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October 5, 2018

Train Release Notes 18.10

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Accruent Confidential and Proprietary ©2018 Page | 1

Accruent Confidential and Proprietary, copyright 2018. All rights reserved.

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Table of Contents Release Information ...................................................................................................................................... 3

Introduction .............................................................................................................................................. 3

Ideas for Improving Lucernex ................................................................................................................... 3

Database Schema Updates ........................................................................................................................... 4

AlternateRentSchedule Table ................................................................................................................... 4

Asset Table ................................................................................................................................................ 4

CPI Table.................................................................................................................................................... 4

ExpenseSchedule Table ............................................................................................................................. 5

ExpenseSetup Table .................................................................................................................................. 5

Member Table ........................................................................................................................................... 5

MemberAudit Table .................................................................................................................................. 5

Program Table ........................................................................................................................................... 5

VirtualExpenseForecastPeriod Table ........................................................................................................ 5

Summary of Issues Fixed and Additional Enhancements ............................................................................. 6

Online Help is Here! .................................................................................................................................. 6

We want your feedback! ....................................................................................................................... 6

Content Currently in the Online Help ................................................................................................... 7

Open the Online Help ........................................................................................................................... 8

How to Use the Online Help ................................................................................................................. 9

Search All Content ............................................................................................................................... 11

Use-Based Rent Now Available in Lucernex! .......................................................................................... 12

CPI Indexed Rent Now Supported in Lucernex! ...................................................................................... 12

New Straight Line Asset Amortization Method Setting Added to Financial Settings Page .................... 12

Percentage Rent Respects Caps Placed by Alternate Rent Scenarios .................................................... 13

Enhancements to Mobile User Interface ................................................................................................ 14

Client-Requested Enhancements ............................................................................................................ 15

Client-Reported Issues ............................................................................................................................ 15


Release Information Release Version: 18.10

Date of Release (Train): October 5, 2018

Introduction This document describes the features and functionality of the Lucernex 18.10 Train release.

Enhancements have been delivered for Admin, Contracts, Custom Lists, the Dashboard, Documents,

Equipment Contracts, Parcels, Reports, and Security.

Additionally, this release contains the in-app Online Help, Use-Based Rent, CPI Indexing, and much

more!

Ideas for Improving Lucernex We invite you to submit enhancement requests on the Lucernex Ideas Page, visible to both internal

Accruent employees and Support Contacts for other Lucernex customers. You can now vote for or

against these ideas, add or respond to comments, and view the status of all ideas.

This direct feedback allows Accruent to gain visibility into what is meaningful to customers. Product

Management actively monitors the Ideas board, adds comments, and updates the status of ideas as

needed.

Please contact Lucernex Support for any questions about Ideas.

https://accruent-support.force.com/Lucernex/ideas/ideaList.apexp


Database Schema Updates There are database schema updates with this release, which should not impact current integrations.

DataMart customers should run a full-brush.

AlternateRentSchedule Table

Change Field Name Type UI Label

Added CapAmount Currency Monthly Max Cap (Ceiling)

Added FloorAmount Currency Monthly Min Cap (Floor)

Asset Table


Added IntegrationAssetStatus Text Integration Asset Status

CPI Table


Added CPI 5-Digit Number CPI Value

Added CPIID Number CPI RecID

Added CodeCPIIndexID Dropdown CPI Index

Added ContractID Contract ID ContractID

Added ModifiedByID Member Modified By

Added ModifiedDate Time Modified Date

Added Month Number Month

Added PublishedDate Date Published Date

Added Year Number Year


ExpenseSchedule Table


Added IsCPI Boolean Is CPI?

ExpenseSetup Table


Added CodeCPIIndexID Dropdown CPI Index

Member Table


Added CodeCognosRoleID Dropdown Code Cognos Role

MemberAudit Table


Added SrcIP Text Source IP

Added UserAgent Text User Agent

Program Table


Added SLAssetAmortizeMethod Text SL Asset Amortize Method

VirtualExpenseForecastPeriod Table


Added IsCPI Boolean Is CPI?


Summary of Issues Fixed and Additional Enhancements

Online Help is Here! Online Help is now available in Lucernex! Over the past eight months, we have been expanding our

documentation and distributing it in the form of PDF files. You can now access this documentation in an

easily navigable interface without leaving the Lucernex application.

As part of our commitment to delivering high-quality software, we will continue to expand and update

our product documentation. Our team of subject matter experts are working hard to deliver quality

content—we thank you for your patience.

We want your feedback!

As we expand our documentation, we want to know if the content we provide answers your questions.

At the bottom of each procedural page, you will see a feedback survey. Please let us know how we are

doing!

Feedback survey.


