves as a formal real estate lease record. After
the lease abstract record is activated, approved, and completed, it creates a real estate lease draft
that is available for further transactions. As a result, the second record can separate security between
outsourced and internal resources that are abstracting leases. In addition to these techniques, a lease
abstract record can also be created upon the completion of a real estate lease project.
The tabs, sections, and fields in a lease abstract record have the same significance regardless of the
method that is used to specify their data. Save the lease abstract record after you specify the data and
before you move to the next tab.
Related concepts
Real estate process flows
Related tasks
Creating lease abstract records
You can manually create lease abstract records to summarize the key details in lease contracts.
Creating lease abstract records by sending offline forms
In some cases, the best option might be to send lease data through email attachments. As an alternative
to directly specifying lease abstract records, you can email Microsoft Excel offline forms to a configured
incoming email address. When the offline form reaches the target application, the data populates a new
lease abstract record.

Setting up lease abstract defaults
To enable certain actions in the lease abstract record, you can set the lease abstract defaults in the
application settings record. These lease abstract defaults include the parent for an internal organization,
external organization, and location.

Before you begin

You must sign in as a Real Estate Abstractor or Real Estate Contract Manager.
Procedure
1. Add the lease abstract.
Role Action
Real Estate Abstractor In the Work in Progress Lease Abstracts portal section, click the Add
New Abstract action.
Real Estate Contract Select Contracts > Leases. In the Related Links – Contract Leases
Manager portal section, click the Lease Abstracts link. Click the Add action.
2. Specify the general details.
3. Create the draft.
4. Specify the details for the lease clauses, schedules, accounting, and other information.
5. Save the record.
Related concepts
Related tasks
Related reference
Form actions

Setting default values for the index adjustments section
You can set the values of the Index Adjustments section in the Rent tab to be the default values for other
tabs that also have this section.
Procedure
1. Select the Rent tab.
2. For the Lease Adjustment Type field, select the index adjustment option.
3. Specify the values in the Index Adjustments section.
4. Save the record.
Results
The values of the Index Adjustments section in the Rent tab are set as the default values for other tabs
that also have this section.
Populating default values for the index adjustments section

After the default values of the Index Adjustments section in the Rent tab are set, you can populate the
values of this section in other tabs.
Before you begin

Verify that the default values of the Index Adjustments section in the Rent tab are set.
Procedure
1. Click the tab where you are creating a clause.
For example, click the Insurance tab.
2. Select the Includes Index Adjustment check box.
3. Specify the remaining clause details.
4. Click the Add Clause action.
Results
The tab shows the new clause in the clauses section. For example, the Insurance tab shows the new
clause in the Insurance Clauses section. The values of the Index Adjustments section in the Rent tab also
populate the values of this section in the new clause.

Before you begin

You must obtain the Real Estate Lease Abstract offline form and target email address from the
Application Administrator. The lease identifier (ID) of a lease abstract record must be unique. The
target application rejects any imported lease abstract record with a lease identifier that matches a lease
abstract record already in the database.
Procedure
1. In Microsoft Excel, open the Real Estate Lease Abstract offline form for a lease abstract record.
2. Specify the lease information in the offline form.

3. When the offline form is complete, verify in your application that the Lease ID field value does not
exist. If the Lease ID field value does exist, revise the ID.
4. Click the E-Mail Offline Form action.
5. Verify that the subject of the email is LEASE ABSTRACT FORM.
Related concepts
Related tasks
Related reference
Form actions

Before you begin

You must sign in as a Real Estate Abstractor or Real Estate Contract Manager.
Procedure
1. Add the lease abstract.
Role Action
Real Estate Abstractor In the Work in Progress Lease Abstracts portal section, click the Add
New Abstract action.
Real Estate Contract Select Contracts > Leases. In the Related Links – Contract Leases
Manager portal section, click the Lease Abstracts link. Click the Add action.
3. Click the Create Draft External action.
4. Click the Start Abstract action.
The status of the record changes to In Progress.
5. Specify any other data and click the Submit for Review action.
The status of the record changes to Review In Progress.
6. After the status of the record changes to Approved, open the lease abstract record.
7. Click the Send action. Specify the comment, source application, and target application.
8. Click the Submit action.
The status of the record changes to Sent.
Related concepts

Overview of OSCRE process
Typically, two application servers communicate to send and receive lease abstract records under the
Open Standards Consortium for Real Estate (OSCRE) standard. For example, assume that you employed a
third-party abstractor organization to abstract leases into their own server. Assume that their application
server is named "Abstractor Server" and your application server is named "Customer Server". This
overview describes the process.
Related tasks
Related reference
Form actions
Exporting lease abstract records by sending OSCRE .xml files

The .xml export tool for the Open Standards Consortium for Real Estate (OSCRE) is an alternative to
clicking the Send action on a lease abstract record. For example, you might want to batch several records
to send at a single time after they are submitted for review and approved. Typically, lease abstract records
exported through OSCRE are received directly into the IBM TRIRIGA server through its incoming mail
address.
Before you begin

In addition, verify that the lease abstract business object does not contain a field with a field name
that includes any of following special characters: ~`!#$%&*()_+-={}|[]\:”;’<>?,./ Otherwise, if a
special character is present, this process does not generate the OSCRE .xml file. If necessary, revise and
republish the business object.
Procedure
1. Select Tools > Data Utilities > OSCRE XML Export.
4. Create the export record.
5. Process the export record.
Related reference
Form actions
Importing lease abstract records by sending OSCRE .xml files

The .xml import tool for the Open Standards Consortium for Real Estate (OSCRE) is an alternative to
receiving a lease abstract record through email from another server. For example, a lease abstract record
can be sent as an attachment to your email address, instead of the incoming mail address of the IBM
TRIRIGA server. You can later upload the attached .xml file into the server.

Before you begin
Procedure
1. Select Tools > Data Utilities > OSCRE XML Import.
4. Create the import record.
5. Process the import record.
After you process the import record, the record shows one of the following statuses:
Status Description
Waiting for DC Process Indicates that the Extract, Transform, and Load (ETL) processing
was successful. It also indicates that the .xml file is waiting to be
processed by the IBM TRIRIGA DataConnect (DC) tool.
DC Process Complete Indicates that DataConnect (DC) processing was successful, and
the .xml file was imported.
ETL Failed Indicates that the ETL processing failed. Look in the server log for
more information.
Related reference
Form actions

Related concepts
Related tasks
(OSCRE) interface.

Managing payments
Viewing reports
Overview of lease creation

When you input and store lease records, the records are presented as lease forms, and the forms are
organized into different tabs. These forms include the Real Estate Lease form and Asset Lease form. The
form tabs include the Clauses, Options, and Terms tab and the Accounting tab.
Real estate lease records

To digitally store lease data, you can input the contents into lease records. The real estate lease record
can contain as many of the actual lease details as you want, based on the preferences and standards of
your organization.
Figure 5. Flow diagram for creating the real estate lease
Real estate lease creation

As a real estate contract manager, you can specify the entire lease contract and attach it as a file or
summarize key aspects of it. You can input real estate lease records into your IBM TRIRIGA application,
or you can approve and complete a lease abstract record that is already in the application.
Upon mutual agreement, the lease abstract record serves as a formal real estate lease record. After
the lease abstract record is activated, approved, and completed, it creates a real estate lease draft
that is available for further transactions. As a result, the second record can separate security between
outsourced and internal resources that are abstracting leases.
The tabs, sections, and fields in a real estate lease record have the same significance regardless of the
method that is used to specify their data. Save the real estate lease record after you specify the data and
before you move to the next tab.
Tip:
When the lease is activated, the system automatically sends out notifications. These notifications depend
on the type of lease and the specific settings on the lease record. The default notifications are as follows:
For asset lease and real estate lease:

• Legal Notice lease notification is sent to Legal if the Legal Notice Date value is populated.
• Lease Expiration lease notifications are sent to business representative, contract administrator, portfolio
manager if the Base Lease Expiration Date value is populated.
• If a renewal option is added on the lease, then additional Option Year, Option, Option Half Year lease
notifications are sent to the contract administrator or any person defined on the option record under the
Notify Roles section. By default, Contract Administrator role is defined but it can be changed.
For Owned Property (Fee) Agreement:
• No lease notifications are sent. Options do not exist on an Owned Property record.
Related tasks
Creating real estate lease records
Asset lease records

To digitally store lease data, you can input the contents into lease records. The asset lease record can
contain as many of the actual lease details as you want, based on the preferences and standards of your
organization.
Figure 6. Flow diagram for creating the asset lease
Asset lease creation

As an asset lease contract manager, you can specify the entire lease contract and attach it as a file or
summarize key aspects of it. You can input asset lease records into your IBM TRIRIGA application.
Save the asset lease record after you specify the data and before you move to the next tab.
Related tasks
Creating asset lease records

Contract notifications
To ensure the efficient update or adjustment of your contracts, you can send and receive notifications
about upcoming dates.
Contract maintenance process flow
Figure 7. Flow diagram for sending contract notifications
Creating contract notifications

In the application, creating contract notifications includes the following elements:
• Use the Contract Notification form to specify when and to whom to send notifications for the lease or
agreement. You can open this form from the Lease Notifications section of your lease, or the Contract
Notifications section of your agreement.
• For leases, when you activate the lease, the notifications for the lease expiration, legal notice, option
dates, and option reminders are automatically scheduled and generated.
• For leases and agreements, you can manually create other notifications.
Receiving contract notifications

In the application, receiving contract notifications includes the following elements:
• You receive notifications in your home page.
• Each notification requests an action and often contains an escalation if you do not respond within the
time allotted.
• After you complete the activity that is directed by the notification, an adjustment might be made to the
contract.
Related concepts
Overview of lease accounting

IBM TRIRIGA Real Estate Manager helps streamline lease accounting practices. It includes processes
designed to support the current accounting standards (ASC 842 and IFRS 16), as well as the former lease
accounting guidelines (ASC 840 and IAS 17).
Lease accounting concepts

The Accounting tab of the lease form allows you to specify the Financial Accounting Standards
Board (FASB),International Accounting Standards Board (IASB), and Governmental Accounting Standards

Board (GASB) information. This information includes the accounting details, borrowing rate, growth
assumptions, rent component assumptions, and likely term option. This tab also calculates the lease
treatment or lease classification for FASB-IASB-GASB. The form shows this tab only if you have access as
a Lease Accountant role with a Real Estate Manager license.
For additional information on compliance with FASB-IASB-GASB standards, see the IBM TRIRIGA Lease
Accounting wiki.
Related concepts
Lease accountant
The lease accountant is the user role that typically manages the accounting details and activities for real
estate (RE) and asset leases.
Likely term
Likely term is an important concept within the lease accounting standards of the Financial Accounting
Standards Board (FASB) and International Accounting Standards Board (IASB). According to these
standards, payments must be amortized for the entire likely term of a lease. This likely term amortization
calculates a more accurate financial impact analysis for the leases in a business portfolio.
The likely term of the lease is a calculated duration from the start date to the end date of the likely term
for the lease. The calculation is as follows: (End Date – Start Date) = Likely Term (Duration) where the
start date is represented by the Commencement Date field and the end date is represented by the Likely
Term Expiration Date field.
Likely options
Based on contractual or non-contractual business reasons or unexpected economic conditions, you might
be prompted to change the expected lease term. If that occurs, you can click Accounting Revise >
Change in Assessment to identify the “likely option”, or the lease option that is most likely to be
exercised.
The identified option determines the new end date for the likely term. The list of options is filtered to
show only active selections, and only valid Option Type field selections are used to determine the likely
term: Renewal, Termination, or Purchase Option.
When you select the “likely option” to be exercised, the application sets a new Likely Term Expiration
Date based on the following logic:
• If you select the Purchase Option, then the application extends the amortization to the Likely Purchase
Execute as the Likely Term Expiration Date. You can specify the Purchase Price Effective Date for
when the purchase will be accounted for. If this date is not picked, the Accounting End Date will be
defaulted.
• If you select the Renewal option, then the application extends the amortization to the Renewal
Expiration Date as the Likely Term Expiration Date.
• If you select the Termination option, then the application extends the amortization to the Likely
Termination Execute Date as the Likely Term Expiration Date.
• If none of the options are likely to be exercised, then the application uses the base lease Expiration
Date as the Likely Term Expiration Date.
Related tasks
“Creating options” on page 40
A contract administrator can create options for leases.
Lease classification
The Financial Accounting Standards Board (FASB), the International Accounting Standards Board (IASB),
and the Governmental Accounting Standards Board (GASB) guidelines require that the lease classification

must be set according to defined guidelines as of the commencement date of the lease to determine the
appropriate accounting treatment.
Under FASB ASC 840, a lessee can classify a lease as either an Operating lease or a Capital lease.
Rent expense under an operating lease is generally recognized on a straight-line basis over the lease
term regardless of the timing of the actual rental payments. Under a Capital lease, a lessee must record
a Capital lease asset and liability at lease commencement equal to the NPV of the minimum lease
payments (generally by using the IBR). The Capital lease asset is amortized on a straight-line basis over
the lease term while the liability is amortized by using the IBR.
Under FASB ASC 842, a lessee can classify a lease as either an Operating lease or a Finance lease. A
Finance lease is accounted for in a manner similar to a Capital lease under ASC 840 where an ROU asset
and a lease liability are recorded equal to the NPV of the lease payments. Under an Operating lease, an
ROU asset and lease liability is recorded at lease commencement, but the lease expense is recognized
evenly over the lease term.
Under IFRS 16 and GASB 87, the concept of an Operating lease does not exist. Generally, all leases are
recorded as a Finance lease. An ROU asset and lease liability are recorded as of lease commencement.
The asset is amortized on straight-line basis over the lease term while the liability is amortized by using
the IBR.
In IBM TRIRIGA, if the GAAP (FASB) accounting standard is selected, the appropriate accounting
schedules are generated for Capital versus Operating leases (for ASC 840) and for Finance versus
Operating lease (for ASC 842). If the IFRS (IASB) and GASB 87 accounting standard is selected, an
accounting schedule for Finance lease is generated.

Figure 8. Flow diagram for deciding the lease classification
Fiscal line items

Fiscal line items (FLIs) track the accounting schedule values for each fiscal period. These FLIs are created
or recalculated depending on your values for rental payments, incremental borrowing rate, initial direct
costs, one-time payments, partial payments, option types, or other values.
The application applies the following business rules to create or recalculate FLIs:
• If a lease has an Initial Direct Costs value in the Accounting tab, the value is added to the initial
Right-of-Use (ROU) asset for ASC 842 / IFRS 16 and GASB 87.
• Any partial first and partial last payments are included in the fiscal period to which they belong. The
application looks for the due date of the payment to be in the fiscal period.
• If the Lease Category contains the term "gross", the lease components and services components are
separated based on their values from the Rent Component Assumptions section.

• If a likely term includes a likely option with an Option Type selection of purchase or termination, the
following logic updates the FLI.
– If the selection is the Purchase Option, the purchase price is included in the calculation of NPV as of
the Purchase Price Effective Date of the purchase price.
– If the selection is the termination option, then the penalty is included in the calculation of NPV as of
the Likely Termination Execute date.
• Finally, on accounts payable (AP) leases, sum the AP payments minus the accounts receivable (AR)
payments. On AR leases, sum the AR payments minus the AP payments. Meanwhile, on the FLI, the
liability value, asset value, and net equity always decrease to zero.
Straight line calculations

The rent expense values from Multiple Fiscal Line Items (FLI) are summed to obtain the total rent
expenses in the Accounting tab. This total value is used to calculate the straight-line rent per year.
For the current standards, any tenant improvement lease incentives before commencement are
recognized as reductions of the rental expense by the lessee on a straight-line basis over the term of
the lease.
Initial adoption of the new standard

Public companies are required to generate lease accounting schedules in compliance with the final lease
accounting standards announced by FASB in February 2016, IASB in January 2016, and GASB in June
2021. IBM TRIRIGA allows companies to adopt the new standard either by adopting an individual or
multiple leases at once using the Review Lease Assumptions process.
During the Review Lease Assumptions process, the following periods are defaulted from the Application
Settings:
• GAAP Look Back Fiscal Period
• GAAP Adoption Fiscal Period
• IFRS Look Back Fiscal Period
• IFRS Adoption Fiscal Period
• GASB Look Back Fiscal Period
• GASB Adoption Fiscal Period
When the lease accountant submits the Review Assumption, the system generates the Finance/Operating
schedules starting from the Look Back Period. The Finance/Operating schedule is based on the Lease
Classification that is set by using the Calculate Lease Treatment action.
The GAAP/IFRS/GASB Look Back Fiscal Period and GAAP/IFRS/GASB Adoption Fiscal Period, are defined
in the Application Settings and must correspond to the same type of accounting calendar currently
used by the system. The dates for a fiscal period can be different depending on the type of accounting
calendar. The lease accountant should make sure the correct type of accounting calendar is selected
when populating the fiscal periods for Look Back Fiscal Period and Adoption Fiscal Period.
Related concepts
“Exercising adoption options” on page 44
You can adopt the new standard either by running the adoption process in IBM TRIRIGA or by
transitioning existing leases using carryover amounts. The choice between these options depends on
the Accounting Start Date of the lease.
Related information
Lease Accounting

Local reporting
If you have lease records that require the use of different accounting standards for international vs. local
reporting, you can set the main standard on the Accounting tab and set the local standard on the Local
Reporting tab.
You can set up local reporting when you create a lease. See “Creating initial leases with local reporting”
on page 42.
Related information
Lease Accounting
Prerequisite set up for lease accounting

An IBM TRIRIGA administrator must set up the accounting standard and other information related to
lease accounting at the system level before a lease accountant or a contract administrator can perform
initial lease activities.
Lease accounting default settings

A lease accountant or contract administrator works with a system administrator to set the lease
accounting default settings on the Lease Accounting Settings tab at Tools > System Setup > Application
Settings.
The following table describes the sections and fields that appear on the General tab.
Section Description
General The Server Time Zone field needs to be set to your application
server timezone.
The following table describes the sections and fields that appear on the Lease Accounting Settings tab.
Table 1. Lease accounting application settings fields and descriptions

Section Description
Review Assumptions Defaults In the Assumptions Review Period field, set the default review
period for performing review assumptions for the lease. The
default is three months.
Borrow Rate & % Growth Assumption In the Incremental Borrowing Rate field, set the default
Defaults borrow rate to use. The value is defaulted when the lease is
created. The default is 3%. Borrow rate is used in calculating
the Net Present Value.
Set the Index Growth % field with defaults for Index Growth
% to be used for index-based leases for the new accounting
standard.
Set the FMRV Growth % field with the fair market value %
default to be used for leases that include the FMRV clause.
Rent Component Assumption Defaults Set default percentages for maintenance, tax, other, and base
rent to be used for lease records that have a lease category that
contains the word “Gross".

Table 1. Lease accounting application settings fields and descriptions (continued)
Section Description
Amortization Defaults In the Periods per Year field, set the default number of periods
to be used for a year. The default is 12.
Select the Extend Rent Payments for Likely Term check box
to extend the rent payments for the likely term option from the
last payment schedule on the lease if no payment schedule is
defined for the likely term option.
Payment Schedule Settings Set the time zone to be used when creating payment
schedules. The default is System.
Accounting Standards Use this section to populate the settings required for lease
accounting calculations for straight-line schedule/amortization
and Operating/Finance schedule.
Set the Default Accounting Standard with the default
corporate accounting standard. The default is GAAP (FASB).
Set the Accounting Calender. For information on creating a
new accounting calendar, see Creating accounting calendars.
Set the Straight Line Calculation Basis for how the rent
expense value on the Operating/Finance schedule is calculated.
The default is 30-day basis. The other option is actual-day
basis.
Use the Days to Consider for Accounting Period field to set
the default number of days to be considered beyond a fiscal
period for it to be considered a closed period.
Set the Interest Method to Simple or Compound. If you select
Simple, interest is calculated based on the principal or original
amount. If you select Compound, interest is calculated based
on the principal or original amount, as well as the accumulated
interest of previous periods.
Tip: Until you have fully set up your accounting information,
you can turn off validations for the Audit Assumptions Log
by clearing the Accounting Live? check box. By default it is
selected.
Lease Classification Defaults Set the lease classification defaults in this section based on
Lease term greater than or equal to the asset's economic life,
NPV of rent greater than or equal to the asset's FMV, and
beginning of lease based on the asset's life.