Content Currently in the Online Help

Release Notes

User Interface Guide

Common Procedures, including, but not limited to:

o How to use functions common across Lucernex, including but not limited to adding a

Group, Type, or Person

o How to use the Documents sub-module

o How to use the PrizmDoc Document Viewer

o How to use the Email Log

Import Spreadsheet Procedures, including, but not limited to:

o Sales Data Imports

o Use Based Rent Data Imports

o Bulk ASC 842 / IFRS 16 Data Imports

o CPI Data Imports

Walkthroughs, including, but not limited to:

o ASC 842 / IFRS 16 Functional Overviews for Contracts and Equipment Contracts

o Bulk ASC 842 / IFRS 16 Data Imports

o Land / Building Splits

o Fiscal Calendars

o Granting Generate Rent Permissions to Members

System Administrator Guides, including, but not limited to:

o Manage Company Settings

o Schedule Templates

o Binder Templates

o Forms

o Custom Lists

o Work Flows

o Page Layouts

o Member Administration

o Folder Templates

Reports

o Report Builder Step-by-Step procedures

o Global Report Templates List

o Report Security

Contracts documentation

Equipment Contracts documentation


Open the Online Help

To open the Online Help, follow the steps below:

1. Log into Lucernex.

2. Click the Help button in the toolbar in the upper-right corner of the window.

The Help drop-down menu opens.

Help drop-down menu.

3. Choose between three options:

o Select Online Help from the drop-down menu.

This option will open the top-level page of the Online Help in a new tab. You can then

navigate to the appropriate section of the Online Help using the Table of Contents

menu on the left side of the window.

o Select Online Help Walk-Thrus from the drop-down menu.

This option will open the Walkthroughs page of the Online Help in a new tab. The

Walkthroughs page links to step-by-step procedures for configuring your system for ASC

842 and IFRS 16, and other helpful content.

o Select Accruent Academy from the drop-down menu.

This option will open the Lucernex Fundamentals video training course in a new tab.


How to Use the Online Help

The Online Help is organized to make it simple to navigate. The pages in the Online Help follow the

same structure as the tabs in Lucernex.

Pictured in the screen shot above is the Contract > Abstract Info > Terms page of the Online Help.

Toolbar

There are several functions in the toolbar that will help you use the Online Help more effectively.

Important! The Search field in the toolbar searches the content on the help page you are

currently viewing. To search for content across the entire project, please see the Search

All Content section below.

Pictured in the screenshot is the toolbar at the top of the Online Help.


Button Description

Hide Navigation button – Click this button to hide the Table of Contents menu. Click it again to restore the menu.

Expand All button – Click this button to expand all Toggler sections in the current help topic.

Collapse All button – Click this button to collapse all Toggler sections in the current help topic.

Remove Search Highlighting button – Click this button to clear highlighting from the help topic after a search.

Stop button – Click this button to stop a page from loading, similar to how the Stop button works in your browser.

Refresh button – Click this button to refresh the Online Help.

Home button – Click this button to return to the home page of the Online Help.

Table of Contents button – Click this button to re-open the Table of Contents menu.

Back button – Click this button to return to the previous topic you viewed.

Previous Topic button – Click this button to see the previous topic in the Table of Contents menu.

Next Topic button – Click this button to see the next topic in the Table of Contents menu.

Forward button – Click this button to return to the topic you viewed after the topic you are currently viewing.


Search All Content

The Search All Content button in the lower-left corner of the Table of Contents menu allows you to

search all topics in the Online Help for key words or phrases. This differs from the Search field in the

toolbar, which only searches the content in the current help topic.

Note: In testing, we found that the search will sometimes not load topics in the frame.

For now, please search for key words and phrases inside quotation marks.

Search All Content button.

To search all content, follow the steps below:

1. Click the Search All Content button.

The Table of Contents menu is replaced by a blank panel, with a Search field at the top.

2. Enter your search terms in the Search field.

3. Click the Search button.

The topics which contain your search terms appear in a table.

4. Click the topic you want to view.

The topic opens in the Online Help.

5. To reopen the Table of Contents menu, click the Table of Contents button above the Search All

Content button.

You can toggle back and forth between the Search table and the Table of Contents menu using

these two buttons.


Use-Based Rent Now Available in Lucernex! The new Use Based Rent sub-module of the Contract module allows users to create variable rent

records based upon their usage of a real estate resource. Lucernex supports two models: Count Based

and Share Based. The Count Based model calculates rent based upon the unit rate multiplied against the

number of units used. The Share Based model calculates rent based upon a shared resource rent rate

multiplied against the lessee share.

Note: If you do not have need for use-based rent in your lease portfolio, we recommend

that you disable access to this tab through security settings for cleanliness of your user

experience.

To see the Use-Based Rent in Lucernex User Guide, click here. This user guide is also available in the

Online Help.

CPI Indexed Rent Now Supported in Lucernex! Many of our customers have leases where payments are CPI-indexed. This means that there are regular

escalations to rent payments that are calculated based upon a percentage increase of one of several

possible government-maintained Consumer Price Index. Under FASB guidance, CPI increases are variable

rent and should not impact ASC 842 schedules. This means that the CPI escalation must be tied to a

separate expense schedule that is not tied to an ASC 842 schedule. Under IASB guidance, the CPI

increase is incorporated into IFRS 16 schedules more promptly.

The Lucernex team is now releasing the first iteration of our CPI Index functionality. To see the CPI

Indexing in Lucernex User Guide, click here. This user guide is also available in the Online Help.

New Straight Line Asset Amortization Method Setting Added to Financial

Settings Page On the Admin > Manage Company > Financial Settings page, we have added a new setting: Straight

Line Asset Amortize Method. This setting controls how you want the system to calculate the

amortization of Assets in Straight Line schedules, and it only impacts Finance leases.

There are two option buttons to choose between: Per Day, and Per Period. Per Day distributes the

amortization according to the number of days in the period, and Per Period distributes the amortization

equally among periods.

https://info.accruent.com/rs/167-BOY-362/images/Lucernex_UseBasedRent.pdf

https://info.accruent.com/rs/167-BOY-362/images/Lucernex_CPI.pdf


Percentage Rent Respects Caps Placed by Alternate Rent Scenarios Previously, if the user applied a percentage rent cap in an alternate rent situation, the system would not

respect the cap floor and ceiling. This was because while alternate rent is a month-to-month situation,

percentage rent could be calculated on a monthly, quarterly, or even yearly basis.

The Lucernex team has now added configuration options on the Alternate Rent page that impacts how

the system calculates percentage rent in this scenario. On the Alternate Rent page, two new fields

appear. These fields are the Monthly Min Cap (Floor) and the Monthly Max Cap (Ceiling) fields.

Alternate Rent Page with Percentage Rent section boxed in orange.

To add percentage rent caps to an alternate rent scenario, follow the steps below:

1. Log into Lucernex.

2. Navigate to Contract > Payment Info > Alternate Rent using the tabs in the menu at the top of

the screen.

3. Select the alternate rent schedule you want to modify from the Alternate Rent Schedule List.

4. Scroll down to the Percentage Rent section.

5. Enter the minimum, or floor cap into the Monthly Min Cap (Floor) field.

6. Enter the maximum, or ceiling cap into the Monthly Max Cap (Ceiling) field.


7. Click the Save Changes button in the Actions menu on the right side of the screen.

Your changes are saved.

Enhancements to Mobile User Interface If you access Lucernex using Safari or Chrome on a device whose screen is 1024 pixels or less:

The Lucernex Login page now adjusts to the size of your device.

Sub-pages on Summary pages now stack in one column.

Note: If you are not using sub-pages, your layouts will not be impacted.

Side by side: Lucernex in Desktop format (left), and Lucernex in Mobile format (right).

On the Documents page:

o If you tap and hold on the name of a file, the Document drop-down menu opens.

o If you tap and hold on the name of a folder, the Folder drop-down menu opens.

o If you tap a folder, the folder tree expands and any files in the folder are displayed.


Client-Requested Enhancements

Component Summary

Custom Lists A new Delete All button now appears in the footer bar of custom lists. This button allows you to delete all line item in a custom list at once. The system will ask you to confirm your choice prior to deleting the items in a custom list.

Reports A new Source IP field has been added to the Company Items > Member Audit table. This field can be used in Member Audit reports to view the originating IP address of a member who performs an action in Lucernex. You can add this field to your reports in Step 3 of the Report Builder.

Client-Reported Issues

Component Summary

General Issue: When copying documents from project to facility in the Facility Setup Wizard, users found that if they selected all documents to be moved to the facility, the system would time out and not all documents would be moved.

Resolution: When using the Copy Document functionality in the Facility Setup Wizard, if all documents are selected to copy, the same number of documents appear in the facility that originally existed in the project.

Admin Issue: Generating percentage rent payments for a single contract did not create an event in the Admin > Job Log tool. This was not consistent with the Generate Rent action, which creates an event in the Job Log.

Resolution: Generating percentage rent payments for a single contract creates an event in the Admin > Job Log tool.

Contracts Issue: Vendors selected during the recovery process were not being applied when the user used the Reconcile action.

Resolution: The system applies the vendor selected during the recovery process to the transaction generated by the Reconcile action.


Component Summary

Contracts Issue: The Reconcile Setup action was generating a payment description that exceeded the character limit for the Payment Description field.

Resolution: The character limit for the Payment Description field was increased from 50 characters to 100 characters.

Contracts Issue: When creating a new recovery record, the system was not clearing out admin fees from prior years.

Resolution: The system clears out admin fees from prior years but keeps admin fee percentages.