Table 1. Lease accounting application settings fields and descriptions (continued)
Section Description
New Standard Adoption Set the GAAP Adoption Fiscal Period to the period when the
new accounting standard is to be adopted. Set the GAAP Look
Back Fiscal Period to the period of history needed for the new
accounting standard. If you use IFRS 16, set IFRS Adoption
Fiscal Period and IFRS Look Back Fiscal Period.
For GASB, set the GASB Adoption Fiscal Period to the period
when the new accounting standard is to be adopted. Set the
GASB Look Back Fiscal Period to the period of history needed
for the new accounting standard.
To apply the start date of the Look Back Fiscal Period for metric
report filtering, click the Apply Start Date to Impact Reports
action. To get relief for new accounting standards for taxes and
insurances, check the Lessee Transition Relief check box and
enter a disclosure note in the Lessee Transition Disclosure
field.
Bypass Approval This section allows you to create settings to bypass the
approval process when performing Non-Lease-Accounting
Amendment.
Rules There are two fields that you can set.
• Check "Hide Confirm Message for Lease Activation?" if you
do not want the confirmation user message to show while
activating a lease.
• Check "Create Zero Value Journal Entries" if you still want 0
amount journal entries to be created.
Setting up format for existing fiscal calendar

This is used in BIRT disclosure reports.
Before you begin

You must sign in as an Application Administrator to set up fields in the fiscal periods.
Procedure
1. Go to Tools > Classifications > Fiscal Period, select the earliest fiscal year of a fiscal calender and
open it.
2. On the General tab of the fiscal year, set the System Name Format as recommended.
3. Click Save.
Note: The rest of the fiscal years, quarters and months will have the System Name Format populated
automatically. If you have other fiscal calendars, repeat the same steps for all of them.
Setting up initial lease records

A contract administrator or a lease accountant can create new lease records depending on the scenario.
As a contract administrator, you can create new leases with the following scenarios or a combination of
these scenarios:
• Initial lease with IDC, Prepayment and/or Incentive Before and/or After Commencement Date.
• Initial lease with increase based on index change with or without the % minimum.

• Initial lease with Gross %.
• Initial lease with dismantle cost setup on Day 1.
• Initial lease with residual value guarantee setup on Day 1.
• Initial lease with Local Reporting and different Incremental Borrowing Rate.
• Short term lease (lease term < 12 months).
• Transition existing lease with exit and disposal balance (Day 1 Loss - ASC420).
As a lease accountant, you can create new leases with the following scenarios or a combination of these
scenarios:
• Initial lease with Initial Direct Cost (IDC), Prepayment and/or Incentive Before and/or After
Commencement Date
• Initial lease with increase based on index change with or without the % minimum
• Initial lease with Gross %
• Initial lease with dismantle cost setup on Day 1
• Initial lease with residual value guarantee setup on Day 1
Creating new leases

You can manually create new lease records.
Before you begin

You must sign in as a Contract Administrator to create a new lease.
Procedure
1. Go to Contracts > Leases.
2. In the Related Links section on the left panel, expand RE Contracts and click Leases.
3. Click the Add action to create a new lease.
4. In the Real Estate Lease form, specify the Name, Lease Type, Commencement Date, Base Lease
Expiration Date, Business Unit, Payment Timing, and other information.
Note: If it is a gross lease, set Lease Category to Modified Gross or Full Service Gross.
5. Go to the Contact Details tab to assign users to Contract Administrator and Lease Accountants roles.
a) Under Contacts, click the Contract Administrator role.
b) Click the Contacts section Find action, select a name, click OK, and save the role.
c) Click the Lease Accountant role.
d) In the Contact section, click the Find action, select a name, click OK, and save the role.
e) Click Save & Close.
6. In the Real Estate Lease form, enter the information required in the different sections, and click
Create Draft.
The status of the lease is now Draft.
7. For a real estate lease, go to the Locations tab and specify a premise location and the rentable and
usable area.
8. For an asset lease, perform the following steps:
a) On the Related Links panel, expand Asset Leases and click Asset Leases.
b) Click Add to open the Asset Lease form.
c) On the Assets tab, click Find under Leased Assets.
d) On the Clauses, Options & Terms tab, add the lease clause, options, and information about terms
in their respective tabs. See Creating an index clause and Creating options

9. On the Payments tab, in the Payment Schedules section, click Generate Payment Schedules to
create a payment schedule.
Note: If it is a gross lease, the Rent Component Assumptions section is visible. The percent
component can be specified. Only the % Rent is included in the accounting schedule.
10. Review all the information. Once the lease is reviewed and ready, click Submit for Accounting
Review.
The lease is sent for review to a lease accountant, and the lease accountant is notified to review the
lease.
Creating index clauses

You can create index clauses for leases.
Before you begin

You must sign in as a Contact Administrator to create an index clause.
Procedure
1. On the Clauses, Options & Terms tab, click Clause > Add.
2. Specify the clause type, clause summary, and other details.
The clause summary is the category under which the clause type can be grouped. For example, in the
hierarchy panel, different types of rent can be categorized under the clause type "Rent".
3. For an index lease, enable the Includes Index Adjustment check box in the Covenant Details section.
4. On the Index Adjustments section that is now visible, enter details for the Adjustment Frequency,
First Adjustment Date, Year of Adjustment, Maximum/Minimum Percentage fields, and any other
information you want to specify.
5. Set the value for the Compare to Previous field using the guidelines provided in the following table.
This is used when there are two or more payment schedules with different start and end dates
associated to the index clause, or one payment schedule is associated to more than one index clause
with different adjustment start and end dates.
Compare to Previous Explanation
Compare and use the greater Compares the payment amount from the current payment
schedule or index clause with the latest amount from the
previous payment schedule or index clause, whichever is
greater, and uses the amount as the starter amount.
Compare and use the lesser Compares the payment amount from the current payment
schedule/index clause with the latest amount from the
previous payment schedule/index clause, whichever is
lesser, and uses the amount as the starter amount.
Do not compare Does not compare. Uses the amounts specified on each
payment schedule.
6. Click the Find action to associate a payment schedule that has been created. If there is no payment
schedule displayed, click the Generate Payment Schedule action.
The payment schedule that is created and associated is the base payment. Any index changes will be
applied on top of this base payment.
7. Click Create to create the index clause and then click Save & Close.

Creating options
A contract administrator can create options for leases.
Before you begin

You must sign in as a Contract Administrator to create lease options.
Procedure
1. On the Clauses, Options & Terms tab, go to the Options subtab and click Add.
2. In the Option form, select or enter an Option Number, Effective Date, Option Type, Must Notify Within,
and other necessary parameters.
Note: For a GAAP or IFRS lease, the Option Type can be set to Renewal, Termination, or Purchase
Option. If it is a GASB lease, the Option Type can be set to 'Renewal', 'Termination', 'Purchase Option',
or 'Fiscal Funding or Cancellation' option.
Depending on the chosen option type, the fields related to the option type appear.
Option Type Description
Renewal If the Option Type = Renewal, the Renewal Term is set. Click
Find on the Payment Schedule section of the Option form to
associate the payment schedule. If no payment schedule is seen,
click Generate Payment Schedule.
Termination If the Option Type = Termination, set the Likely Termination

Execute date and specify the Penalty.
Purchase If the Option Type = Purchase Option, in the Purchase Details

section, set Likely Purchase Execute, Purchase Price Effective
Date, and other fields.
Tip: The Purchase Price Effective Date is where a Purchase Price
will be included as part of the Net Rent of that particular fiscal
period.
Fiscal Funding or Cancellation If the Accounting Standard is the Option Type = Fiscal Funding or
Option (applicable for GASB Cancellation option, the Cancellation Date needs to be set. The
only) Penalty can be specified.
3. Set the date in the Exercise Date Notifications section.

4. Click Create to create the option and then click Save & Close.
Activating leases
A lease accountant must activate a lease record.
Before you begin

You must sign in as a Lease Accountant to activate a lease.
Procedure
1. On the Home portal, in the My Lease Reviews section, you can see a list of leases that are assigned
to you. Or, go to Contracts > Leases. Under RE Contracts of Related Links section, search for a
specific lease. Open the lease.
2. Go to the Accounting tab, set values for the Accounting Start Date and the Accounting End Date fields
if the defaulted values are not correct.

Note: For GASB, there is no Accounting End Date.
3. Set a value for the Initial Direct Cost, Dismantle Cost, and Residual Value Guarantee fields, 'Is it
reasonably certain that the Residual Value Guarantee will be paid?' if they exist.
Note: The Initial Direct Cost is included as part of the asset. The Residual Value Guarantee (if 'Is it
reasonably certain that the Residual Value Guarantee will be paid?' is set to TRUE) is however, a part
of the last fiscal period which affects the liability of the lease. The Dismantle Cost of an IFRS lease
is included as part of the initial ROU asset alone. It does not affect liability. For GAAP or GASB lease,
the Dismantle Cost is included as part of the net rent of the last fiscal period, therefore it affects
the liability of the lease. For more information on Initial Liability Carryover Balance, IFRS Liability
Carryover Balance and IFRS Asset Carryover Balance, see Option 2: Transitioning existing leases
using Carryover Amounts. When there is a probable Residual Value Guarantee and 'Is it reasonably
certain that the Residual Value Guarantee will be paid?' is checked, the Interest expense of the
Residual Value Guarantee and its liability are calculated and captured on the Fiscal Line Item from
the first period to the end of the lease term.
4. If local reporting is required, enable the Local Reporting Required check box in the Accounting
Details section. For more information, see Local reporting.
5. Specify values for the Business Unit field if it has not been set. Also set values for the Lease Type
field, the Implicit Rate field if it is known. If not, set a value in the Incremental Borrowing Rate field.
Note: If the Business Unit is not specified on a lease, Journal Entries will not be created for the lease.
6. Enter values for additional fields, such as Fair Market Value, Economic Life of Asset, and answer the
questions in the FASB/IFRS Treatment section.
Note: For GASB lease, there is no Lease Treatment section.
7. Click Calculate Lease Treatment.
8. For a GAAP lease, answer the questions in the GAAP Classification section and click Calculate
Lease Classification. For GASB lease, answer questions in the GASB Classification section and
click Calculate Lease Classification. For an IFRS lease, click Recalculate NPV on the Lease
Classification section.
Note: If thresholds set in the Application Settings are not desired, they can be overridden by clicking
on the Update Thresholds action. Click on the Recalculate NPV action when the NPV must be
recalculated without calculating the classification.
Note: If it is a gross lease, the Rent Component Assumptions section is visible to show the % that
has been specified for each component. If the question, "Does Property Transfer Ownership at End of
Lease?" is set to Yes, the amortization of asset will be calculated straight-line based on the months
entered for the Est. Economic Life of Asset (Months) field for both Operating and Finance leases.
9. Review the information and click Generate Accounting Schedules.
The status changes to Processing.
10. Once the lease status changes to Draft Accounting In Review, review the generated accounting
schedules.
Note: If the lease currency and functional currency (specify in the selected business unit) differ,
then the Historic Rate, Previous Blended Rate, Current Blended Rate, and Previous FX Rate on the
Schedule Summary section will be updated with the latest FX rate of the Accounting Start Date. If
no currency conversion is found, or the lease currency and functional currency are the same, then
those fields will be updated with 1. The same will be populated for the Local Historic Rate, Local
Previous Blended Rate, and Local Current Blended Rate on Amortization Summary section of the
Local Reporting tab.
11. If everything is correct, click Activate.

Creating initial leases with local reporting
A lease accountant can create an initial lease record that includes local reporting with a different
incremental borrowing rate than is used on the main standard for the lease.
Before you begin

You must sign in as a Lease Accountant to create an initial lease with local reporting and a different
incremental borrowing rate (IBR).
Procedure
1. Go to the Local Reporting tab. If the Accounting Standard = GAAP (FASB), the Local Reporting tab is
IFRS16 (IASB), or vice versa.
2. Enter the Incremental Borrowing Rate for the local reporting schedule. It can be different from the
value set on the Accounting tab.
3. For a GAAP lease, in the Lease Classification section, click Recalculate NPV.
For an IFRS lease, answer the questions in the GAAP Classification section and click Calculate Lease
Classification.
Remember: If Local Reporting Required is selected the following are true on the Accounting tab:
• If Accounting Standard = GAAP (FASB), Generate GAAP Schedule is available in the FASB Treatment
section of the Accounting tab. If it is clicked, it only calculates the Accounting tab.
• If Accounting Standard = IFRS (IASB), Generate IFRS Schedule is available in the IFRS Treatment
section of the Accounting tab. If it is clicked, it only calculates the Accounting tab.
• If Accounting Standard = GAAP (FASB), Generate Local IFRS Schedule is available in the Lease
Classification section of the Local Reporting tab. If it is clicked, it only calculates the Local Reporting
tab.
• If Accounting Standard = IFRS (IASB), Generate Local GAAP Schedule is available in the GAAP
Classification section of the Local Reporting tab. If it is clicked, it only calculates the Local Reporting
tab.
Setting up a new short-term lease

A Lease Accountant can set up a new short-term lease. A short-term lease is a lease with lease term less
than or equal to 12 months.
Before you begin

You must sign in as a Lease Accountant to set up a new short-term lease.
About this task

In a short-term lease, on the Accounting tab in the Term Assumption section, the Short-Term Lease
field is automatically set to Yes. If an accounting schedule is not needed, you can click on the Activate
action directly and the accounting schedule will not be generated. If an accounting schedule is needed,
complete the following steps.
Remember:
• If 'Include In Amortization Schedule' is not set to TRUE, a Straight-Line Rent Schedule is generated for
GAAP, GASB and IFRS. The Operating/Finance schedule will not generate.
• On modification, a lease can change from Short Term Yes to No based on lease term/Purchase Option/
Ownership Transfer as mentioned above, if a lease is not short term, it cannot later change to a short
term lease.
• If there is a modification and the lease is no longer short term lease, the transition/adjustments of IDC,
Prepayment, Accrued liability etc. are included to the Operating/Finance schedule.

The lease is no longer a short-term lease if the following conditions are met:
• If the lease term is less than or equal to 12 months, but the transfer of ownership question is set to Yes
at commencement (Only GAAP and IFRS).
• For GAAP, if the lease term is less than or equal to 12 months, but a Purchase Option is reasonably
certain at commencement.
• For IFRS, if the lease term is less than or equal to 12 months, but there is a Purchase Option created at
commencement.
• For GASB lease, if there is any Renewal option and if the lease term including the renewal term is more
than 12 months.
Procedure
1. Set Initial Direct Cost, Dismantle Cost, and Residual Value Guarantee if there are any.
2. If local reporting is required, enable the Local Reporting Required check box. See Local Reporting.
3. Set the Business Unit if it has not been set, Lease Type, Implicit Rate if it is known or else set the
Incremental Borrowing Rate.
4. Enter values for fields such as Fair Market Value, Economic Life of Asset, and answer questions in the
FASB/IFRS Treatment section. Click Calculate Lease Treatment.
5. For a GAAP lease, answer questions in the GAAP/GASB Classification section and click Calculate
Lease Classification. For IFRS lease, click Recalculate NPV on the Lease Classification section.
Note: If 'Include In Amortization Schedule' is not checked, a Straight-Line Rent Schedule is generated
for GAAP, GASB and IFRS. The Operating/Finance schedule will not generate.
Note: If thresholds set on the Application Settings are not desired, override the thresholds by clicking
the Update Thresholds action. Click on Recalculate NPV action when the NPV is needed to be
re-calculated without calculating the classification.
6. In Term Assumption section, the Include In Amortization Schedule field is visible.
Note: If 'Include In Amortization Schedule' is not checked, a Straight-Line Rent Schedule is generated
for GAAP, GASB, and IFRS. The Operating/Finance schedule will not be generated.
7. Review all the information and click Generate Accounting Schedules.
The status is changed to Processing.
8. Once the status of the lease is back to Draft Accounting In Review, review the generate accounting
schedules.
Note: If the lease currency and functional currency (specify in the selected business unit) differ, then
the Historic Rate, Previous Blended Rate, Current Blended Rate, and Previous FX Rate on the Schedule
Summary section will be updated with the latest FX rate of the Accounting Start Date. If no currency
conversion is found, or the lease currency and functional currency are the same, then those fields will
be updated with 1. The same will be populated for the Local Historic Rate, Local Previous Blended
Rate, and Local Current Blended Rate on Amortization Summary section of the Local Reporting tab.
9. If everything is good, click Activate.
The lease event JEs will be created along with a draft lease event lease summary balance record.
It stores the functional currency amounts of lease event JEs for the current open period. The lease
summary balance record can be accessed on the Lease Summary Balance section of the History tab
of a lease.
Setting up a day 1 loss lease

You can set up a lease with a day 1 loss. A day 1 loss lease is in reference to exit or disposal cost
obligations (ASC420). This is for an existing lease that is transitioned to TRIRIGA.
Procedure
1. Set Exit or Disposal Liability Carryover.

Important: The amount must be a negative value. The ROU asset is adjusted by the amount entered.
Also, the entered amount is considered as a loss on the transition first period.
2. If a local reporting is required, check Local Reporting Required field. See Local Reporting.
3. Set the Business Unit if it has not been set, Lease Type, Implicit Rate if it is known or else, set the
Incremental Borrowing Rate.
4. Enter values such as Fair Market Value, Economic Life of Asset. Answer questions in the FASB/IFRS
Treatment section and click Calculate Lease Treatment.
5. Enter values such as Fair Market Value, Economic Life of Asset. For GAAP/GASB lease, answer
questions in the GAAP/GASB Classification section and click Calculate Lease Classification. For IFRS
lease, click Recalculate NPV on the Lease Classification section.
Tip: If thresholds set on the Application Settings are not desired, override the thresholds by clicking
the Update Thresholds action.
In Term Assumption section, the Include In Amortization Schedule field is now visible.
6. Click on Recalculate NPV action when the NPV is needed to be re-calculated without calculating the
classification.
7. Review all the information and click Generate Accounting Schedules.
8. Once the status of the lease is back to Draft Accounting In Review, review the generate accounting
schedules.
Note: If the lease currency and functional currency (specify in the selected business unit) are different,
then the Historic Rate, Previous Blended Rate, Current Blended Rate, and Previous FX Rate on the
Schedule Summary section will be updated with the latest FX rate of the Accounting Start Date. If
no currency conversion is found, or the lease currency and functional currency are the same, then
those fields will be updated with 1. The same will be populated for the Local Historic Rate, Local
Previous Blended Rate, and Local Current Blended Rate on Amortization Summary section of the
Local Reporting tab.
9. If everything is good, click Activate.
The lease event JEs will be created along with a draft lease event lease summary balance record.
It stores the functional currency amounts of lease event JEs for the current open period. The lease
summary balance record can be accessed on the Lease Summary Balance section of the History tab of
a lease.
Exercising adoption options

You can adopt the new standard either by running the adoption process in IBM TRIRIGA or by
transitioning existing leases using carryover amounts. The choice between these options depends on
the Accounting Start Date of the lease.
If you want to keep the Accounting Start Date before the Lookback Period and/or Adoption Period, it
means you want to use ASC840 and ASC842, or IAS17 and IFRS16 in TRIRIGA. Therefore, to transition
your lease, you will have to go with Option 1, running the adoption process in TRIRIGA.
However, if you want to set the Accounting Start Date to be on or after the Lookback Period and/or
Adoption Period, this means that you want to use ASC842 or IFRS16 alone in TRIRIGA. Therefore, you
will perform Option 2, transitioning existing leases using carryover amounts.
Option 1: Running the adoption process in TRIRIGA
Before you begin

You must sign in as a Lease Accountant to run the adoption process in TRIRIGA.

Procedure
1. Go to Contracts > Leases > Related Links - Contract Leases > Review Lease Assumptions, and click
Add.
The Bulk Create Review Assumptions Request form opens.
2. On the Review section, select Schedule To Process and enter Review Comments.
3. Click Create.
4. On the Lease Filters section, enter any of the fields and click Apply Filter to filter some leases.
The filtered leases will be displayed on the Leases section.
5. To select a certain lease click Find on the Leases section. On the pop-up form, select leases and click
OK.
6. Once all the leases that need to run the adoption process are filtered in the Leases section, click Save.
7. Select all the leases under Leases section and click Create Review Assumption.
Note: An Assumption Audit Log is created for each of the selected leases. These will be listed under
the Review Assumption Items section.
8. Click Submit.
The Bulk Create Review Assumptions Request record is closed. When the status is changed to
Completed, those leases are transitioned to the new standard. On those leases, Standard Adopted
is checked, The Adoption Date, Look Back Date and Modification Effective Date are updated.
Option 2: Transitioning existing leases using carryover amounts
Before you begin

You must sign in as Lease Accountant to transition existing leases using carryover amounts.
Procedure
1. On the Home portal, go to My Lease Reviews section. The list of leases that are assigned to you is
displayed. Or, go to Contracts > Leases landing page > Leases > under RE Contracts of Related Links
section and search for a specific lease.
2. Open a lease and go to the Accounting tab, set Accounting Start Date and Accounting End Date if the
defaulted values are not correct.
3. Enter Initial Liability Carryover Balance. This is deferred rent from ASC840 or IAS17 Operating lease
at the ending period prior to the Accounting Start Date.
4. Enter IFRS Liability Carryover Balance and IFRS Asset Carryover Balance ONLY if the lease is IAS17
Finance lease. The amounts are the liability and asset at the ending period prior to the Accounting
Start Date.
Note: The Initial Liability Carryover Balance amount is used to adjust the asset value of ASC842 or
IFRS16. For IFRS Liability Carryover Balance and IFRS Asset Carryover Balance, the NPV and asset for
IFRS16 will begin with the entered/carryover amounts.
Accounting review for a new GASB lease
About this task

As GASB is a new standard in TRIRIGA, all GASB leases must be created with a new accounting standard
only i.e. GASB 87. There will not be any Lease treatment to maintain the old standard information like how
it is done for GAAP/IFRS standard. Follow these steps while performing an Accounting Review for a new
GASB lease and its transitioning to GASB 87.
Procedure
1. Go to Accounting > GASB Classification and set the following:

• Set 'Is the lease being newly adopted to GASB 87? ' to TRUE.
• Set 'Is the lease Operating or Capital under the old standard? ' to either Operating or Capital.
• If the lease is Capital in the old standard, set the Carrying Value of Lease Asset and Lease Liability. If
the lease is Operating, set the Initial Liability Carryover Balance with any deferred rent payments if
there are any.
2. Click Calculate Lease Classification.
The Adoption Date is updated with GASB adoption Period and the modification effective date is
updated with GASB Lookback period from the Application Settings.
3. Click Generate Accounting Schedules.
4. After the lease is back to Revision Accounting In Review, a lease accountant must review the
accounting schedules and if everything is good, click Activate.
Setting up local reporting and adoption from the Lease Process form
You can set up local reporting and adoption using the Lease Process Record form.
About this task

The lease Process Record utility is designed for the leases where local reporting may or may not be
enabled on the initial lease activation, however, at a later point, there is a need for local reporting
schedules and reporting. The utility would create a replica of the original lease; a mirror lease and based
on the local reporting look back period set on the application settings record the system may or may not
perform local reporting standard adoption on the mirror lease. Next, all the modifications performed on
the original lease of type Amendment, Change In Assessment, and Contractual Factors would be applied
to the mirror lease in the same sequence. Once all the modifications are updated to the mirror leases and
lease schedules recalculated, in the end, all the details from the lease local reporting tab of the mirror
lease would be copied over to the original lease on which the utility was run.
Optionally, change the value of the Polling Interval field on the General tab. The default value is 4
minutes. This value sets the amount of time the system will wait for each event to be processed, for
example, Adoption on leases, sequentially processing retrospective modifications on mirror leases.
Procedure
1. To set up local reporting and adoption, open the Lease Process Record from Home > Contracts >
Contract Set Up > Data Utilities > Lease Local Reporting Utility, or from the Lease Accounting
Manager portal.
2. Click Add from the Real Estate & Asset Lease Local Reporting landing page.
A blank Lease Process record opens.
3. Provide name and verification, and click Create.
A record is created with an auto-populated ID. The record’s status is updated to Draft.
4. Set the value for Verification.
• If set to Verify, generated mirror leases must be verified by a Lease Accountant before copying
the details from the mirror lease to the Local Reporting tab of the main lease.
• If set to Do Not Verify, all the details from the generated mirror leases are copied to the Local
Reporting tab of the main lease automatically. The existing details on the local reporting tab of the
main lease will be replaced completely with mirror leases requiring no verification.
5. Any RE or Asset leases which do not have the Local Reporting Standard adopted, will be available to
select on Identify > Find. To add leases to be processed, click Find in the Identify RE Leases and/or
Identify Asset Leases section. A query is displayed.
6. Select one or more leases and click OK.
All selected leases will be populated in the Identify RE Leases and/or Identify Asset Leases section.

7. If you need to remove any leases that you have added, select the check-box associated with the
leases to be removed from the Identify RE Leases and/or Identify Asset Leases section and click
Remove.
8. Once you have identified the leases for Local Reporting, click Enable Local Reporting.
All the GAAP leases from the Identify RE Leases and/or Identify Asset Leases section will be moved
to the Ready To Process section. All the IFRS leases from Identify RE Leases and/or Identify Asset
Leases section will be moved to the Local GAAP – Pending for Accountant section.
9. If there are leases in the Local GAAP – Pending for Accountant section, a Lease Accountant must
open each record, provide responses to the questions for GAAP classification, and calculate lease
treatment before processing can continue. Once this is completed, the leases will appear in the
Ready To Process section.
10. Click Process to move all of the leases from the Ready To Process section to the Leases Processing
section. The Lease Process record is now read-only, and the status is updated to Processing.
If there is an issue or value mismatch during processing, the failed leases will appear in the Failed
Mirror Leases section with the reason for the failure.
• After the mirror leases are created, the Lease Process record will again be editable and the status
will be updated to Processed. Mirror leases now appear in the Mirror Leases section.
• If Verification is set to Do Not Verify, the mirror leases are automatically approved and appear
in the Approved Mirror Leases section.
• If Verification is set to Verify, a Lease Accountant must verify the Local Reporting details of each
mirror lease. Then Lease Accountant must click on Approve or Reject in the Mirror Leases section.
• Mirror leases that are approved appear in the Approved Mirror Leases section. All the existing
schedules from main lease will be removed and schedules from mirror lease will be added to main
lease and then the main lease is moved to the Completed RE or Asset Leases section.
• Mirror leases that are rejected appear in the Rejected Mirror Leases section. No data from the
rejected mirror leases are copied to main lease. The main lease is moved to the Rejected RE or
Asset Leases section.
11. Once all leases are moved from the Mirror Leases section to either the Approved Mirror Leases
section or the Rejected Mirror Leases section, select all the mirror leases and click Delete before
you continue. This would ensure the system doesn’t have any unnecessary mirror lease data as the
mirror lease data for the approved mirror leases is already moved to the main lease.
Note: Using the Find action, you can reuse all the leases available in the Rejected RE Leases or
Rejected Asset Leases section in other Lease Process records.
However, you cannot reuse all the leases available in the Completed RE Leases or Completed Asset
Leases section, as both, Local Reporting and Adoption have already been applied for those leases.
12. Click the Complete action. The Lease Process record becomes read-only and its status is updated to
Active.
Modifying a lease
Either a contract administrator or a lease accountant can modify a lease. The types of modifications that
can be performed vary for lease accountants and contract administrators.
This table describes the types of modifications that can be performed on a lease by a Lease Accountant
and a Contract Administrator.
Type of revision Can be performed by (Role) Description of revision

Change in Assessment Lease Accountant A lease accountant can use this
type to reassess the determination
of likely term relative to any
renewal, termination or purchase
options.

Type of revision Can be performed by (Role) Description of revision
Contractual Factors Lease Accountant A lease accountant can use
this type to update key lease
accounting fields such as IBR, Fair
Value, Residual Value Guarantee,
Dismantle Cost, or % Change for
Rent Component Assumptions for
gross lease.
Amendment Contract Administrator A contract administrator can use
this type to update the lease for any
amendments to the lease contract,
such as extensions, expansions,
payment adjustments, or to
exercise a renewal, termination, or
purchase option.
Data Revise Lease Accountant and Contract Either a lease accountant or a
Administrator contract administrator can use this
type to update any non-accounting
related data fields such as address,
contact info, business unit, or
accounting cost center.
Non-lease accounting Contract Administrator A contract administrator can add
amendment a new payment schedule, adjust
or remove an existing payment
schedule. However, it only allows
for a payment schedule that does
not have the Summary = Rent.
This will not affect the accounting
schedule.
Revising data using Data Revise

You can sign in as a contract administrator or lease accountant to use Data Revise to change information
that is not related to payments or accounting and, therefore, does not affect the accounting schedule.
However, you cannot use Data Revise to add or remove options or clauses and you cannot adjust
payments.
Before you begin

You must sign in as a Contract Administrator or a Lease Accountant to revise data using the Data Revise
option.
Procedure
1. Open an existing active lease and click Contract Revise > Data Revise.
2. On the RE Contract Revision form, set the Change Type to Data Revise and click Continue.
3. A user can only change information that does not affect the accounting schedule such as updating
the business unit, accounting cost center, asset class, address, contact info, or any non-accounting
information that needs to be revised. The user will not be able to add or remove Option or Clause or
add or adjust a payment schedule.
4. Activate the lease.

Revising data using Non-Lease-Accounting Amendment
You can revise data using Non-Lease Accounting Amendments when you have a change that does not
affect lease accounting.
Before you begin

You must sign in as a Contract Administrator to use a Non-Lease Accounting Amendment.
About this task

This change type has the same functionality as Data Revise. Additionally, the lease administrator can
change other things, such as create/adjust/remove a payment schedule, create a non-index clause, and
update payment instructions. This will not affect the accounting schedule.
Procedure
1. Open an existing active lease and click Contract Revise.
2. On the RE Contract Revision form, set the Change Type to Non-Lease-Accounting Amendment and
click Continue.
3. Change lease information that needs to be revised. This table describes the types of changes you can
make using Non-Lease-Accounting Amendment. The lease administrator can make these changes as
they do not impact lease accounting.
Type of change Description
Add/Remove/Void/Adjust • Summary Type not set to 'Rent' or 'Incentive'
Payment Schedule
• Summary Type set to 'Rent' when the 'Include In
Amortization Schedule' and 'Include In Rental Prepayment'
is not TRUE
• Summary Type set to 'Incentive' when the 'Include In Upfront
Incentive' Schedule is not TRUE
See Adjusting payment schedules.
Update payment instruction You can update a payment instruction associated to a payment
schedule. See Updating Payment Instructions.
Add/Remove/Update a non-Index A clause with Index Adjustment not set to TRUE. You
Clause can update any sections on Index Clause except Index
Adjustments, Payment Schedule, and Options sections.
Update Options On any of the options, you can update the sections Document
Reference, Comments, Notify Roles, and Notify Within.
Exercise Likely Term Option You can exercise a likely term option, which is already set
as reasonably certain. You cannot set or remove an option as
Likely and not be able to exercise any option, which is unlikely.
4. Review all the information and once the lease is ready to send to a lease accountant to review, click
Activate. The lease accountant will be notified to review the lease.
Note: An Application Administrator can setup bypass approval in the Application Settings. See Bypass
approval process for Non-Lease-Accounting Amendment.
Bypass approval process for Non-Lease-Accounting Amendment
Before you begin

You must sign in as an Application Administrator to bypass the approval process when performing Non-
Lease-Accounting Amendment.

Procedure
1. Go to Tools > System Setup > General > Application Settings.
2. Go to the Lease Accounting Settings tab.
3. In the Bypass Approval section, confirm that there is a record with Contract Revision Role Type = Lease
Administrator and Contract Revision Change Type = Non-Lease-Accounting Amendment. If it does not
exist, go to the next step.
4. Click Add.
5. On the Bypass Approval form, select Contract Revision Role Type = Lease Administrator and Contract
Revision Change Type = Non-Lease-Accounting Amendment.
6. Click Create and then Save & Close on the Bypass Approval record.
7. Click Save & Close on the Application Settings record.
Making amendments to leases

A contract administrator can make amendments to the lease contract, such as extensions, expansions,
payment adjustments, or to exercise a renewal, termination, or purchase option.
After opening the lease and completing the steps to make an amendment, the contract administrator
reviews all the information and submits the lease for accounting review to the lease accountant. The
lease accountant reviews the amendments and activates the amendments to the lease as described in
the section Activating the amendments to the lease.
Opening the lease to modify

This table explains the steps to be performed by a contract administrator and a lease accountant to open
a lease that needs the amendment.
Contract Administrator Lease Accountant
1. Open an existing active lease and click Contract 1. Upon getting a notification that a lease is
Revise. amended, open the lease.
2. On the RE Contract Revision form, set the
Change Type to Amendment.
In a GAAP/GASB index lease, when you do
Contract Revise > Amendment > , the variable
payment that is resulted from the increase/
decrease of index will become a fixed payment.
3. Select a Fiscal Period where the modification
effective period should be affected from, and
then click Continue.
Extending a lease
About this task

This table explains the steps to be performed by a Contract Administrator and a Lease Accountant to
extend a lease.

1. In the General tab, update the Base Lease 1. Go to the Accounting tab and manually update
Expiration Date to extend the lease term. the Accounting End Date.
2. Go to the Locations tab and add a new Premise
Location or update the Effective To for the
existing Premise Location.
3. Go to the Payments tab and create a new
payment schedule to cover the extension
periods.
For creating a new payment schedule, see
“Creating payment schedules” on page 104
Note: Reassessment of short term lease after extending a lease:

• GAAP (FASB)/GASB: For a short term lease, if there is a change in Lease Term either by an Option or by
changing the Accounting End Date, and if the remaining lease term extends more than 12 months from
the end of the previously determined lease term, the lease does not qualify as Short Term Lease.
• IFRS (IASB): For a short term lease, on reassessment if the likely term is more than 12 months, the
lease does not qualify as short term lease.
Expanding a lease
About this task

This section describes the steps to expand the premise area of a lease.
1. Go to the Locations tab and add a new Premise No actions are required to be performed by the
Location or update the area for the existing lease accountant at this time.
Premise Location.
2. Go to the Payments tab and click Adjust
Payments section action to update the
payment amount for the expansion area.
Reducing payments (with no change in area)
About this task

With this option, you can adjust payments but no change in square feet of the Premise Location for RE
Lease, or the number of assets for Asset Lease will take place.
1. In the Payments tab, click Adjust Payments No actions are required to be performed by the
section action to update the payment amount lease accountant at this time.
for the payment schedule for the periods that
are needed to be reduced.
Reducing payments: Partial Termination (with change in area of the premise location)
About this task

With this option, you can change the area of the Premise Location for RE Lease or change the number of
assets for Asset Lease.

1. For Asset lease, go to the Assets tab and No actions are required to be performed by the
remove an existing asset on the Leased Assets lease accountant at this time.
query section.
Payments section action to reduce the payment
amount on the existing payment schedule.
Reducing the lease term
About this task

This table explains the steps performed by a Contract Administrator and a Lease Accountant to reduce a
lease term.
1. Go to the General tab and update the Base 1. Go to the Accounting tab and manually update
Lease Expiration Date to shorten the lease term. the Accounting End Date.
2. Go to the Locations tab and update the Effective
To for the existing Premise Location.
Payments section action to update the
payment amount on the existing payment
schedule or remove the payment schedule of
the previous lease term.
Reasonably certain to exercise
About this task

This table explains the steps to be performed by a Contract Administrator or a Lease Accountant to
change an option to reasonably certain to exercise.

1. Go to the Clauses, Options & Terms tab. 1. Select an option under Options section to
2. To reasonably certain to exercise an Option that Reasonably Certain and click Continue.
has been created earlier, skip this step. If an 2. Go to the Accounting tab.
option does not exist, go to Options sub tab and 3. Check Accounting End Date and Likely
create an Option. See Creating options. Expiration Date.
3. In the Likely Term Option section, click Find
When a Renewal option is reasonably certain,
section action.
confirm that the Accounting End Date and Likely
4. Select the option to Reasonably Certain. Expiration Date are updated with the Renewal
When a Renewal option is reasonably certain, Expiration Date.
the Accounting End Date and Likely Expiration When a Termination option is reasonably
Date will be updated with the Renewal certain, the Likely Expiration Date will be
Expiration Date. updated with the Likely Termination Execute
When a Termination option is reasonably Date. The Accounting End Date will be updated
certain, the Likely Expiration Date will be to Likely Termination Execute Date when:
updated with the Likely Termination Execute • The Termination option is reasonably
Date. The Accounting End Date will be updated certain at the inception/commencement/first
to Likely Termination Execution Date when: activation
• The Termination option is reasonably • The Termination option is exercised.
certain at the inception/commencement/first
A user can decide whether the Accounting End
activation.
Date needs an update or not. An attention
• The Termination option is exercised. message is displayed to remind the user that
A user can decide whether the Accounting End their Accounting End Date is not updated to
Date needs an update or not. An attention Termination Execute Date.
message is displayed to remind the user that When a Purchase Option is reasonably certain
their Accounting End Date is not updated to or exercised, the Accounting End Date and
Termination Execute Date. Likely Expiration Date are updated with the
When a Purchase Option is reasonably certain Likely Purchase Execute field from the
or exercised, the Accounting End Date and Purchase Option. If the Likely Purchase Execute
Likely Expiration Date are updated with the date is prior to the Lease Expiration Date, the
Likely Purchase Execute field from the lease liability will be amortized to the Likely
Purchase Option. If the Likely Purchase Execute Purchase Execute date and the remaining ROU
date is prior to the Lease Expiration Date, the asset will be amortized over the useful life of
lease liability will be amortized to the Likely asset.
Purchase Execute date and the remaining ROU When a Fiscal Funding or Cancellation option
asset will be amortized over the useful life of (applicable for GASB only) is reasonably certain,
asset. confirm that the Likely Expiration Date is
When a Fiscal Funding or Cancellation option updated with the Cancellation Date.
(applicable for GASB only) is reasonably certain,
the Likely Expiration Date will be updated with
the Cancellation Date.
Note:
When a Termination Option is reasonably certain, the penalty (if any) will be included as part of the Net
Rent on the last fiscal period.
When a Purchase Option is reasonably certain, the Purchase Price (if any) will be included as part of the
Net Rent on the fiscal period of the Purchase Price Effective Date.
When a Fiscal Funding or Cancellation Option (applicable for GASB only) is reasonably certain, the penalty
(if any) will be included as part of the Net Rent on the last fiscal period.

Not reasonably certain to exercise (was reasonably certain earlier)
About this task

This table explains the steps to be performed by a Contract Administrator or a Lease Accountant to
change an option to Not reasonably certain to exercise (which was reasonably certain earlier).
1. Go to the Clauses, Options & Terms tab. 1. Go to the Accounting tab.

2. To set the likely term option to Not reasonably 2. Remove the reasonably certain option in the
certain to exercise, click Clear in the Likely Options section when a Renewal, Termination,
Term Option section. Purchase Option, or Fiscal Funding or
Cancellation Option is unreasonably certain, the
When a Renewal, Termination, Purchase Option,
Likely Expiration Date will be updated from the
or Fiscal Funding or Cancellation Option is
latest history lease without a likely term option
unreasonably certain, the Likely Expiration
associated with the lease. The Accounting End
Date is updated from the latest history lease
Date is not updated automatically, you must
without a likely term option associated with the
change it manually if it is needed to be changed.
lease. The Accounting End Date is not updated
automatically, change it manually if it is needed
to be changed.
Note: For Termination Option, and Fiscal Funding or Cancellation Option, the Penalty (if any) will be
removed from the Net Rent on the last fiscal period.
For Purchase Option, the Purchase Price (if any) will be removed from the Net Rent on the fiscal period of
the Purchase Price Effective Date.
For Fiscal Funding or Cancellation Option (applicable for GASB only), the Penalty (if there is any) will be
removed from the Net Rent on the last fiscal period.
Exercising an option
About this task

This table explains the steps to be performed by a Contract Administrator and a Lease Accountant to
exercise a renewal, termination, or purchase option.

1. Go to the Clauses, Options & Terms tab. 1. Go to the Accounting tab.

2. Go to Options sub tab and open an Option that 2. Check Accounting End Date and Likely
will be exercised. Expiration Date.
3. Click Exercise action. a. When a Renewal option is exercised,
4. On the Exercise Option Confirmation pop-up confirm that the Accounting End Date and
form, click Continue. Likely Expiration Date are updated with the
Renewal Expiration Date.
When a Renewal option is exercised, the Base
Lease Expiration Date will be updated with the b. When a Termination option is exercised,
Renewal Expiration Date. The Accounting End manually update the Accounting End Date
Date and Likely Expiration Date will also be with the Likely Termination Execute Date.
updated with the Renewal Expiration Date once c. When a Purchase Option is exercised,
the lease is submitted for accounting review. manually update the Accounting End Date
with the Economic Life End.
When a Termination option is exercised, the
lease administrator needs to update the Base
Lease Expiration Date manually with the Likely
Termination Execute Date.
When a Fiscal Funding or Cancellation option
is exercised (applicable for GASB only), the
lease administrator needs to update the Base
Lease Expiration Date manually with the
Cancellation Date.
Note:
• When a Termination Option is exercised, the penalty (if any) will be included as part of the Net Rent on
the last fiscal period.
• When a Purchase Option is exercised, the Purchase Price (if any) will be included as part of the Net Rent
on the fiscal period of the Purchase Price Effective Date.
• When a Fiscal Funding or Cancellation Option is exercised (applicable for GASB only), the penalty (if
any) will be included as part of the Net Rent on the last fiscal period.
• Reassessment of short term lease after Modification if Renewal Option is exercised:
– GAAP (FASB)/GASB: For a short term lease, if there is a change in Lease Term either by an Option or
by changing the Accounting End Date, and if the remaining lease term extends more than 12 months
from the end of the previously determined lease term, the lease does not qualify as Short Term Lease.
– IFRS (IASB): For a short term lease, on reassessment if the likely term is more than 12 months, the
lease does not qualify as short term lease.
– GASB: For a short term lease, on reassessment it will still be short term (it wont change).
Terminating a lease (effective future date)
About this task

With this option, you can shorten the lease term.