Contracts Issue: Previously, accrual transactions could still be edited and deleted after being marked as Processed.

Resolution: Accrual transactions can no longer be edited or deleted after being marked as Processed.

Contracts Issue: When copying a transaction multiple times, the system was reverting the transaction expense type to the expense type of the original transaction even after the expense type had been changed.

Resolution: The system will respect changes to the expense type of a transaction after the transaction has been copied.

Contracts Issue: The Rentable Area and Area Unit fields were editable in the Expense Setup Wizard but not editable anywhere else on the Recurring Expenses page. This made it difficult to modify the calculation for the Rate field.

Resolution: The Rentable Area and Area Unit fields are now only editable on the Contract > Details > Summary page and the Contract > Abstract Info > Covenants page.

Contracts Issue: The system did not allow users to generate multiple unique accrual transactions for the same period, despite being allowed to generate multiple unique rent transactions for the same period.

Resolution: The system now allows multiple accrual transactions for the same period so long as each expense setup is unique.


Component Summary

Contracts Issue: Previously, if no frequency was specified for a percentage rent cap, the system would assume that the cap was an annual cap and would divide the cap by 12 to get a monthly cap.

Resolution: Now, if no cap frequency is specified, the cap amount is assumed to be the amount that applies for each percentage rent payment period. So, for example, if percentage rent is paid monthly and a $500 cap is specified, the system assumes that the cap is applied monthly if the frequency is not set.

Contracts Issue: When you recalculate a Contract-level ASC 842 or IFRS 16 rent schedule when a previous schedule had posted amounts, the P&L Impact (Profit & Loss Impact) field allows you to take the calculated deferred amount and remove a portion that will not adjust the new Initial Asset Balance. Instead, only the Balance Sheet Impact amount should be added to the new Initial Asset Balance. In the Create New Schedule modal window, the Initial Asset Balance was not updating to reflect any changes to these fields.

Resolution: When recalculating, the Initial Asset Balance is adjusted by adding the Balance Sheet Impact amount but NOT the P&L Impact amount.

Custom Lists Issue: Some users found that a drop-down menu for adding an item to a custom list would not open unless the user selected the Use Old Custom List setting in the Page Layout Editor.

Resolution: Drop-down menus in custom lists function as expected.

Dashboard Issue: Users who had a Map as their second tab on the Dashboard found that the system was not saving the widgets they had added to the Dashboard.

Resolution: The system saves widgets added by users regardless of whether the user has a Map as their second tab on the Dashboard.

Dashboard Issue: The custom My Security Deposit dashboard report was not displaying the Deposit Amount if the amount was in GBP.

Resolution: The My Security Deposit dashboard report displays the Deposit Amount regardless of currency type.


Component Summary

Dashboard Issue: Dashboard reports were not displaying currency data in GBP.

Resolution: Dashboard reports now display currency data in GBP as expected.

Documents Issue: The system was not allowing users with Edit permissions to edit the description of a file in the Documents sub-module.

Resolution: Users with Edit permissions can make changes to the description of files they have access to as expected.

Equipment Contracts

Issue: Previously, the One-Time Expense flag on an equipment payment transaction was not editable and did not default to being selected when a transaction was added manually.

Resolution: When an equipment payment transaction is added manually, the One-Time Expense flag is automatically selected.

Parcels Issue: The Tax Payments modal window did not have Coverage Begin Date and Coverage End Date fields.

Resolution: The Tax Payments modal window now has Coverage Begin Date and Coverage End Date fields.

Reports Issue: In Step 4 of the Report Builder, the system was ignoring the “is not in” condition for form reports.

Resolution: The system respects the “is not in” condition in Step 4 of the Report Builder.

Reports Issue: When a user tried to filter a custom report field using the < and > criteria in Step 4 of the Report Builder, the report was not returning results. The report would return results if the user used the is any value criteria.

Resolution: The < and > filter criteria function as expected.

Reports Issue: When users tried to create a custom report field using the date expression Notice End Date - End Date in Step 4 of the Report Builder, the resulting report returned no results.

Resolution: This date expression now functions as expected.


Component Summary

Reports Issue: For program reporting, the In/After Fiscal Year filter was not returning results.

Resolution: The In/After Fiscal Year filter functions as expected.

Reports Issue: When the Parcel report was run, the system was sometimes associating the incorrect tax balance with the tax authority.

Resolution: The tax authority now maps to the correct tax balance in the Parcel report.

Security Issue: When configuring a user class to only be able to set up Equipment Contracts, the user was unable to see the Equipment Contract Setup Wizard unless they also had access to set up Contracts.

Resolution: The system no longer requires a user to have permissions to set up Contracts if they only need access to set up Equipment Contracts.


Lucernex Train Release Notes – October 2018

Accruent, LLC

11500 Alterra Parkway

Suite 110

Austin, TX 78758

www.accruent.com