1. Go to the General tab and update the Base No actions are required to be performed by the
Lease Expiration Date to shorten the lease term. lease accountant at this time.
2. Go to the Locations tab and update the Effective
To for the existing Premise Location.
3. On the Payments tab, go to Payment Schedules
section and click Adjust Payments section
action to update the payment amount on
the existing payment schedule or remove the
payment schedule of the previous lease term.
See Adjusting payment schedules.
4. If a Termination Fee is required, go to Payments
tab > Payment Schedules section and create a
payment schedule.
5. On the Generate Payment Schedule form, set
Payment Type to Termination Fee, Frequency
to Other and From Date to due date of
the Termination Fee. See Creating payment
schedules.
Note: The Termination Fee will be included in
the fiscal period of the accounting schedule into
which the due date falls.
What to do next
The following steps are performed by the contract administrator.
1. As part of lease amendment, a Prepayment paid before the modification effective date can be added.
Also, a Tenant Improvement Incentive received before the modification effective date or on/after the
modification effective date can be added.
2. Review all the information and after the lease is ready to send to a lease accountant to review, click
Submit For Accounting Review. The lease accountant will be notified to review the lease.
Activating the amendments to the lease

After reviewing the amendments made to a lease, the lease accountant performs the steps described in
this section to activate the amendments to the lease.
Before you begin

You must sign in as a Lease Accountant to activate the lease after the amendments.
Procedure
1. Update the Incremental Borrowing Rate.
2. Answer questions in the FASB/IFRS Treatment section and click Calculate Lease Treatment. If an
attention message to Save or Save & Close to re-calculate the NPV appears, click Save or Save &
Close.
The status is changed to Processing. After the calculation is completed, the status goes back to
Revision Accounting In Review.
3. For GAAP lease, answer questions in the GAAP Classification section and click Calculate Lease
Classification. For GASB lease, answer questions in the GASB Classification section and click
Calculate Lease Classification. For IFRS lease, click Recalculate NPV in the Lease Classification
section.

Note: If the question, "Does Property Transfer Ownership at End of Lease?" is set to Yes, the
amortization of asset will be calculated straight-line based on the months entered for the Est.
Economic Life of Asset (Months) field for both Operating and Finance leases.
4. If local reporting is enabled, update the Incremental Borrowing Rate. For GAAP lease, click
Recalculate NPV. For IFRS lease, answer questions in the GAAP Classification section and click
Calculate Lease Classification.
5. Review all the information and click Recalculate Accounting Schedules.
Note: If the classification is flipped from Operating to Finance, the Lease Re- Classification section will
be visible on the Accounting tab with a link to open the portion of the lease when it was classified as
Operating. The Finance Schedule section will start from the modification effective period.
The status is changed to Processing. After the calculation is completed, the status goes back to
6. After the lease is back to Revision Accounting In Review, review the accounting schedules.
Note: When updating the Residual Value Guarantee on a GAAP/GASB index lease using Accounting
Revise > Contractual Factors, the variable payment resulting from the increase/decrease of index
becomes a fixed payment.
Note: The Previous Blended Rate and Local Blended Rate will be updated with the Current Blended
Rate and Local Current Blended Rate. The Current Blended Rate and Local Current Blended Rate will
be calculated as shown below.
Calculation of a new blended rate:
Asset Adjustment = Adjustment to the net asset
Cumulative Asset = Opening net asset (pre-modification) + Asset Adjustment
Weighted Asset = Asset Adjustment * Previous Month End Rate
Cumulative Weighted Asset = (Opening net asset (pre-modification) * Previous Blended Rate) +
Weighted Asset
Current Blended Rate = Cumulative Weighted Asset / Cumulative Asset
Example: The modification period is 2021 - 04, the opening net asset (pre-modfiication) =
$2,460,749, the asset adjustment = $1,044,399, previous blended rate = 0.89, previous month end
rate = 0.84.
Asset Adjustment = $1,044,399
Cumulative Asset = $2,460,749 + $1,044,399 = $3,505,148
Weighted Asset = $1,044,399 * 0.84 = 877,295.16
Cumulative Weighted Asset = ($2,460,749 * 0.89) + 877,295.16 = 3,067,361.77
Current Blended Rate = 3,067,361.77 / 3,505,148 = 0.8751
What to do next
The following step is performed by the lease accountant.
If everything is good, click Activate. The lease event JEs will be created along with a draft lease event
lease summary balance record. It stores the functional currency amounts of lease event JEs for the
current open period. The lease summary balance record can be accessed in the Lease Summary Balance
section of the History tab of a lease.
Note: If a Prepayment is paid before the modification effective date is added, it will be included in the
remaining ROU asset at the modification date. If a Tenant Improvement Incentive received prior to the
modification effective date is added, it will be deducted from the remaining ROU asset at the modification
date.

Modifying contractual factors
As a lease accountant, you can modify contractual factors, such as incremental borrowing rate, dismantle
cost, rent component assumptions, residual value guarantee, or perform partial, full, or IFRS reversal
impairment.
Before you begin

To modify a lease, you must sign in as a Lease Accountant.
Procedure
1. Open an existing lease and click on Accounting Revise.
2. On the RE Contract Revision form, set the Change Type = Contractual Factors and select a Fiscal
Period from which the modification effective period should be affected.
3. You can perform the following modifications on the lease.
Modifications Steps
Update Incremental Borrowing Rate a. On the Borrow Rate & %Growth Assumptions section,
enter a new Incremental Borrowing Rate. If the Local
Reporting tab in enabled, there will be two Incremental
Borrowing Rate fields, one is for GAAP and another is
for IFRS.
b. Click Continue.
Update Dismantle Cost a. On the Details section, enter an amount for Dismantle
Cost.
b. Click Continue.
Note: The Dismantle Cost of an IFRS lease is included
as part of the ROU asset at the modification. It does
not affect liability. For GAAP lease, the Dismantle Cost is
included as part of the net rent of the last fiscal period,
therefore it affects the liability of the lease.
Update Initial Direct Cost a. On the Details section, enter an amount for Initial
Direct Cost.
b. Click Continue.
Note: The Initial Direct Cost will be included as a part of
the opening asset at the modification date.
Update Rent Component Assumptions a. On the Rent Component Assumptions section, update
(available only for gross lease) the new percent on the fields available.
b. Click Continue.
Perform Partial Impairment a. On the Details section, check GAAP Impairment and/or
IFRS Impairment check-box and enter a Fair Market
Value and/or IFRS Impairment Amount. For GASB, it is
Remaining Service Utility field.
b. Click Continue.
Note: For Partial Impairment, the entered amount will be
compared with the ending Net Asset of the selected Fiscal
Period.

Modifications Steps
Perform Full Impairment a. On the Details section, select the Full Impairment
check box (new FMV is 0).
b. Click Continue.
Note: All the fields related to calculate the new blended
rate will remain the same. No new blended rate will be
calculated.
Update Residual Value Guarantee a. On the Details section, enter a new Residual Value
Guarantee and answer the question, 'Is it reasonably
certain that the Residual Value Guarantee will be
paid?'.
b. Click Continue.
Note: When you do Accounting Revise > Contractual
Factors and update the Residual Value Guarantee on a
GAAP/GASB index lease, the variable payment that is
resulted from the increased/decreased of index becomes
a fixed payment. Also, when there is a probable Residual
Value Guarantee and 'Is it reasonably certain that the
Residual Value Guarantee will be paid?' is checked, the
Interest expense of the Residual Value Guarantee and its
liability are re-calculated and captured on the Fiscal Line
Item from the selected period to the end of the lease
term.
Perform Reversal Impairment This option is available only when the IFRS lease had been
impaired and it is not applicable for GAAP/GASB.
a. On the Details section, select the IFRS Reversal
Impairment check box and enter the Recoverable
Amount.
b. Click Continue.
Note: The Reversal Impairment cannot be performed on
the same period as the impairment. All the fields related
to calculate the new blended rate will remain the same.
No new blended rate will be calculated.
Perform Abandonment a. On the Details section, check the Abandonment check

box and enter an Abandonment Date.
b. Click Continue. The Decommission Date on the
Schedule Summary section will be populated.
Note: The Abandonment Date must be prior to the Likely
Expiration Date. Also, all the fields related to calculate
the new blended rate will remain the same. No new
blended rate will be calculated. The remaining ROU asset
is amortized straight-line to the Decommission Date for
both Operating and Finance leases.
Perform Abandonment Reversal a. On the Details section, uncheck the Abandonment

check box. The Abandonment Date will be cleared.
b. Click Continue. The Decommission Date on the
Schedule Summary section will also be cleared.

Modifications Steps
Note: The selected Fiscal Period must be prior to the

Abandonment period. The Abandonment Reversal cannot
be performed on the same period as the abandonment.
Also, all the fields related to calculate the new blended
rate will remain the same. No new blended rate will
be calculated. The remaining ROU asset continues
to amortized straight-line to the lease term for both
Operating and Finance leases.
While performing these modifications, you do not need to re-classify the lease.
5. Once the lease is back to Revision Accounting In Review status, review the accounting schedules.
Note: When an Index lease is modified using Accounting Revise > Contractual Factors and the
Residual Value Guarantee is updated, the Variable Lease Payment column on Operating/Finance
schedule will be cleared on the modification period onwards. The variable payment becomes a fix
payment at this point.
6. If everything is good, click Activate. The lease event JEs will be created along with a draft lease
event lease summary balance record. It stores the functional currency amounts of lease event JEs for
the current open period. The lease summary balance record can be accessed on the Lease Summary
Balance section of the History tab of a lease.
Changing assessment of likelihood to exercise an option

You can modify a lease to change the assessment of whether you are reasonably or not reasonably certain
to exercise or not to exercise an option to purchase.
Before you begin

To perform the change in assessment, you must sign in as a Lease Accountant.
Procedure
1. Open an existing lease and click on Accounting Revise.
2. On the RE Contract Revision form, set the Change Type to Change in Assessment and select a Fiscal
Period from which the modification effective period should be affected.
3. You can perform modifications on the lease with the options, Reasonably Certain or Not reasonably
Certain to exercise (was Reasonably Certain earlier).
Option Steps
Reasonably Certain to exercise Assessment of whether the lessee is reasonably

certain to exercise or not to exercise an option to
purchase the underlying asset
a. Under Options, select an option to
Reasonably Certain and click Continue.
b. Go to the Accounting tab.
When a Renewal option is reasonably certain,
confirm that the Accounting End Date and
Likely Expiration Date are updated with the
Renewal Expiration Date.

Option Steps
When a Termination option is reasonably

certain,the Likely Expiration Date will be
updated with the Likely Termination Execute
Date. The Accounting End Date will be
updated to Likely Termination Execute Date
when:
• The Termination option is reasonably
certain at the inception/commencement/
first activation.
• The Termination Option is exercised.
A user can decide whether the Accounting
End Date needs an update or not. An
attention message is displayed to remind the
user that their Accounting End Date is not
updated to Termination Execute Date.
Note: The penalty (if any) will be included as
part of the Net Rent on the last fiscal period.
When a Purchase Option is reasonably
certain or exercised, the Accounting End
Date and Likely Expiration Date are updated
with the "Likely Purchase Execute" field from
the Purchase Option. If the Likely Purchase
Execute date is prior to the Lease Expiration
Date, the lease liability will now be reduced
to the Likely Purchase Execute date and the
remaining ROU asset will be amortized over
the useful life of asset.
Note: The Purchase Price (if any) will be
included as part of the Net Rent on the fiscal
period of the Purchase Price Effective Date.
When a Fiscal Funding or Cancellation
option is reasonably certain, confirm that the
Likely Expiration Date is updated with the
Cancellation Date.
Note: The penalty (if any) will be included as
part of the Net Rent on the last fiscal period.
Not reasonably Certain to exercise (was a. Currently, Reasonably Certain option is

Reasonably Certain earlier) selected. Click Clear Selection of Likely
Term on the Options section and click
Continue.
b. When a Renewal, Termination, Purchase
Option, or Fiscal Funding or Cancellation
option is unreasonably certain, the Likely
Expiration Date will be updated from
the latest history lease without a likely
term option associated with the lease.
The Accounting End Date is not updated
automatically, you must change it manually if
it is needed to be changed.

Option Steps
For Termination option, the Penalty (if any)

will be removed from the Net Rent on the last
fiscal period.
For Purchase Option, the Purchase Price (if
any) will be removed from the Net Rent on the
fiscal period of the Purchase Price Effective
Date.
For Fiscal Funding or Cancellation option
(applicable for GASB only), the Penalty (if
any) will be removed from the Net Rent on
the last fiscal period.
4. Update the Incremental Borrowing Rate.

5. Answer questions in the FASB/IFRS Treatment section and click Calculate Lease Treatment. If an
attention message to Save or Save & Close to re-calculate the NPV appears, click Save or Save &
Close.
The status is changed to Processing. Once the calculation is completed, the status goes back to
6. For GAAP lease, answer questions in the GAAP Classification section and click Calculate Lease
Classification. For GASB lease, answer questions in the GASB Classification section and click
Calculate Lease Classification. For IFRS lease, click Recalculate NPV in the Lease Classification
section.
7. If local reporting is enabled, update the Incremental Borrowing Rate. For GAAP lease, click
Recalculate NPV. For IFRS lease, answer questions in the GAAP Classification section and click
Calculate Lease Classification.
Note: If the question, "Does Property Transfer Ownership at End of Lease?" is set to Yes, the
amortization of asset will be calculated straight-line based on the months entered for the Est.
Economic Life of Asset (Months) field for both Operating and Finance leases.
Note: If the classification is flipped from Operating to Finance, the Lease Re-Classification section
becomes visible on the Accounting tab with a link to open the portion of the lease when it was
classified as Operating. The Finance Schedule section starts from the modification effective period.
9. Once the lease is back to Revision Accounting In Review, review the accounting schedules.
Note:
• When updating the Residual Value Guarantee on a GAAP/GASB index lease using Accounting
Revise > Contractual Factors, the variable payment that is resulted from the increase/decrease of
index becomes a fixed payment.
• The Previous Blended Rate and Local Blended Rate will be updated with the Current Blended Rate
and Local Current Blended Rate. The Current Blended Rate and Local Current Blended Rate will be
calculated.
10. If everything is good, click Activate. The lease event JEs will be created along with a draft lease event
lease summary balance record. It stores the functional currency amounts of lease event JEs for the
current open period. The lease summary balance record can be accessed on the Lease Summary
Balance section of the History tab of a lease.

Returning a lease
During the review, a contract administrator can return the lease to a lease accountant, or a lease
accountant can return the lease to a contract administrator if any information is found to be incorrect
or needs to be changed.
Returning lease to a lease accountant
Before you begin

You must sign in as a Contract Administrator to return a lease to a lease accountant.
About this task

While a Contract Administrator is reviewing the lease information, if some information that is entered
by the Lease Accountant is incorrect, the Contract Administrator can return the lease to the Lease
Accountant.
Procedure
1. Open the returned lease and correct the information or make the changes that are requested by the
lease accountant.
2. Review all the information and after the lease is ready to send to a lease accountant to review, click
Submit For Accounting Review.
The lease accountant is notified to review the lease.
Returning a lease to a contract administrator
Before you begin

You must sign in as a Lease Accountant to return a lease to a contract administrator.
About this task

While a lease accountant is reviewing the accounting information, if some information that is entered
by the contract administrator is incorrect, the lease accountant can return the lease to the contract
administrator. This procedure can be performed when the status of a lease is either Draft Accounting In
Review or Revision Accounting In Review.
Procedure
1. On the lease, click More and then click Return.
2. On the Accounting Review Log pop-up form, go to Details section and enter the changes needed
under Comment.
3. Click Create.
The lease is closed and a notification is sent to the contract administrator that the lease is returned for
corrections.
Results
If the status of the lease was Draft Accounting In Review, it is now changed to Draft Returned. If
the status of the lease was Revision Accounting In Review, it is now changed to Revision In Progress
Returned.

Expiring a lease
You can expire existing active leases.
Procedure
1. Open an existing active lease and click Expire.
Note: The lease event JEs will be created along with a draft lease event lease summary balance
record. It stores the functional currency amounts of lease event JEs for the current open period. The
lease summary balance record can be accessed on the Lease Summary Balance section of the History
tab of a lease.
2. On the Contract Expiration form, the Expiration Effective Date is set to the Base Lease Expiration
Date. Enter the Expiration Comment in the General section.
3. The Void payments on and after expiration date? field is set to Yes as default. Change it to No if that
is the preferred option.
4. Review all the information, then, click Continue.
The lease is closed and processing begins.
Results
After the processing completes, the lease will no longer be an Active lease, and its status is updated to
Expired.
Terminating a lease
You can terminate existing active leases.
Before you begin

You must sign in as a Contract Administrator to terminate a lease.
Procedure
1. Open an existing active lease and click Terminate.
2. On the Contract Terminate form, set the Termination Effective Date and Termination Comment in
the General section.
Termination Effective Date Description/Steps
After the start date of the current open period If the Termination Effective Date is after the
start date of the current open period of the
Business Unit if a business unit is selected on the
lease or the Termination Effective Date is after
current fiscal calendar based on today's date, an
attention message appear with the information
that this is not considered as Termination, rather
a modification. See Making amendments to a
lease.
Not on the last day of the past or current open If the Termination Effective Date is not on the
fiscal period (partial period) last day of the past or current open fiscal period
(partial period), the Payment for Partial Period?
Field on the Details section will be visible. Three
options are available, Full Payment, No Payment,
or Prorated Payment.
If No Payment or Prorated Payment is selected,
the Accounting Type for Prorated or No Payment

Termination Effective Date Description/Steps
field will be visible. This is to set the prorated

last payment to either be Accounts Payable (AP)
or Accounts Receivable (AR). IBM TRIRIGA will
use the same Pro Rata Basis that is set on the
payment schedule of that payment to calculate
the prorated amount.
Same as the Accounting Start Date If the Termination Effective Date is the same
as the Accounting Start Date, the Reverse All
Liability and Asset Values field will be visible.
a. Enable the Reverse All Liability and Asset
Values check box. This is to revert the whole
liability and asset value.
3. If Termination Penalty is required, enable the Charge Termination Penalty? check box.
4. Enter the Termination Fee amount.
5. Select a Due Date for the Termination Fee payment. By default, it is set to today's date.
6. The Void payments after termination date? field is set to Yes as default. Change it to No if that is the
preferred option.
7. Review all the information and then click Continue.
The lease is closed and processing starts.
Results
Once the processing is completed, the lease is no longer an Active lease and its status is updated to
Terminated. If the Termination Fee amount is entered, a One-Time payment line item will be created with
the Payment Type as Termination Fee on the due date selected. This can be seen on the Payments tab >
Payments subtab.
Important: Termination Fee will not be included in the Accounting schedule, but it will be created as
part of Termination journal entry. If the last payment is prorated, the last fiscal period of the accounting
schedule will be re-calculated. The lease event JEs will be created along with a draft lease event lease
summary balance record. It stores the functional currency amounts of lease event JEs for the current
open period. The lease summary balance record can be accessed on the Lease Summary Balance section
of the History tab of a lease.
Setting up journal entries

IBM TRIRIGA includes standard journal entries used in the lease accounting life cycle. You can also set up
customized journal entries.
Triggering journal entries

You can choose for journal entries to be triggered by either a lease event or a periodic posting. Lease
events include:
• Lease activation
• Modifications
• Terminations
• Expirations
Periodic postings include:
• Monthly straight-lining
• Interest

• Amortization postings
• Principal reduction
Setting up customized journal entries

Customized journal entries can be created using the Journal Entry Setup process. Once you identify
journal entries for processing, follow the Journal Entry processing procedures. This process creates a
Data Transfer Object (DTO) file that exports the journal entry data to a client’s middleware and ultimately
to the ERP General Ledger system. After all journal entries have been processed for a period, the Lease
Accounting Period Close process closes the previous period and prevents journal entry creation for prior
periods. This Lease Accounting Period Close process only prevents postings into closed periods but allows
for calculation of journal entries for retroactive periods and processing in an open period.
For more information on journal entry use and set up, see the TRIRIGA Lease Accounting wiki
Setting prerequisites for journal entry setup

An Application Administrator must perform the prerequisites described in the following sections to set up
a journal entry.
Creating accounting calendars

IBM TRIRIGA includes a default accounting calendar, which is referred to as the Standard Calendar. If the
default calendar does not suit your company's fiscal calendar, you can create your own.
Before you begin

You must sign in as an Application Administrator to create an accounting calendar.
Procedure
1. Go to Tools > Administration > Classifications.
2. In the Hierarchy panel, scroll down and click to select Fiscal Periods.
3. Click New at the top of the panel and click Fiscal Periods.
The Fiscal Periods form opens.
4. On the General tab in the Name field, enter a name for the new calendar and click Create.
Note: In the Details section, leave the Standard Calendar check box unchecked. Only one Standard
Calendar should be set and that is already set for the shipping Standard Calendar.
5. On the Hierarchy panel, expand Fiscal Period and select the calendar you just created, by clicking on
it.
6. Click New and then click Fiscal Year to create a fiscal year for that calendar.
The Fiscal Year form opens.
7. Under General tab, enter the Name of the fiscal year, set the Start Date and End Date, and click
Create.
Here you will also find the Sequence field which mostly used for query sorting. The value in Sequence
is a text sequence or ordering of a fiscal period representation. For example, for Fiscal Year 2020,
Sequence would be 2020. For Fiscal Quarter 2020-Q1, Sequence would be 2020.1, Fiscal Month of
2020 - Q1 - M1, Sequence would be 2020.11 (Year 2020, .1 is Quarter 1 and the last 1 is the month.
8. On the Hierarchy panel, expand Fiscal Year and click on the Fiscal Year that was just created.
9. Click New and select Fiscal Quarter to create a fiscal quarter for the fiscal year of the calendar.
The Fiscal Quarter form opens.
10. In the General section, enter the Name of the fiscal quarter, set the Start Date and End Date, and click
Create.
11. On the Hierarchy panel, click on the Fiscal Quarteryou created in the previous step.

12. Click New and click Fiscal Month to create a fiscal month for the fiscal quarter of the fiscal year of
the calendar.
The Fiscal Month form opens.
13. In the General section, enter the Name of the fiscal month, set the Start Date and End Date, and click
Create.
14. Repeat steps 6 to 13 above to complete the process of creating fiscal years, fiscal quarters, and fiscal
months for the new accounting calendar.
Creating location specific quarters

You can set up different definitions of quarters to be specific to different locations.
Before you begin

You must sign in as an Application Administrator to create location specific quarters.
Procedure
2. On the Hierarchy panel, find and expand Location Specific Quarter.
3. Click Location Specific Quarter, click New, and select Location Specific Quarter.
4. On the Location Specific Quarter form, enter the name of the quarter in the General section.
5. On the Details section, select First Quarter Month, First Quarter Date, Second Quarter Month, Second
Quarter Date, Third Quarter Month, Third Quarter Date, Fourth Quarter Month, and Fourth Quarter
Date.
6. Click Create.
Creating business units

An application administrator can set up new business units.
Before you begin

You must sign in as an Application Administrator to create business units.
Procedure
1. Go to Portfolio > Organizations.
2. On the Hierarchy panel, click Organizations (root node), click New and click My Company.
3. On the My Company form, enter the Name in the General section and other information in the Details
and Address sections.
4. In the Lease Accounting section, select Accounting Calendar.
The predefined calendar called Standard Calendar is available by default. The root nodes for 4-4-5
and 4-5-4 Fiscal Calendar Year are available and can be used by adding fiscal periods under them. To
create accounting calendars, see Creating accounting calendars.
5. Select the Functional Currency for the business unit.
6. Click Create Draft and then click Activate.
Creating tax types

An application administrator can set up new tax types.
Before you begin

You must sign in as an Application Administrator to create tax types.
Procedure

2. On the Hierarchy panel, expand Tax Type.
3. Select Tax Type, click New, and click Tax Type.
4. On the Tax Type form, enter the name of the tax type in the General section and click Create.
Creating general ledger codes for asset leases

An application administrator can set up new general ledger codes for asset leases.
Before you begin

You must sign in as an Application Administrator to create general ledger codes for asset leases.
Procedure
2. On the Hierarchy panel, expand General Ledger Code.
Note: There are template codes included with IBM TRIRIGA. If you want to use the template general
ledger codes, see Creating general ledger codes from general ledger code templates.
3. Click Asset Lease Codes > New > General Ledger Code.
4. On the General Ledger Code form, enter the name in the General section and the service code in the
Details section.
The Service Code field value is the general ledger account number in the general ledger system to
which the general ledger code should be mapped.
5. In the Business Units section, click Find to select the Business Units and click OK.
6. Click Create to create the record.
Creating general ledger codes for real estate leases

An application administrator can set up new general ledger codes for real estate leases.
Before you begin

You must sign in as an Application Administrator to create general ledger codes for real estate leases.
Procedure
Note: There are template codes included with IBM TRIRIGA. If you want to use the template general
ledger codes, see Create general ledger code from general ledger code templates.
Note: The template codes are examples only.
2. On the Hierarchy panel, expand General Ledger Code.
3. Click Real Estate Lease Codes, click New and click General Ledger Code.
4. On the General Ledger Code form, enter the name in the General section and the service code in the
Details section.
The Service Code field value is the general ledger account number in the General Ledger system to
which the general ledger code should be mapped.
5. In the Business Units section, click Find action to select the Business Units and click OK.
6. Click Create to create the record.
Creating a Lease Asset Class

An application administrator can set up new asset classes.
Before you begin

You must sign in as an Application Administrator to create a lease asset class.

Procedure
1. Go to Tools > Administration > Classification.
2. On the Hierarchy panel, find and expand Lease Asset Class.
3. Click Asset Lease to add an asset class for an asset lease or Real Estate Lease to add an asset class
for a real estate lease.
4. Click New and then click Lease Asset Class.
5. On the Lease Asset Class form, enter the Name of the asset class in the General section.
6. Click Create. The new lease asset class will be visible on the hierarchy panel.
Adding a new currency conversion entry

An application administrator adds a new currency conversion entry. This is needed only when your
lease currency and functional currency are different and you want all journal entries to be in functional
currency. Your functional currency and reporting currency are different.
Before you begin

You must sign in as an Application Administrator to add a new currency conversion entry.
Procedure
1. Go to Tools > Administration > Currency Conversions.
2. Click Add.
3. Select the values for Conversion Group, Frequency Group, From Currency Code, and To Currency Code
from the list.
Note: If the Conversion rate belongs to a specific day, then pick "Daily". Month Average Rate and
Month End Rate are expected to have one entry per month. If there is no Month End Rate for a specific
month, then the system uses the latest daily rate available for that month. Combination of Conversion
Group, Frequency Group, From and To Currency and Date range should be unique.
4. Click Create.
Modifying currency conversion entry
About this task
Procedure
1. Log in as a IBM TRIRIGA administrator and go to Tools > Adminstration > Currency Conversions.
2. Click Currency Conversion record to modify.
Note: Only future dated (start/end date) currency conversion record will be able to modify.
3. Click Save & Close.
Deleting a currency conversion entry
About this task
Procedure
1. Log in as IBM TRIRIGA administrator and go to Tools > Administration > Currency Conversions.
2. Select the Currency Conversion record to delete.
Note: Only the future dated (start and end date) currency conversion record can be deleted.
3. Click Delete.

Adding a new functional account
About this task

Note: Adding a new functional account is not an end user activity. Setting up a new functional account
requires TRIRIGA Services Engagement. Before adding Functional Account, fields need to be created
under module triFinancial > triLeaseSummaryBalance business object. Fields should be added to form
the Lease Summary Balance form, General tab. Also a new section under System tab needs to be added,
to show as dynamic list values for functional account.
Procedure
1. Log in as a TRIRIGA administrator and go to Reports > System Reports > Find. Run a report
triFunctionalAccount - Display - Manager Query for Functional Accounts.
2. Click Add. Enter the ID and Name.
3. Select a value for the Calculation Source field. If the value is set to Journal Entry, the value of the
functional account will be taken from journal entry, otherwise, it will be taken from the lease.
4. Select a value for Functional Account Name, this will be main function account name, example
Accrued Interest.
5. Select values for all the fields, such as Lease Summary Balance Target Field, Lease Summary Balance
Event Field, and so on. These fields will be calculated up to the main function account field, you can
see an example from the provided functional accounts.
6. Click Create Draft.
Creating a journal entry event setup template manually

As a lease accountant, you can manually create journal entry setups.
Before you begin

You must sign in as a Lease Accountant.
Procedure
1. Go to Contracts > Contract Set Up > Templates > Lease Journal Entry Event Setup Template.
2. Click Add.
3. In the General section of the form, enter Event Template Name, Template Version, and Description. In
the Details section, select fields as described in the table.
Note: Template Version can be anything maintained as custom version.
Field Name Description
Record Journal Check this only if a Journal Entry should be created for this
Journal Entry Event Setup.
ASC840/IAS17? If the Journal Entry Setup is for the ASC840 or IAS 17
standard, check the check box.
Short term lease with expedient election? Check this only if the Journal Entry should be created for the
short term leases with expedient election.
Lease Classification Select Operating or Finance.
Lease Treatment If the Journal Entry Setup is for the ASC840, select either
OPERATING or CAPITAL. If the Journal Entry Setup is for the
IAS17, select either OPERATING or FINANCE.
Tip: This field is visible when the 'ASC840/IAS17?' is
selected.

Accounting Standard Select GAAP (FASB) or IFRS (IASB) or GASB.
Payment Timing Select Payment in Advance or Payment in Arrears.
Accounting Type Accounts Payable (AP) or Accounts Receivable (AR).
Trigger Type Select Lease Event or Period.
Trigger Sub Type When Trigger Type is set to Lease Event, select one of the
following scenarios where this Journal Entry Event Setup
would be triggered.
• Abandonment
• Expiration
• IFRS Reversal Impairment
• Impairment
• Index adjustment
• Modification
• Modification Decrease In Term
• Modification Exceeds Asset
• Modification Extended
• Modification Partial Termination
• Modification Short Term to Long Term
• New Lease Activation
• Reclassification
• Revert Gain/Loss
• Standard Adopted
• Termination
• Termination / Expiration
• Unexpiration
• Untermination
When Trigger Type is set to Period, select a period where
this Journal Entry Event setup would be triggered.
• Annually
• Monthly
• Quarterly
Trigger Sub Category • Catch up

• Purchase Option
• Reversal
• Reclassification on Adoption
Journal Entry Period For the period for this Journal Entry Event Setup, select
from the following:
• Accounting Start Period
• Commencement Period
• Current Open Period

• Index Adjustment Effective Period

• Local Modification Effective Period
• Local Standard Adoption Period
• Modification Effective Period
• Standard Adoption Period
• Termination/Expiration Effective Period
Local Reporting Check only if the Journal Entry should be created for local
reporting tab.
Local Lease Classification Select Operating or Finance. This is the lease classification
of the local reporting tab on a lease.
4. On the Journal Entry Setup Template section, click Find to select existing Journal Entry Setup
Template records or click Add to create a new Journal Entry Setup Template record.
5. Click Create Template.
Creating a journal entry setup template manually

Before you begin

Procedure
1. Go to Contracts > Contract Set Up > Templates > Lease Journal Entry Setup Templates.
2. Click Add.
3. In the General section of the form, enter Event Template Name, Template Version, and Description. In
the Details section, select fields as described in the table.
Note: Template Version can be anything maintained as custom version.
Debit Functional Account Select a functional account to store the debit journal entry
amount on the Lease Summary Balance.
Credit Functional Account Select a functional account to store the credit journal entry
amount on the Lease Summary Balance.
Use Asset Specific GL Code Check this only to set the Debit and Credit Account Codes
for a specific asset class on the Asset Class Account
Code section. The section is visible only when this field is
checked.
Auto-Reverse Check this to identify if the Journal Entry will be auto-
reversed in the following Fiscal Period of the General Ledger
system.
Transaction Group Select to group similar Journal Entries.
FX Adjustment? Check this only if the Journal Entry is for currency
conversion adjustment. If it is checked, only the functional
currency values will be populated in the journal entries.

Suppress When Same Period Check this only if the Journal Entry should not be created
Modification? when a lease has more than one modifications happening in
the same period consecutively.
4. On the Default Debit Account Code and Default Credit Account Code section, click Find. Select a
General Ledger Code and click OK.
5. Click Create Template.
6. On the Calculations Inputs section, click Add and enter values as described in the table.
Field Name Value
Calculation Operator +/- operator
Calculation Input Read only automatically populates with Input sequence
Name: Name of Calculation, free text.
Calculation Lease Which lease values getting from,

Lease - Current Lease
Lease Latest History - Latest History Lease
Latest History / Current Lease - If latest history lease available
then values from it or from current lease
Calculation Source Name of the section where values fetched from above selected
lease
Calculation Period Fiscal period in which values fetched from. If not applicable
select N/A.
Nth Period From Calculation Period Positive or Negative number of periods from Calculation Period,
Example if you need to get a 3 period from Modification Effective
Period then Calculation period will be "Modification Effective
Period" and value for this field will be 3. The negative number
indicates the period before Modification Effective Period.
Cumulative From Period Fiscal period in which cumulative start from. if values needs to
be captured from Modification Effective Period to Current Closed
Period then Cumulative From Period = Modification Effective
Period and Calculation Period = Current Closed Period.
Nth Period From Cumulative From Positive or Negative number of periods from Cumulative
Period From Period, Example if you need to get a 3 period from
Modification Effective Period then Cumulative From Period will be
"Modification Effective Period" and value for this field will be 3.
The negative number indicates the period before the Modification
Effective Period.
Source Field Name TRIRIGA field name, for example, triInterestAmountNU.
Remeasurement Type Currency conversion rate is used to convert lease currency to
functional currency.
• Historic/Transaction Rate: The currency conversion rate is
from the Historic Rate (triFXDailyRateNU) field from Schedule
Summary section (Accounting tab) or the Local Historic
Rate (triLocalFXDailyRateNU) field from Amortization Summary
section (Local Reporting tab).

Field Name Value
• Historic/Blended Rate: The currency conversion rate is from

the Current Blended Rate (triAssetRemeasureRateNU) field
from Schedule Summary section (Accounting tab) or the Local
Current Blended Rate (triLocalAssetRemeasureRateNU) field
from Amortization Summary section (Local Reporting tab).
• Previous Historic/Blended Rate: The currency conversion rate
is from the Previous Blended Rate (triPreviousBlendedRateNU)
field from Schedule Summary section (Accounting tab) or the
Local Previous Blended Rate (triLocalPreviousBlendedRateNU)
field from Amortization Summary section (Local Reporting tab).
• Month End/Latest Available Rate: The currency conversion
rate is from the Current FX Rate (triCurrentFXRateNU) field
from Schedule Summary section for both Accounting and Local
Reporting tab.
• Previous Historic/Blended Rate: The currency conversion rate
is from the Previous Blended Rate (triPreviousBlendedRateNU)
field from Schedule Summary section (Accounting tab) or the
Local Previous Blended Rate (triLocalPreviousBlendedRateNU)
field from Amortization Summary section (Local Reporting tab).
• Previous Month End/Latest Available Rate: The
currency conversion rate is from the Previous FX Rate
(triPreviousFXRateNU) field from Schedule Summary section
for both Accounting and Local Reporting tab.
• Change in Blended Rate: The currency conversion rate is
from the Change In Blended Rate (New - Old) (Functional
Currency) field (triChangeInBlendedRateNU) from Lease
Summary Balance. The formula is the “Blended Rate - Previous
Blended Rate”.
• Change in Month End Rate: The currency conversion rate
is from the Change In Month End Rate (New - Old)
(Functional Currency) field (triChangeInMthEndRateNU) from
Lease Summary Balance. The formula is the “Current Month
End Rate - Previous Month End Rate”.
Calculation Rate Period Rate used from the selected period, the period will be adjusted
with "Nth Rate From Calculation Rate Period or Calculation Period
Result Set". Works only when "Use Corresponding Period Rate"
selected
Use Corresponding Period Rate This checkbox should be used when calculating catchup values.
When checked, the system converts each catchup period's
functional value using the catchup period's conversion rate.
Finally, it sums each functional value of catchup periods.
Nth Rate From Calculation Rate Positive or Negative number. Rate period adjust for Calculation
Period or Calculation Period Result Rate Period if selected or rate period ajusted from cumulative
Set period set.
Rate Difference Period Period in which rate will subtracted. Example, Corresponding
Catchup period Rate minus Rate Difference Period. Works only
when "Use Corresponding Period Rate" selected.
Note: If the Rate Difference Period is the Current Open Period,
functional currency values will be correctly calculated when
processing monthly JE. This is because of the current open

Field Name Value
period LSB will not be available at the time of the lease event
processing.
Use Static Catchup When checked, In the catch up scenario, instead of every period
value, this will use one of the period's value (set in "Use Nth
Static Amount of Calculation Period Result Set") for all the
periods in the catch up. Works only when "Use Corresponding
Period Rate" selected.
Use Nth Static Amount of Calculation Positive or Negative number, gets Nth period's value from
Period Result Set catchup periods set. Works only when "Use Corresponding Period
Rate" and "Use Static Catchup Amount" selected
Use Likely Expiration Date If Nth When checked, Uses Likely Expiration Date if Nth calculated
Period Is After Likely Expiration Date period greater than Likely Expiration Date.
7. Click Apply Record to copy data from another Journal Entry Setup Template record.
Setting up segments for business units

You can set up segments for business units to be used with journal entries.
Procedure
1. Go to Contracts > Contract Set Up > Financials > Business Unit General Ledgers.
3. In the Business Unit General Ledgers form, specify Name, Business Unit, and Journal Entry Lease Type
in the General section.
4. In the Journal Entry DTO Details section, enter the required fields. This information is configurable to
match your specific ERP system.
Option Description
JE Status Status of the DTO record
Source Name Value depends on General Ledger system to be used.
Actual Flag Value depends on General Ledger system to be used. For Oracle
General Ledger, the value will be A.
Set of Books ID Value depends on General Ledger system to be used.
Created By TRIRIGA User who created the record.
Date Format Identifies the date format to be used.
5. Under the Segments section, click Add action.
An editable row is now seen.
6. Select Segment Type.
Segment type Segment Value Journal Entry Level Segment
Business Unit Accounting Cost Leave as -. Uses the value Leave it unselected.
Center from the Accounting Cost Center
(triCostCenterTX) field from My
Company form.
Department Accounting Cost Leave in the -. Uses the Leave it unselected.
Center value from the Accounting Cost
Center (triCostCenterTX) field
from Department form.

Segment type Segment Value Journal Entry Level Segment
Division Accounting Cost Center Leave in the -. Uses the Leave it unselected.
value from the Accounting Cost
from Division form.
Journal Entry General Ledger Leave it as "-". It will get the Select the check box.
Code value from the "Service Code"
field from General Ledger Codes
form.
Lease Accounting Cost Center Leave in the -. Uses the Leave it unselected.
from Asset Lease or Real Estate
Lease form.
Lease Location Cost Code Leave in the -. Uses the Leave it unselected.
from Location Cost Code form.
Static Value Enter a static value. Leave it unselected.
7. Add more rows by clicking Add and once you have all the required rows, click Create Draft.
Setting up lease accounting period close for a business unit

As a lease accountant, you can set up the lease accounting period close for a business unit.
Before you begin

Procedure
1. Go to Contracts > Financials > Lease Accounting Period Close.
3. On the Lease Accounting Period Close form, enter the Name and select an Accounting Calendar in
the General section.
4. In the Business Units section, click Find action.
5. Select all the Business Units that need to be closed for the period and click OK.
Note: The business units are available based on the selected Accounting Calendar.
6. On the Close Fiscal Period section, select the Close Fiscal Period.
7. Click Create Draft and then click Issue .
Results
After the processing is completed, the selected Business Unit will have the Last Closed Fiscal Period field
on the Lease Accounting set to the selected fiscal period. Also, the Current Open Fiscal Period field on the
same section will be automatically set to the next fiscal period.
Creating a journal entry event setup manually

As a lease accountant, you can manually create a journal entry event setup.
Before you begin


Procedure
1. Go to Contracts > Contract Set Up > Data Utilities > Lease Journal Entry Setup Utility.
2. Click Add.
3. In the General section of the form, enter the Journal Name. In the Details section, select fields as
described in the table.
Business Unit Select a business unit.
Record Journal Check this only if a Journal Entry should be created for this
Journal Entry Event Setup
ASC840/IAS17? If the Journal Entry Event Setup is for the ASC840 or IAS 17
standard, check the checkbox.
Journal Entry Lease Type Select Asset Lease or Real Estate Lease
Lease Classification Select Operating or Finance.
Short term lease with expedient election? Only check if the Journal Entry should be created for the
short term leases with expedient election.
Lease Treatment If the Journal Entry Setup is for the ASC840, select either
OPERATING or CAPITAL. If the Journal Entry Setup is for the
IAS17, select either OPERATING or FINANCE.
Note: This field will be visible when the "ASC840/IAS17?" is
checked.
Accounting Standard Select GAAP (FASB) or IFRS (IASB) or GASB.

Payment Timing Select Payment in Advance or Payment in Arrears.
Accounting Type Accounts Payable (AP) or Accounts Receivable (AR).
Trigger Type Select Lease Event or Period.
Trigger Sub Type When Trigger Type is set to Lease Event, select a scenario
where this journal entry event setup would be triggered:
• Abandonment
• Expiration
• IFRS Reversal Impairment
• Impairment
• Index adjustment
• Modification
• Modification Decrease In Term
• Modification Exceeds Asset
• Modification Extended
• Modification Partial Termination
• Modification Short Term to Long Term
• New Lease Activation
• Reclassification
• Revert Gain/Loss
• Standard Adopted
• Termination

• Termination / Expiration
• Unexpiration
• Untermination
Trigger Sub Category • Catch up

• Purchase Option
• Reversal
• Reclassification on Adoption
Trigger Sub Type When Trigger Type is set to Period, select a period where
this journal entry event setup would be triggered.
• Annually
• Monthly
• Quarterly
Journal Entry Period Select a period where this journal entry setup:
• Accounting Start Period
• Commencement Period
• Current Open Period
• Index Adjustment Effective Period
• Local Modification Effective Period
• Local Standard Adoption Period
• Modification Effective Period
• Standard Adoption Period
• Termination/Expiration Effective Period
Local Reporting Check the checkbox if the Journal Entry should be created
for local reporting tab.
Local Lease Classification Select Operating or Finance. This is the lease classification
of the local reporting tab on a lease.
4. On the Journal Entry Setup section, click Find to select existing Journal Entry Setup records or click
Add to create a new Journal Entry Setup record.
5. On the Journal Entry Setup section, click Update, if the Business Unit and Journal Entry Lease
Type is changed. The system will update the Business Unit, Journal Entry Lease Type, Debit and Credit
Account Codes on all Journal Entry Setup records.
6. Click Create Draft. After the record is created, click Activate.
Creating a journal entry setup manually

Before you begin

Procedure
1. Go to Contracts > Contract Set Up > Financials > Lease Journal Entry Setups and click Add.
The Lease Journal Entry Setup form is displayed.

2. In the General section of the form that opens, enter Name and Template Version. The Template
Version can be anything maintained as custom version. In the Details section, select a Business Unit
and specify other fields as described in the table.
Business Unit Select a Business Unit.
Use Asset Specific GL Code Only check the checkbox to set Debit and Credit Account
Codes for a specific asset class on the Asset Class Account
Code section. The section is visible only when this field is
checked.
Journal Entry Lease Type Select Asset Lease or Real Estate Lease.
Auto-Reverse Identify if the Journal Entry will be auto-reversed in the
following Fiscal Period of the General Ledger system.
Debit Functional Account Select a functional account for storing the debit journal
entry amount on the Lease Summary Balance.
Credit Functional Account Select a functional account for storing the debit journal
entry amount on the Lease Summary Balance.
FX Adjustment Check only if the journal entry is for currency conversion
adjustment.
Suppress When Same Period Modification Check only if the journal entry should not be created when
a lease has more than one modifications happening in the
same period consecutively.
3. Click Create Draft.
4. In the Default Debit Account Code section, click Find section action. Select a General Ledger Code and
click OK.
5. On the Default Credit Account Code section, click Find section action. Select a General Ledger Code
and click OK.
6. In the Calculation Inputs section, click Add and enter the values as described in the following table:
Calculation Operator +/- operator
Calculation Input Read only automatically populates with Input sequence
Name Name of the calculation; free text
Calculation Lease Select the lease value:

• Lease
• Lease - Current Lease
• Lease Latest History - Latest History Lease
Calculation Source Name of the section where the values are fetched for the
selected lease
Calculation Period Fiscal period in which the values are fetched from. If not
applicable, then select N/A.
Nth Period From Calculation Period Positive or Negative number of periods from Calculation
Period. For example, if you need to get a 3 period from
Modification Effective Period then Calculation period will
be "Modification Effective Period" and value for this field

will be 3. The negative number indicates the period before
Modification Effective Period.
Cumulative From Period Fiscal period in which the cumulative starts from. If the
values needs to be captured from the Modification Effective
Period to Current Closed Period then Cumulative From
Period = Modification Effective Period and Calculation
Period = Current Closed Period.
Nth Period From Cumulative From Period Positive or Negative number of periods from Cumulative
From Period, For example, if you need to get a 3 period from
Modification Effective Period then Cumulative From Period
will be "Modification Effective Period" and value for this field
will be 3. The negative number indicates the period before
the Modification Effective Period.
Source Field Name IBM TRIRIGA field name, for example,
triInterestAmountNU.
Remeasurement Type Currency conversion rate is used to convert lease currency
to functional currency.
• Historic/Transaction Rate: The currency conversion rate
is from the Historic Rate (triFXDailyRateNU) field from
Schedule Summary section (Accounting tab) or the
Local Historic Rate (triLocalFXDailyRateNU) field from
Amortization Summary section (Local Reporting tab).
• Historic/Blended Rate: The currency conversion
rate is from the Current Blended Rate
(triAssetRemeasureRateNU) field from Schedule
Summary section (Accounting tab) or the Local Current
Blended Rate (triLocalAssetRemeasureRateNU) field from
• Previous Historic/Blended Rate: The currency
conversion rate is from the Previous Blended
Rate (triPreviousBlendedRateNU) field from Schedule
Summary section (Accounting tab) or the Local Previous
Blended Rate (triLocalPreviousBlendedRateNU) field from
• Month End/Latest Available Rate: The currency
conversion rate is from the Current FX Rate
(triCurrentFXRateNU) field from Schedule Summary
section for both Accounting and Local Reporting tab.
• Previous Historic/Blended Rate: The currency
conversion rate is from the Previous Blended
Rate (triPreviousBlendedRateNU) field from Schedule
Summary section (Accounting tab) or the Local Previous
Blended Rate (triLocalPreviousBlendedRateNU) field from
• Previous Month End/Latest Available Rate: The
currency conversion rate is from the Previous FX Rate
(triPreviousFXRateNU) field from Schedule Summary
section for both Accounting and Local Reporting tab.
• Change in Blended Rate: The currency conversion rate is
from the Change In Blended Rate (New - Old) (Functional

Currency) field (triChangeInBlendedRateNU) from Lease

Summary Balance. The formula is the “Blended Rate -
Previous Blended Rate”.
• Change in Month End Rate: The currency conversion
rate is from the Change In Month End Rate (New - Old)
(Functional Currency) field (triChangeInMthEndRateNU)
from Lease Summary Balance. The formula is the “Current
Month End Rate - Previous Month End Rate”.
Calculation Rate Period Rate used from the selected period, the period will be
adjusted with "Nth Rate From Calculation Rate Period or
Calculation Period Result Set". This works only when "Use
Corresponding Period Rate" is selected.
Use Corresponding Period Rate This checkbox must be used when calculating catchup
values. When checked, the system converts each catchup
period's functional value using the catchup period's
conversion rate. Finally, it sums each functional value of
catchup periods.
Nth Rate From Calculation Rate Period or Positive or Negative number. If the Calculation Rate Period
Calculation Period Result Set is selected, the period will be based on the Calculation Rate
Period adjusted by the entered value. Else, the period will be
taken from the cumulative period set by the entered value.
For example, if the Calculation Rate Period is 2020 - 03 and
the entered value is 2, the result period that will be used to
get the rate is from period 2020 - 05. But if the Calculation
Rate Period is not selected, and the Cumulative Period set is
coming out to be 2020 - 01 to 2020 - 06, the result period
that will be used to get the rate is from period 2020 - 02.
Rate Difference Period Period in which rate will be subtracted. For example,
Corresponding Catchup period Rate minus Rate Difference
Period. This works only when "Use Corresponding Period
Rate" is selected.
Note: If the Rate Difference Period is the Current
Open Period, functional currency values will be correctly
calculated when processing monthly JE. This is because of
the current open period LSB will not be available at the time
of the lease event processing.
Use Static Catchup Amount: When checked, in the catch up scenario, instead of every
period value, this will use one of the period's value (set in
"Use Nth Static Amount of Calculation Period Result Set")
for all the periods in the catch up. This works only when
"Use Corresponding Period Rate" is selected.
Use Nth Static Amount of Calculation Positive or Negative number, gets Nth period's value
Period Result Set from catchup periods set. This works only when "Use
Corresponding Period Rate" and "Use Static Catchup
Amount" is selected.
Use Likely Expiration Date If Nth Period Is When checked, this uses Likely Expiration Date if Nth
After Likely Expiration Date calculated period is greater than Likely Expiration Date.

Setting up asset classes in an existing journal entry setup template
As a lease accountant, you can set up an asset class from a Journal Entry Setup template.
Before you begin

You must sign in as a Lease Accountant to set up asset classes in an existing Journal Entry Setup
template.
Procedure
1. Go to Contracts > Contract Set Up > Templates > Lease Journal Entry Setup Templates and open a
Journal Entry Setup Template.
2. In the Lease Journal Entry Setup Template, enable the check box against the Use Asset Specific GL
Code field. The Asset Class Account Code section is now visible.
Note: When a journal entry template is used to create a journal entry setup, the Use Asset Specific
GL Code is checked on the journal entry setup along with the asset class with its corresponding debit
account code and credit account code.
3. Click Save.
4. In the Asset Class Account Code section, click the Add action.
5. In the Asset Class GL Code Template, select an Asset Class. The asset class options are filtered by
the Journal Entry Lease Type field on the Journal Entry Setup Template. See Creating a Lease Asset
Class.
6. Click Find in the Debit Account section. In the pop-up form, select a General Ledger Code Template
and click OK.
7. Click Find in the Credit Account section. In the pop-up form, select a General Ledger Code Template
and click OK.
8. Click the Create action.
9. Repeat steps 4 to 8 to add more asset classes.
Setting up asset class in an existing journal entry set up

As a lease accountant, you can set up an asset class in an existing journal entry setup.
Before you begin

Procedure
1. Go to Contracts > Contract Set Up > Financials > Lease Journal Entry Setup and open a Journal
Entry Setup.
2. In the Lease Journal Entry Setup, enable the check box on the Use Asset Specific GL Code field.
The Asset Class Account Code section displays.
3. Click Save.
4. In the Asset Class Account Code section, click the Add action.
5. In the Asset Class GL Code Template, select an Asset Class. See Journal Entry Setup (prerequisites),
Create a Lease Asset Class sections.
Note: The asset class options are filtered by the Journal Entry Lease Type field on the Journal Entry
Setup Template.
6. Click Find in the Debit Account section. In the pop-up form, select a General Ledger Code and click
OK

7. Click Find in the Credit Account section. In the pop-up form, select a General Ledger Code and click
OK.
8. Click the Create action.
9. Repeat steps 4 to 8 for more asset classes.
Processing lease journal entries

After the prerequisites for journal entry are set up, you can process the journal entries and correct
segment errors.
Before you begin

You must sign in as a Lease Accountant to process lease journal entries.
Procedure
1. Go to Contracts > Financials > Process Lease Journal Entries and click Add.
2. In the General section, specify Name, Business Unit, Lease Search Scope, and Process Type.
Note: If the lease currency and functional currency differ, it is recommended to select the Process
Type = Period and Lease Event JE(s) so that both periodic and lease events JEs use the same current
conversion rate to calculate the JEs in functional currency.
3. Click the Create Draft action.
4. Click the Retrieve action.
The Process Lease Journal Entries form closes and retrieves the Lease Event Journal Entries for the
leases resulted from selected search criteria. You can see them listed under the Lease Event Journal
Entries subtab. The Periodic Journal Entries are also created and shown under Periodic Journal Entries
subtab. Under Leases section, all the leases that will process the JEs are seen.
Note: If the Month End Rate is available on the date of the JE processing, TRIRIGA will use the rate,
otherwise, it will use the latest Daily conversion rate available on that date. Also, the draft periodic
lease summary balance will be created and summarize all the functional currency amounts of lease
event and periodic JEs for the processing period. Any adjustment on the lease summary balance can
be added. The periodic lease summary balance records will be used to process the lease disclosure
reports. The lease summary balance record can be accessed on the Lease Summary Balance section of
the History tab of a lease.
5. Review all the journal entries and click Issue. If there is a journal entry with the character !, see the
section Correcting Segment Errors on journal entry.
Note: If a journal entry is deleted, the Lease Summary Balance for the processing period will be
re-calculated/re-created through the Retrieve journal entries.
6. Click Complete. This updates the status of the journal entries to be posted. Additionally, the Journal
Entry DTO (Data Transfer Object) is created for each of the journal entries.
Both lease event and periodic lease summary balance will be transitioned to Active state. The Previous
FX Rate on the Schedule Summary section of a lease will be updated with the Current FX Rate. The
Current FX Rate will then be set to 0. Therefore, it is recommended to process JEs and close periods
chronologically, else the incorrect FX rates will be used to calculate journal entries and later disclosure
reports.
7. Click Find in the Debit Account section.
8. To view the Journal Entry DTO records, go to Contracts > Financials > Journal Entry DTO.
Journal Entry DTO records are used for integration with the customer's ERP system.
9. Close the current open period. See Setting up Lease Accounting Period Close for a business unit.

Correcting Segment Errors on journal entry
If there is a journal entry with the character !, a lease accountant can correct the error.
Before you begin

You must sign in as a Lease Accountant to correct the error.
Procedure
1. Open a journal entry that contains the ! character.
2. In the Journal Entry record, General Ledger Segments (Lease) section, check to see which Segment
Type has the Segment Value as Segment Value Error.
3. Fix the segment value. See Setting up segment for a business unit.
4. Repeat steps 1 through 3 to all the journal entries that contain the !. This must be done for both
Periodic and Lease Event Journal Entries.
5. Once all the segment values are fixed, click the Correct Segment Errors action.
6. Once the processing is completed, if you still find journal entries with the ! character, repeat this
procedure until all the journal entries are fixed.
Using data utilities

To bulk create, update, or setup records related to lease accounting, you can use data utilities.
Lease data setup utility

A contract administrator and lease accountant can use the Lease Data Setup Utility for the following.
• A contract administrator can assign asset classes to selected leases using the Lease Data Setup Utility.
• A lease accountant can perform the following by using the Lease Data Setup Utility.
– Assign an asset class to existing leases
– Assign asset class GL codes to existing journal entry setup
– Remove all and recreate asset class GL codes to an existing Journal Entry setup
– Assign asset class GL code templates to existing journal entry setup template
– Remove all and recreate asset class GL code templates to existing journal entry setup template
– Create lease summary balance for existing leases
Assigning asset classes to existing leases

Contract administrators and lease accountants can use the Lease Data Setup Utility for assigning asset
classes to selected leases.
Before you begin

You must sign in as a Contract Administrator or a Lease Accountant.
Procedure
1. Go to Contracts > Contract Set Up > Data Utilities > Lease Data Setup Utility
2. Click Add.
3. In the Lease Data Setup Utility form, enter the name in the General section.
4. In the Details section, specify the Process Type as Assign Asset Class to Leases.
5. Set the Lease Type to either Asset Lease or Real Estate Lease.
The Asset Class field is now visible.

6. Click Create.
Depending on the selected Lease Type, either Real Estate Leases or Asset Leases section is now
visible.
7. Click Find.
8. On the pop-up form, select leases that will be assigned with the selected asset class and click OK
and then click Save & Close.
9. Repeat steps 6 to 8 to add more asset classes.
10. Click Save and then click Process.
11. On the pop-up form, select all the journal entry setup records to which you want to assign those asset
classes, and click OK.
12. Click Save and then click Process.
The Lease Data Setup Utility record closes. Once the status of the record changes to Processed, the
asset class account codes are assigned to the selected journal entry setup records. However, if the
asset class already exists in the journal entry setup, the other information related to the asset class is
updated.
13. Click Complete.
Assigning Asset Class GL Codes to existing journal entry setup

The Lease Data Setup Utility can be used by lease accountants for assigning asset class GL codes to
existing journal entry setups.
Before you begin

You must sign in as a Lease Accountant to assign asset class GL codes to existing journal entry setup..
Procedure
1. Go to Contracts > Contract Set Up > Data Utilities > Lease Data Setup Utility.
2. Click Add.
3. In the Lease Data Setup Utility form, enter the Name in the General section.
4. In the Details section, specify Process Type as Assign Asset Class GL Codes to Journal Entry Setup.
5. Set the Lease Type to either Asset Lease or Real Estate Lease and select a Business Unit.
6. Click Create.
The Asset Class Account Code and Journal Entry Setup sections are now visible.
7. Click Add action on the Asset Class Account Code section.
8. On the pop-up form, select an Asset Class, Debit Account, Credit Account, and click Create.
10. Repeat step 6 to 9 to add more asset classes.
11. Click Find on the Journal Entry Setup section.
13. Click Save.
14. Click Process.
The Lease Data Setup Utility record closes. Once the status of the record is change to Processed, the
asset class account codes are assigned to the selected journal entry setup records. However, if the
asset class already exists in the journal entry setup, the other information related to the asset class is
updated.
15. Click Complete.

Removing all and recreating Asset Class GL Codes to an existing Journal
Entry set up
A lease accountants can use the Lease Data Setup Utility to remove all and recreate Asset Class GL Codes
to an existing Journal Entry set up.
Before you begin

You must sign in as a Lease Accountant to remove all and recreate Asset Class GL Codes to an existing
Journal Entry set up.
Procedure
1. Go to Contracts > Contract Set Up > Data Utilities > Lease Data Setup Utility .
2. Click Add.
4. In the Details section, specify Process Type as Remove All and Recreate Asset Class GL Codes to
Journal Entry Setup.
6. Click Create action.
11. Click Find on the Journal Entry Setup section.
13. Click Save.
14. Click Process.
The Lease Data Setup Utility record is closed. Once the status of the record is change to Processed,
the asset class account codes are assigned to the selected journal entry setup records. However, if
the asset class already exists in the journal entry setup, the other information related to the asset
class is updated.
15. Click Complete.
Assigning Asset Class GL Code Templates to existing journal entry setup

template
A lease accountants can use the Lease Data Setup Utility to assign Asset Class GL Code Templates to
existing Journal Entry Setup Templates.
Before you begin

To assign asset classes to leases, you must sign in as a Lease Accountant.
Procedure
1. Go to Contracts > Contract Set Up > More... > Data Utilities > Lease Data Setup Utility.
4. In the Details section, specify Process Type as Assign Asset Class GL Codes to Journal Entry
Template.

6. Click Create action.
11. Click Find on the Journal Entry Setup Template section.
13. Click Save.
14. Click Process.
The Lease Data Setup Utility record is closed. Once the status of the record is change to Processed,
class is updated.
15. Click Complete.
Removing all and recreating Asset Class GL Code Templates to existing

journal entry setup templates
The Lease Data Setup Utility can be used by Lease Accountants to remove all and recreate Asset Class GL
Codes to existing Journal Entry Setup Templates.
Before you begin

Procedure
2. Click Add.
4. In the Details section, specify Process Type as Remove All and Recreate Asset Class GL Codes to
Journal Entry Setup Template.
6. Click Create.
11. Click Find on the Journal Entry Setup Template section.
13. Click Save > Process.
The Lease Data Setup Utility record is closed. Once the status of the record is changed to Processed,
class is updated.
14. Click Complete.

Creating lease summary balance for existing leases
This utility is used to create Lease Summary Balance to stamp the historical values for the past closing
period. These Lease Summary Balance records will be used to generate the Disclosure reports and any
Roll Forward reports.
Before you begin

You much sign in as a Lease Accountant.
Procedure
2. Click Add.
3. On Details section, select Process Type to "Create Lease Summary Balance".
4. On Lease Balance Summary Fields section, pick From Date and To Date fields, and then click Save.
5. On the Leases section, click Find, select leases, and click OK.
6. Click Save > Process.
The Lease Data Setup Utility record is closed. Once the status of the record is changed to Processed,
the Lease Summary Balance records of the selected periods will be created for the selected leases.
The Lease Summary Balance will be created only for a lease that has a business unit specified.
7. Click Complete.
8. Each Lease Summary Balance for each period can be entered with the currency rate and amount for
each functional account and some other fields also. After filling the information for the Lease Summary
Balance, click Save > Activate.
General ledger code setup utilities
Creating general ledger codes from general ledger code templates

An application administrator can set up new general ledger codes from general ledger code templates.
Before you begin

You must sign in as an Application Administrator to create general ledger codes from general ledger code
templates.
Procedure
1. Go to Contracts > Contract Set Up > More... > General Ledger Code Setup Utility (under Data
Utilities).
2. Click Add .
3. On the General Ledger Business Unit Setup Utility form, enter the reason for update in the General
section.
4. Under Business Unit, select a Business Unit, and click OK.
5. For asset lease, under Asset General Ledger Codes, click Find From Template. For real estate lease,
click Find From Template under Real Estate General Ledger Codes.
6. Select all the General Ledger Code Templates that need to be created as General Ledger Code for the
selected business unit and click OK.
7. Click Create and then click Process.
Once the process is completed, General Ledger Codes are created for those selected General Ledger
Code Template records for the selected business unit.

Assigning general ledger codes to a business unit
As a lease accountant, you can assign general ledger codes to a business unit.
Before you begin

You must sign in as Lease Accountant.
Procedure
1. Go to Contracts > Contract Set Up > More... > Data Utilities > General Ledger Code Setup Utility.
2. Click Add.
3. In the General Ledger Business Unit Setup Utility form, enter the Reason for Update in the General
section.
4. Select a Business Unit.
5. For asset lease, on the Asset General Ledger Codes section, click Find. For real estate lease, under
Real Estate General Ledger Codes, click Find.
6. Select all the General Ledger Codes that need to be assigned to the selected business unit and click
OK.
Results
Once the processing is completed, the General Ledger Codes will be assigned to the selected business
unit.
Lease local reporting utility

This utility is used for leases where local reporting may or may not be enabled on the initial lease
activation however, at a later point there is a need for local reporting schedules and reporting. The
utility will create a replica of the original lease; a mirror lease and based on the local reporting look
back period set on the application settings record, the system may or may not perform local reporting
standard adoption on the mirror lease. Next, all the modifications performed on the original lease of
type Amendment, Change In Assessment, Contractual Factors would be applied to the mirror lease in
the same sequence. After all the modifications are updated to the mirror leases and lease schedules
recalculated, in the end all the details from the lease local reporting tab and the local reporting journal
entries of the mirror lease will be copied over to the original lease on which the utility was run.
Before you begin

You must sign in as a Lease Accountant .
Procedure
1. Go to Contracts > Contract Setup > Data Utilities > Lease Data Setup Utility.
2. Click Add.
3. On the Lease Process form, under General section, enter Name, Description, Verification and Polling
Interval fields.
If the Verification is set to Verify, the generated mirror leases must be verified by a Lease Accountant
before copying the details from the mirror lease to the Local Reporting tab of the main lease. If it
is set to Do Not Verify, all the details from the generated mirror leases will be copied to the Local
Reporting tab of the main lease automatically. The existing details on the local reporting tab of the
main lease will be replaced completely with mirror leases requiring no verification.
4. Click Create.
5. On the Real Estate Lease Process tab, under Identify RE Leases section, click Find to select leases.
6. On the Asset Lease Process tab, under Identify Asset Leases section, click Find to select leases.

7. After all the leases are selected, click Enable Local Reporting.
All the GAAP leases from the Identify RE Leases and/or Identify Asset Leases section will be moved
to the Ready To Process section. All the IFRS leases from Identify RE Leases and/or Identify Asset
Leases section will be moved to the Local GAAP – Pending for Accountant section. If there are leases
in the Local GAAP – Pending for Accountant section, a Lease Accountant must open each record and
provide responses to the questions for GAAP classification before processing can continue. After this
is completed, the leases will appear in the Ready To Process section.
8. Click Process to move all of the leases in the Ready To Process section to the Leases Processing
section.
The Lease Process record is now read-only and the status is updated to Processing. If there is an
issue or value mismatch during processing, the failed leases will appear in the Failed Mirror Leases
section with the reason for the failure.
• After the mirror leases are created, the Lease Process record will again be editable and the status
will be updated to Processed. Mirror leases now appear in the Mirror Leases section.
• If Verification is set to Do Not Verify, the mirror leases are automatically approved and appear in the
Approved Mirror Leases section.
• If Verification is set to Verify, a Lease Accountant must verify the Local Reporting details of each
mirror lease. Then the Lease Accountant must click on Approve or Reject in the Mirror Leases
section.
• Mirror leases that are approved appear in the Approved Mirror Leases section. All data from the
Local Reporting tab is copied to the main lease and the main lease is moved to the Completed
RE/Asset Leases section.
• Mirror leases that are rejected appear in the Rejected Mirror Leases section. No data from the
rejected mirror leases are copied to main lease. The main lease is moved to the Rejected RE/Asset
Leases section.
9. After all leases are moved from the Mirror Leases section to either the Approved Mirror Leases
section or the Rejected Mirror Leases section, select all the leases and click Delete before you
continue. This will ensure the system does not have any unnecessary mirror lease data, as the mirror
lease data for the approved mirror leases is already moved to the main lease.
All the leases available in the Rejected RE Leases or Rejected Asset Leases sections, can be reused
in another Lease Process record by using the Find action. However, all the leases available in the
Completed RE Leases or Completed Asset Leases section cannot be reused, as both Local Reporting
and Adoption has already been applied for those leases.
10. Click Complete.
Creating a journal entry event setup from journal entry event setup template
As a lease accountant, you can create a journal entry event setup from a journal entry event setup
template.
Before you begin

Procedure
1. Go to Contracts > Contract Set Up > Data Utilities > Lease Journal Entry Setup Utility.
2. Click Add.
3. In the Lease Journal Entry Setup Utility form, enter the Reason for Update in the General section.
4. In the details section, enter the following:
Field name Description
Business Unit Select a business unit

Field name Description
Journal Entry Lease Type Select Asset Lease or Real Estate Lease
Default Record Journal This will check the Record Journal on all the Journal Entry
Event Setup records created.
5. Under Lease Journal Entry Event Setup Template section, click Find.
6. Select all the Lease Journal Entry Event Setup Templates that need to be created as Lease Journal
Entry Event Setup for the selected business unit and click OK.
8. Go to Contracts > Contract Set Up > Financials > Lease Journal Entry Event Setup.
9. After the process is completed, the Journal Entry Event Setup records with associated Journal Entry
Setup records will be created for those selected Journal Entry Event Setup Template records for the
selected business unit.
Note: If a Journal Entry Event Setup record already exists, then the system will merge from Journal
Entry Event Setup Template record.

Related concepts
Related tasks
(OSCRE) interface.
Managing payments
Viewing reports

Owned property agreement records

To digitally store owned agreement data, you can input the contents into owned agreement records. The
owned property agreement record can contain as much of the actual agreement details as you want,
based on the preferences and standards of your organization.
Figure 9. Flow diagram for creating the owned property agreement
Owned property agreement creation

As a real estate contract manager, you can specify the entire owned property agreement and attach it as
a file, or summarize key aspects of it. You can input owned property agreement records into your IBM
TRIRIGA application.
Save the owned property agreement record after you specify the data and before you move to the next
tab.
Creating owned property agreement records

To input owned agreement data into owned agreement records, you can manually create owned property
agreement records.
Before you begin

You must sign in as a Real Estate Contract Manager.
Procedure
1. Select Projects > Real Estate.
2. In the Related Links – Real Estate portal section, select Contracts > Owned Property (Fee)
Agreements.
5. Click the Contact Details tab.
6. Click the Contract Administrator role.
7. In the Contact section, click Find, select a name, click OK, and save the role.
Related reference
Form actions

Related concepts
Related tasks
(OSCRE) interface.
Managing payments
Viewing reports
Overview of contract maintenance

The overall contract process consists of the contract creation, contract maintenance, and payment
management phases. The contract maintenance phase includes sending and receiving notifications about
upcoming dates, and revising each contract through proposed change requests and amendments. With
these notifications and change requests, you can maintain the accuracy and efficiency of your contracts.
To ensure the accuracy of your contracts, you can revise each contract through proposed change requests
and adjustments.

Contract maintenance process flow
Figure 10. Flow diagram for requesting data changes
Figure 11. Flow diagram for requesting lease assumption changes
Real estate contract maintenance

In the application, real estate contract maintenance includes the following elements:
• Contract notifications that can be sent to any number of defined roles,
• Real estate data change requests that are sent to the Contract Administrator role,
• Real estate lease assumption change requests that are sent to the Lease Accountant role, and
• Adjustments to the real estate contract that might be necessary after these events.
Asset lease contract maintenance

In the application, asset lease contract maintenance includes the following elements:
• Contract notifications that can be sent to any number of defined roles,
• Asset lease data change requests that are sent to the Contract Administrator role,
• Asset lease assumption change requests that are sent to the Lease Accountant role, and
• Adjustments to the asset lease contract that might be necessary after these events.
Related concepts
Overview of assumptions review process

Related tasks
Setting up lease accounting defaults
Requesting real estate data changes

You can create and submit a request for a data change to a real estate (RE) lease or agreement. After
approval, the change request is sent to the contract administrator of the selected real estate lease
or agreement for review. After review, a revision or amendment to the lease or agreement might be
necessary.
Before you begin

You must sign in as a Request Central role or Real Estate Contract Manager.
Procedure
1. Open the change request.
Role Action
Request Central role In the Request Central portal section, select Contract > RE Contract
Change Request.
Real Estate Contract Select Requests > My Requests. In the Request Central portal
Manager section, select Contract > RE Contract Change Request.
3. In the General section, select whether the request is for you or someone else.
4. In the Real Estate Contract section, click the Find action, select a lease, and click OK.
6. Submit the request.
Related reference
Form actions
Requesting asset lease contract changes

You can create and submit a request for a contract change to an asset lease. After approval, the change
request is sent to the contract administrator of the selected asset lease for review. After review, a revision
of the lease might be necessary.
Before you begin

Procedure
Role Action
Request Central role In the Request Central portal section, select Contract > Contract
Change.
Manager section, select Contract > Contract Change.
4. In the Contract section, click the Find action, select a lease, and click OK.

Related reference
Form actions
Requesting lease assumption changes

You can create and submit a request for an assumptions change to a real estate (RE) lease or asset lease.
However, the system will not send a change request notification to the contract administrator or lease
accountant. There is no attached functionality to this request anymore.
Before you begin

Procedure
Role Action
Request Central role In the Request Central portal section, select Contract > Lease
Assumption Change Request.
Manager section, select Contract > Lease Assumption Change Request.
4. In the Identify Leases to Update section, click the Find action, select a lease, and click OK.
Related reference
Form actions
Managing payments
Related concepts
Related tasks
(OSCRE) interface.

Viewing reports
Managing invoices
To itemize the payments that a tenant or lessee owes to the landlord or lessor, you can create invoices
for real estate contracts or asset leases. You can also create these invoices for "accounts payable" (AP) or
"accounts receivable" (AR).
Creating real estate invoices

To input billing data into invoice records, you can manually create real estate invoice records.
Before you begin

Procedure
1. Select Contracts > Payables > Invoices > Real Estate.
2. Click Add.
Related tasks
Creating asset invoices
To input billing data into invoice records, you can manually create asset invoice records.
Processing lease invoices
To generate and process lease invoices for your accounts receivable (AR) leases, you can manually create
and submit invoice-processing records. After the processing record is approved, the application creates a
draft lease invoice for each selected AR lease.
Related reference
Form actions

Before you begin

You must sign in as a Real Estate Contract Manager. The Real Estate Contract Manager role can create
both asset invoice records and real estate invoice records.

Procedure
1. Select Contracts > Payables > Invoices > Asset.
2. Click Add.
Related tasks
Related reference
Form actions
Managing payables
If you are the tenant or lessee, you can manage the obligations that you owe (or must pay) to the landlord
or lessor. You can process payments, reconcile expenses, and calculate adjustments. These "accounts
payable" (AP) are also known as "payables".
Processing payments
To process payments, you can manually create and issue process payments records. After the issued
record is approved, each selected payment line item is marked as paid.
Before you begin

About this task

The application accepts the full payment, not a partial payment, of a payment line item (PLI). Partial
values might yield unexpected results.
Procedure
1. Select Contracts > Payables > Payments > Process Payments.
5. Issue the record.
Related reference
Form actions
Releasing payments
To release or disburse payments, you can manually create and submit payment release records. After the
released payment is approved, the payment release record is marked as issued.
Before you begin


Procedure
1. Select Contracts > Payables > Payments > Release.
4. In the Invoices tab, specify your invoices.
Related reference
Form actions
Voiding payments
To void payments, you can manually create and submit void payments records. After the voided payment
is approved, each selected payment line item is marked as void.
Before you begin

Procedure
1. Select Contracts > Payables > Payments > Void.
5. Void the payment.
Related reference
Form actions
Stopping payments
To stop payments, you can manually create and submit stop payments records. After the stopped
payment is approved, each selected payment line item is marked as stopped.
Before you begin

Procedure
1. Select Contracts > Payables > Payments > Stop.
5. Stop the payment.
Related reference
Form actions

Reconciling operating expenses
To reconcile operating expenses (OPEX) or common area maintenance (CAM) expenses, you can open
and submit payment reconciliation records. After the issued record is approved, the application creates a
one-time payment for the amount due or credit owed.
Before you begin

About this task

If a lease contains a clause with the Payment Auditable check box selected, the clause shows the Audit
Details section. When the lease is activated, the application sends scheduled notifications to the Contract
Administrator for payment reconciliation. The notification schedule is based on the Reconciliation
Frequency pattern and Reconciliation Start date.
After the reconciliation is issued, you can review the payment line items (PLIs) that are created from
the reconciliation. Return to the lease. In the Payments tab, go to the Payments section and select the
Payments - Projected (AR) related report. The section shows the PLIs from the reconciliation and other
accounts receivable (AR) items.
Procedure
1. Select Contracts > Payables > Real Estate Transactions > My OPEX/CAM Reconciliations.
2. Open a record.
You can find the issued record by selecting Contracts > Payables > Real Estate Transactions > All
Scheduled OPEX/CAM Reconciliations.
Related reference
Form actions
Payments tab
Calculating index adjustments

To calculate adjustments that are based on your current cost index, such as the consumer price index
(CPI), you can open and submit Index Adjustment Calculator records. After the issued record is approved,
the application creates a payment adjustment for the payment line items affected.
Before you begin

You must sign in as a Real Estate Contract Manager or a Lease Accountant.
About this task

If a lease contains a clause with the Includes Index Adjustment check box selected, the clause shows
the Index Adjustments section. When the lease is activated, the application sends scheduled notifications
to the Contract Administrator for index adjustments visible on the home page in the Reminders > Notices
section. The notification schedule is based on the Adjustment Frequency pattern and First Adjustment
Date value.
You can always access index adjustment records for Real Estate leases Contracts > Payables > Real
Estate Transactions > My Index Adjustments. Additionally, under Real Estate Transactions, you can
view scheduled or completed index adjustments.
Procedure
1. Create a base rent payment schedule for the full rent period, rather than for each year.

2. Create an index adjustment lease clause by selecting the Includes Index Adjustment check box on
the clause.
3. Fill in Index Adjustments section, including the minimum and maximum percentage to be applied
when the lease is activated, and associate the base rent payment schedule.
An adjustment reminder can be set up to send an action item and notification that is visible on
the home page in the Reminders > Notices section. When creating an index clause, the Year
of Adjustment is required and the Adjustment End Date will be calculated based of the First
Adjustment Date and Year of Adjustment. The Adjustment End Date is mapped to the End Date
field on the Index Adjustment Calculator record.
Important:
• No logic is tied to the Lifetime Min % Increase and Lifetime Max % Increase fields on the clause.
• When the Maximum % Increase is set to zero on the Index Adjustment Calculator record, the value
is treated as infinite, with no maximum.
4. Click Submit for Accounting Reviews.
The system creates payment line items. The minimum % (floor) is applied on top of the scheduled
payment.
5. Next, the Lease Accountant must calculate the lease treatment and lease classification and generate
the accounting schedules.
The net rent in the accounting schedules has the minimum % (floor) applied on the top of the base
rent.
6. Once the accounting schedules are generated, activate the lease.
The Index Adjustment Calculator records are created. They can be found at Payments > Payment
Processes > Related Reports > Index Adjustment Calcs Processing Details.
7. Open the Index Adjustment Calculator record.
8. Specify the details for the index adjustment in the Calculator section, including the base index and the
new index, and then click Calculate.
This calculates the Adjustment Amount per payment schedule by the %Used. The first adjustment is
done using the scheduled amount and the subsequent adjustments are done using the last adjusted
amount. The Use Average option for the New Index field requires that you first add records to the
Reference Index section of the Index Adjustment Calculator record.
Scheduled Index Adjustments.
When the record is issued, payment line items are updated with the adjustment amount from the
start date of the Index Adjustment Calculator, which is based on the adjustment frequency, to the
end of the adjustment. For GAAP/GASB ASC842 schedules, only the Variable Lease Payment column
is populated with the adjusted amount. For IFRS16 schedule, the Net Rent Payment is included the
adjusted amount and the NPV, ROU Asset, and accounting schedule are re-calculated. The accounting
schedules for ASC840/IAS17 are not impacted. Note that the issued Index Adjustment Calculator
cannot be revised. If it is revised, the adjusted amount that had been applied on the payments will not
be reverted. .
Related reference
Form actions
Applying Index Adjustment Calculator
Before you begin

You must sign in as a Contract Administrator to apply an index adjustment calculator.
About this task

Apply new index adjustment/new payment that is increased/decreased based on the new index.

Procedure
1. When a contract administrator gets an Index Adjustment action on the Home portal or open an existing
index lease, go to Payments tab > Payment Processes > Related Reports, select Index Adjustment
Calcs Processing Details.
2. Open an Index Adjustment Calculator, on the Calculator section, enter the Base Index and New Index
and click Calculate section action. Instead of index, base payment and new payment can be used by
checking on the New payment amount is known check box.
Note: The % Used is derived by comparing % Change with the Minimum % Increase and Maximum %
Increase if they are specified on the Index clause.
3. Click Issue. An attention message informing that once the Index Adjustment Calculator is issued, it
cannot be reverted appears. Click Continue.
Once the processing in completed on the lease, its status changes to Revision Accounting In Review.
4. Review all the information. Once the lease is ready to be sent to a lease accountant to review, click
Submit For Accounting Review.
The lease accountant will be notified to review the lease.
Applying a new Index Adjustment

Apply new index adjustment/new payment that is increased/decreased based on the new index.
Before you begin

You must sign in as a lease accountant to apply a new index adjustment.
Procedure
1. Upon getting a notification that the lease has been modified, open the lease.
Note: Total Rent Expenses and NPV will be updated automatically only for an IFRS lease. It is not
required to re-classify the lease.
2. Review all the information, then click Recalculate Accounting Schedules.
3. Once the lease is back to Revision Accounting In Review, review the accounting schedules.
Note: For GAAP/GASB lease, the Variable Lease Payment column on Operating/Finance schedule will
be populated with increase or decrease that was applied by the index. For IFRS lease, the Previous
Blended Rate or Local Blended Rate (depending on which tab represents IFRS lease) will be updated
with the Current Blended Rate or Local Current Blended Rate. The Current Blended Rate or Local
Current Blended Rate will be calculated.
4. If everything is good, click Activate. For IFRS lease, the lease event JEs will be created along with the
lease event lease summary balance record. It stores the functional currency amounts of lease event
JEs for the current open period. The lease summary balance record can be accessed on the Lease
Summary Balance section of the History tab of a lease.
Calculating percentage rent reports

To evaluate or recalculate reports that are based on your percentage rent, you can open and submit
percentage rent report records. After the issued record is approved, the application creates a one-time
payment for the amount due to the landlord or lessor.
Before you begin

About this task

If a lease contains a clause with the Clause Type of percentage rent, the clause shows several sections
for percentage rent. When the lease is activated, the application generates percentage rent report

records. The reporting schedule is based on the Reporting Frequency pattern and First Reporting Period
Start Date value.
Procedure
1. Select Contracts > Payables > Real Estate Transactions > My Sales Reporting.
2. Open a record.
Scheduled Sales Reporting.
Related reference
Form actions
Managing receivables
If you are the landlord or lessor, you can manage the obligations that you are owed (or must receive) by a
tenant or lessee. You can process lease invoices and lease receipts. These "accounts receivable" (AR) are
also known as "receivables".

Before you begin

Procedure
1. Select Contracts > Receivables > Generate Lease Invoices.
2. Click Add.
5. Process the record.
Related tasks
Related reference
Form actions
Processing lease receipts

To generate and process lease receipts for the accounts receivable (AR) payments from tenants or
lessees, you can manually create and submit receipt-processing records. After the processing record is
approved, each selected payment line item is marked as paid. Every time another processing record
is issued for the same contract, the application recalculates the current total of any overpayment or
underpayment.

Before you begin
About this task

If the actual amount is less than the expected amount, the application processes the original payment
line item and creates a second payment line item. The new payment line item contains the same due date
and other details from the original payment line item. However, the expected amount of the new payment
is set to the difference between the actual and expected amounts of the original payment.
Procedure
1. Select Contracts > Receivables > Receive Lease Receipts.
2. Click Add.
Related reference
Form actions
Managing payment schedules

At Company ABC, IBM TRIRIGA Real Estate Manager is being used to manage real estate leases and track
lease payments. Users can adjust or change details of payment schedules and payment line items after a
lease is activated and its payments are scheduled.
Tip: Once a payment schedule is created and in Pending status, you can no longer update the Start Date
and End Date of the payment schedule. If you must change the dates, you must create a new payment
schedule with the correct dates and remove the old schedule.
Creating payment schedules
Procedure
1. On the Payments tab, click Generate Payment Schedules in the Payment Schedules section.
2. In the Generate Payment Schedules form that opens, select the Payment Type under General
Information.
Note:
By default, for any payment schedule has the Summary Type set to Rent and the Included In
Amortization Schedule as checked.
For ASC840/ IAS17, a Straight-Line Rent/Amortization schedule considers only default payment
schedules. For a payment schedule where Summary Type is Incentive and Included In Amortization
Schedule is checked, this will be seen on either Incentive Schedule Before Lease Commencement
Date and/or Incentive Schedule After Lease Commencement Date depending on the incentive’s
receiving date.
For ASC842, IFRS16, Operating/Finance schedule considers both the default payments and those
payment schedule with Summary Type set to Incentive and Included In Amortization Schedule is
checked, that is received on or after the Accounting Start Date.
3. In the Payment Parameters section, specify Frequency, Full Payment Start Date, Is the first payment
prorated?, Pro Rata Basis, Amount Per Bases, Payment Due On, Number of Schedules, Adjust Months,
etc.
Note: The Calculation Method field is editable only when the Frequency is set to Quarterly, Specific
Quarterly (Location Specific), Semi-Annually, or Annually.

4. Review all the information and click Generate Payment Schedules in the Payment Schedules section.
5. Set Processing Rules and Cost codes.
6. In the Payment Instruction tab, the default payment instruction is the same as the organization set in
Contact Details tab (Default Remit To section of the form). Click Create Schedule(s).
Once the payment schedule(s) is created, the Generate Payment Schedule form is cleared and you can
create the next set of payment schedule(s).
Calculating partial payments

When a payment must be made for a partial period, for example if the start or end date of the lease does
not coincide with the start or end of a payment period, you can create a partial payment schedule.
About this task

You can calculate the amount of a partial payment for any of the following payment frequencies:
• Monthly
• Quarterly
• Specific Quarterly (Location Specific), which has the options of Modern Quarter, Traditional English
Quarter, or Traditional Scottish Quarter
• Semi-Annually
• Annually
To determine how the partial payments will be calculated, you can select the pro rata basis and whether
the calculation method to be used is Daily or Monthly-Daily. The Daily option uses the total number of
days that are included in the payment period for which you must pay and calculates by using a daily rate.
The Monthly-Daily method calculates any complete months using a monthly rate and then adds additional
days using a daily rate. The daily rate is based on the annual amount divided by the selected pro rata
basis. If you have selected a pro rata basis of Actual Quarter day, the daily rate is calculated based on the
amount for the quarter divided by the number of days in quarter.
You can also select if the payment is due on the first day of the period, the last day of the period, or on a
specific day of the period, such as the 5th day of the period.
Procedure
1. Open or create a lease. If it is an active real estate lease, revise the lease to make it editable.
3. When the information is completely entered, click Generate Schedule(s).
4. Adjust the dates to specify the partial payment schedule.
5. Click Create Schedule(s).
An example of creating a Partial Payment Schedule

This is an example for creating monthly payment schedules that start on 1/10/2019 and end on 1/9/2022
for $1,000 per month, where each anniversary has the increase of $100, and pays on the first day of the
month.
1. On the Payments tab, click Generate Payment Schedules in the Payment Schedules section and
leave Payment Type as Rent.
3. In the field Is the first payment prorated?, answer Yes. Then, the From Date field is visible. Set it to
1/15/2019.
4. Set Frequency = Monthly, Full Payment Start Date = 2/1/2019.
5. Set Pro Rata Basis = Actual Month Day (default) and Charge Amount Basis = per Month (default).
6. Enter the Amount Per Basis = $1,000, Payment Due On = First Day of Period, Number of Schedules =
3, Adjust Every [x] Months = 12.

7. Set Growth Type = Fixed, the Fixed Growth field is visible, enter $100.
8. Click Generate Schedule(s) on the Payment Schedule section.
9. Adjust the From Date to start on the 10th and To Date to end on the 9th of each year.
10. Set other fields if required.
11. Click Create Schedule(s) and close the form.
12. Open each payment schedule. The prorated amounts are calculated and are seen in the Partial First
Payment and Partial Last Payment sections.
Creating prepayment payment schedules
Procedure
1. Select the Payment Type = Rent on the General Information section. Leave the Included In
Amortization Schedule check box as checked.
2. In the Payment Parameters section, select Frequency as Other. Under General Information, Include In
Rental Prepayment is now visible. Enable the check box against this field.
3. Specify the From Date and Amount.
Contact Details tab (Default Remit To section of the form).
The amount on all the Prepayment payment schedules is shown on the Rental Prepayment field in
Accounting Details on the Accounting tab.
Creating incentive payment schedules
Procedure
1. Under Payment Schedules section, click Generate Payment Schedules.
2. In the General Payment Schedule form, under General Information, select the Payment Type as
Tenant Improvement Incentive. When payment type is tenant improvement incentive, it defaults to
accounts receivable.
Note: By default, the Summary Type is set to Rent and the Included In Amortization Schedule
option is checked. In a straight line schedule, Accounting Schedules consider only those payment
schedules that meet these default values. For operating and finance schedule, accounting schedules
consider those payment types where the Summary Type is set to Incentive and Included In
Amortization Schedule is checked.
3. On the Payment Parameters section, select Frequency as Other.
4. Specify the From Date and Amount.
If the From Date is prior to the Accounting Start Date, the Incentive Schedule Before Lease
Commencement section will show on the Accounting tab for ASC840/IAS17. For ASC840/IFRS16,
the amount is included as part of the ROU Asset alone.
If the From Date is on or after the Accounting Start Date, the Incentive Schedule After Lease
Commencement section will show on the Accounting tab for ASC840/IAS17. For ASC840/IFRS16, the
amount is deducted from the payment for the period that the incentive payment is received, therefore,
it would affect the liability and also the ROU asset.
Contact Details tab (Default Remit To section of the form). You can change this payment instruction if
needed.

Creating location specific quarter payment schedules
Procedure
1. Set Frequency to Specific Quarterly (Location Specific).
2. For Location Specific Quarter select one of the options from Modern Quarter, Traditional English
Quarter, and Traditional Scottish Quarter.
Note: A new Location Specific Quarter can be added and defined by the Application Administrator.
When you pick the Schedule Start Date, the Full Payment Start Date is automatically set based on the
selected quarter.
3. Set Pro Rata Basis, Amount, Payment Due On, Number of Schedules, Adjust Months, etc.
4. Click Generate Schedule(s) in the Payment Schedule section.
6. In the Payment Instruction section, if the Default Remit To is set on the Contact Details section, the
same organization will be set as the default payment instruction.
Related tasks
“Creating location specific quarters” on page 67
You can set up different definitions of quarters to be specific to different locations.
Adding tax on payment schedules
Procedure
1. Click on a pending payment schedule where you need to add tax.
2. In the Tax Breakdown section, click Add Tax Type.
3. Select Tax Type and click OK.
4. Specify Tax Rate for each Tax Type and click Save.
On Details section, the Total Tax Rate and Total Tax Amount will be updated. The Expected Expense
Amount will include the Total Tax Amount.
Related tasks
“Creating tax types” on page 67
An application administrator can set up new tax types.
Updating payment instructions
Procedure
1. From the Payments tab, go to Payment Instructions sub-tab.
2. Click Update Payment Instructions action. This is to update the Remit To organization of a payment
for the period of time.
3. On the Update Payment Instruction form, go to the Details section. Select the Start Date of the new
payment instruction and select the Payment Type of the existing payment instruction to update.
4. Select the existing payment instruction in the Existing Payment Instructions section.
The selected payment instruction information will be set on the Payment Instruction section.
5. On the Payment Instruction section, update information, such as Allocation %, Bank Name, Bank
Account, Remit To Organization, Address, etc.
6. Once all the information is updated, click Create Payment Instruction section action.
A new payment instruction will be created and show up on the New Payment Instructions section. The
Effective From Date of the new payment Instruction starts on Start Date that is entered earlier.
7. Click Process Payment Instruction action and close the Update Payment Instruction form.

Results
The new payment instruction will be associated to the associated payment schedule. Also, the payment
line items that are within the Effective From and To dates of the new payment instruction will
be associated to it. Under Payments tab (Payment Instructions sub-tab), can see all the payment
instructions by changing the Related Reports from "Current And Future Payment Instructions" to "All
Payment Instructions".
An example of updating payment instructions to remit to a new payee organization

Paulina is a real estate contract manager at Company ABC. She is managing a real estate lease for
Lessee XYZ where the payee must change while the lease is active. Paulina needs to change the payment
instructions to remit to a new payee organization and update the future payment schedules. IBM TRIRIGA
Real Estate Manager provides a quick way to update all of the payment instructions with one change to
the lease record.
1. Revise the active real estate lease.
Paulina opens the TRIRIGA Real Estate Manager application and opens the active Lessee XYZ lease.
She revises the lease to make it editable.
2. Add the new remit to organization.
Paulina opens the Payments tab of the lease record. On the Payment Instructions tab, she clicks the
Update Payment Instruction action.
• She selects the payment instruction to change.
• In the Start Date field, she adds the date on which the change needs to take effect.
• In the Payment Instruction section, she changes the details, including the remit to organization,
that are to take effect on the new start date.
• She clicks Create Payment Instruction and the new payment instruction appears in the New
Payment Instructions section.
3. Process the adjustment.
When Paulina is finished, she clicks the Process Payment Instruction action. The TRIRIGA Real
Estate Manager application updates the affected payment schedules with new payment instructions.
Tip: If the lease is still in Draft status, the New Payment Instructions section does not appear. You
can change the payment instruction directly. Some changes are not allowed and, if this information
is entered in error, you must delete the payment schedule and create it again with the correct
information.
Adjusting payment schedules

On the Payments tab, click Adjust Payments on the Payment Schedules section. By default, the Update
action is set to Update or Split Payment Schedules. It can be changed to Update Only Payment Line
Items.
Update or Split Payment Schedule
Procedure
1. In the Payment Schedules section, select an existing payment schedule where payments need to be
updated.
2. The From Date and To Date will be populated. If the From Date and/or To Date need to be adjusted, the
payment schedule will break into multiple payment schedules.
3. Enter the value for the Adjust Amount To field. It can be a positive or a negative amount.
4. Click Process Adjustment.

Once the processing is completed, the future active payment line items (after today) are updated. If
the past payment (before today) or today's payment that is paid is adjusted, a catchup payment line
item with today's due date is created with the sum of the catchup amount from those payments.
Remember: The catchup payment is created for any frequency except for the frequency type Other.
5. Close the Payment Adjustment pop-up form.
The payment schedules are updated with the new amount and/or broken accordingly on the Payment
Schedules section.
Update Only Payment Line Items
About this task

This task describes adjusting a payment schedule by updating only payment line items.
Procedure
1. Change Update action to Use Update Only Payment Line Items.
2. Select a Payment Type of payment line items where payments need to be updated.
3. Select From Date and To Date.
4. Enter Adjust Amount To. It can be a positive or a negative amount.
5. Click Process Adjustment.
Once the processing is completed, all the payment line items will be updated. Any payment line items
that have the due date within the selected dates and payment type will be updated, including the
payment line items with the due date in the past (see the Payments subtab). There is no catchup
payment created. Amount will not be updated on any payment schedules.
Adjusting the start date of a payment schedule

IBM TRIRIGA Real Estate Manager users who need to make a minor change to an active lease payment
schedule, such as a start date change, can adjust the schedule.
Background
Paulina is a real estate contract manager at Company ABC. She is managing a real estate lease for Lessee
XYZ, with a two-year lease term, a monthly payment frequency, and a monthly payment of $1000 USD.
However, due to recent changes to the contract, she must update the payment start date from January 1,
2013 to January 1, 2014. The payment end date remains on December 31, 2014.
Step 1: Revise the active real estate lease

Paulina opens the TRIRIGA Real Estate Manager application and opens the active Lessee XYZ lease with
its scheduled payments and active payment line items. She clicks Contract Revise > Amendment to
make the lease record editable.
Step 2: Adjust the payments

Paulina opens the Payments tab and clicks the Adjust Payments action.
• She selects the affected payment schedule.
• She changes the start date from January 1, 2013 to January 1, 2014.
• She keeps the same end date as December 31, 2014.
• She keeps the same monthly amount as $1000 USD.
• She enters the adjustment reason.
• She keeps the Update Action to be Update or Split Payment Schedules.

Step 3: Process the adjustment
When Paulina is finished, she clicks the Process Adjustment action. The TRIRIGA Real Estate Manager
application generates the following two payment schedules:
• First schedule from January 1, 2013 to December 31, 2013 at $1000 USD.
• Second schedule from January 1, 2014 to December 31, 2014 at $1000 USD.
The adjusted payment line items are dissociated from the original payment schedule and associated to
the new schedule. You should then remove the first, erroneous, schedule and void the payment line items.
Adjusting the start and end dates of a payment schedule

IBM TRIRIGA Real Estate Manager users who require a more complex change to an active lease payment
schedule, such as a multiple date and payment change, can adjust the schedule. More complex date
changes to the original payment schedule might generate as many as three schedules.
Background
Paulina is a real estate contract manager at Company ABC. She is managing a real estate lease for Lessee
XYZ, with a two-year lease term, a monthly payment frequency, and a monthly payment of $1000 USD.
However, due to recent changes to the contract, she must update the payment start date from January
1, 2013 to June 1, 2013, and update the payment end date from December 31, 2014 to December 31,
2013. For this new period, she must also raise the monthly payment from $1000 to $2000 USD.
Step 1: Revise the active real estate lease

Paulina opens the TRIRIGA Real Estate Manager application and opens the active Lessee XYZ lease with
its scheduled payments and active payment line items. She revises the lease to make it editable.
Step 2: Adjust the payments

Paulina opens the Payments tab and clicks the Adjust Payments action.
• She selects the affected payment schedule.
• She changes the start date from January 1, 2013 to June 1, 2013.
• She changes the end date from December 31, 2014 to December 31, 2013.
• She changes the monthly amount from $1000 to $2000 USD.
• She enters the adjustment reason.
• She keeps the Update Action to be Update or Split Payment Schedules.
Step 3: Process the adjustment

When Paulina is finished, she clicks the Process Adjustment action. The TRIRIGA Real Estate Manager
application generates the following three payment schedules:
• First schedule from January 1, 2013 to May 31, 2013 at $1000 USD.
• Second schedule from June 1, 2013 to December 31, 2013 at $2000 USD.
• Third schedule from January 1, 2014 to December 31, 2014 at $1000 USD.
The adjusted payment line items are dissociated from the original payment schedule and associated to
the new schedule. Although Paulina is not required to keep the third schedule, she chooses to not void the
schedule just in case another adjustment becomes necessary in the future.
Viewing reports

Related concepts
Related tasks
(OSCRE) interface.
Managing payments
Home portal
You can view various forms of reports throughout the application. One place you can find them is in your
Home portal. You must sign in as a Real Estate Contract Manager. From your Home portal, locate the
report.
Depending on your security access as a Real Estate Contract Manager, you can find the following reports
in your Home portal:
• Lease Abstract – Abstracts for Review
• Lease Abstract – My Abstracts
• Lease Abstract Summary Abstractor
• Leases Expiring within a Year
• My Draft Real Estate Contracts
• My Leased and Owned Properties
• My Proposed and Draft Real Estate Contracts
• My Rejected RELs and OPs (Real Estate Leases and Owned Property Agreements)

Viewing my reports portal
You can view various forms of reports throughout the application. One place you can find them is in the
My Reports portal. Depending on the report, you must specify the query parameters and prompt values to
access the report.
Before you begin

About this task

Depending on your security access as a Real Estate Contract Manager, you can find the following reports
in the My Reports portal:
• Accounts Payable History
• Contract Payment Details
• Contract Payment Summary
• Contract Summary
• Future Rent Obligations Detail
• Lease Critical Dates
• Line Item Master
• List of Lease Abstracts
• Option Master
• Portfolio Summary
• Tenant Payment Aging
Procedure
1. Select the My Reports portal.
2. Click the Community tab.
3. Specify the title of the report in the Title filter.
You can use additional filters to locate the report.
4. Click the Apply Filters action.
The report is shown in the list.
5. Click the Run Report icon beside the report.
Depending on the report, the report opens. If the report does not open, continue with the next step.
6. Specify the query parameters and click the Submit action.
7. Specify the prompt values and click OK.
The report opens.
Viewing the reports tab

You can view various forms of reports throughout the application. One place you can find them is in the
Reports tab of a particular record. Depending on the record, you must select the title of the report or
specify the data in the report filters to access the report.
Before you begin

About this task

The record that you open can be an owned property agreement, payment reconciliation, percentage rent
report, process payment, real estate invoice, or real estate lease record. Depending on your security

access as a Real Estate Contract Manager, you can find the following reports in the Reports tab of the
related record:
• AR RE Contract Payment Summary (Accounts Receivable Real Estate Contract)
• Owned Property Abstract
• Owned Property Record
• Payment Reconciliation Invoice
• Percentage Rent
• Real Estate Invoice
• Real Estate Invoice Record
• Real Estate Invoice Summary Bulk Print
• Real Estate Lease Abstract
• Real Estate Lease Record
Procedure
1. Open a particular record and review the form.
2. Click the Reports tab.
Depending on the record, the report opens. If the report does not open, continue with the next step.
3. Select the report title.
Depending on the record, the report opens. If the report does not open, continue with the next step.
4. Specify the data in the report filters and click the Submit action.
The report opens.
Related reference
Reports tab
Running lease disclosure BIRT reports
Before you begin

You must sign in as a lease accountant to run the new lease disclosure BIRT reports.
Procedure
1. Go to Contracts > Financials > Process Lease Disclosure Reports and click Add.
2. On the General section, enter Name. Select the Report Name and Export Type. To refer to the
Disclosure Report Descriptions, download the IBM TRIRIGA 11.1 Documentation and Resources (ZIP).
When the Report Name is selected, the Parameters section with relevant parameters needed for the
report, Business Unit section, and BIRT Report section will become visible.
3. On the Parameters section, set the Report Currency, Accounting Calendar, Period From, Period To and
other parameter values as needed for the report.
Note: Some of the reports display "Period As Of" parameter instead of Period From and Period To
parameters.
4. On the Business Unit section, select a single or multiple Business Units as needed.
5. On the Contacts section, select people to send the email notification once the report is processed.
6. Click on Create Draft action.
7. Review all the information and click Process. The Lease Disclosure Report form will be closed.
8. After the Lease Disclosure Report record is processed, re-open the record to see the report under the
BIRT report section. The snapshot of report is also captured on Lease Disclosure Report Log record
which is displayed under Lease Disclosure Report Log section.

Note: If the Lease Disclosure Report is re-processed, then another Lease Disclosure Report log record
will be created.
The fields used in calculations of columns displayed on the BIRT Disclosure and Roll Forward reports
along with lease and reporting currencies information are captured on the Lease Summary Balance
DTO record, which is displayed under Lease Summary Balance DTO section.
Some of the reports display a “Force Recalculate” check-box under the Parameters section. The user
can select this check-box if they make any changes to the currency conversion rates of previous
periods after the report has already been processed. When the report is re-processed, the system will
re-calculate the previous periods with the latest currency conversion rates. Otherwise, the report will
continue to use the old currency conversion rates.
9. Once the report is processed for selected fiscal period, click Complete.

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IBM TRIRIGA

Lease and Owned Property

Chapter 1. Managing leased and owned property contracts.....................................1

Overview of contract management

Contract process flows

Real estate overview

© Copyright IBM Corp. 2011, 2022 1

Create an owned property contract

Create a real estate lease

2 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Chapter 1. Managing leased and owned property contracts 3

Operating expense management

4 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Chapter 1. Managing leased and owned property contracts 5

6 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Review the lease contract

Chapter 1. Managing leased and owned property contracts 7

8 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Real estate abstractor

Chapter 1. Managing leased and owned property contracts 9

Real estate contract manager

10 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Chapter 1. Managing leased and owned property contracts 11

Setting up fields and records

12 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Chapter 1. Managing leased and owned property contracts 13

14 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Before you begin

About this task

Chapter 1. Managing leased and owned property contracts 15

Before you begin

Before you begin

Setting up lease abstract defaults

Before you begin

16 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Setting up OSCRE tools

Overview of OSCRE process

Abstractor sends the lease abstract

Chapter 1. Managing leased and owned property contracts 17

You receive the lease abstract

You send the abstract status

Abstractor sends the clarification

18 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

You receive the clarification

Setting up the properties file

Before you begin

Chapter 1. Managing leased and owned property contracts 19

Before you begin

Setting up application settings

Before you begin

20 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Chapter 1. Managing leased and owned property contracts 21

Lease abstract records

Contract creation process flow

Figure 4. Flow diagram for creating the lease abstract

Lease abstract creation

22 IBM TRIRIGA : © Copyright IBM Corp. 2011, 2022

Creating lease abstract records

Before you begin

Chapter 1. Managing leased and owned property contracts 23

Populating default values for the index adjustments section

Before you begin

Creating lease abstract records by sending offline forms