The Write PM Lease Adjustment Tool via Credit Charge Type in Office Connector is a way you can reduce rents, by a percentage or flat amount, through a credit recurring charge, such as a concession or abatement, and apply it to multiple leases on a property at the same time.

For example, several leases on a property have a concession (CONCES), or other credit charge type, as a recurring charge for a negative amount. This concession offsets a portion of the regular rent.

You can use this tool to adjust the amount of the recurring credit based on a percentage of another recurring charge, such as RENT or CAM, or by a flat amount. The new amount is effective as of a specified date.

Note: If you want to adjust the recurring charge amount for the regular charges (i.e RENT, CAM, etc) instead of using a separate credit recurring charge, use the Write PM Lease Charge Type Adjustment Tool instead. Refer to How do I use the Write PM Lease Charge Type Adjustment Tool in Office Connector?

The following software is required in order to utilize the Office Connector templates:

• Sage 300 Construction and Real Estate - Property Management application
• Microsoft Excel 2010 or higher (32-bit)
• Sage Office Connector - Query (designer or standard)
• Sage Office Connector - Write (designer or standard)

Recommendations before using the Office Connector templates:

1. Make a backup of the Sage 300 CRE company data folder before using the template to update data.
2. If you are using Security in Sage 300 CRE, you may want to use a specific login ID in Office Connector so that the records that were created/updated via Office Connector can be identified by the Operator Stamp.
   • For example, user John Doe has a designated Office Connector login as OC-JohnD. John Doe uses the Office Connector templates to update records and is logged in as OC-JohnD. The records with the Operator Stamp of OC-JohnD will indicate that they were last updated or changed by John Doe via Office Connector (OC).
   • Minimum Sage Security access required:
     • Security Administrator
     • ODBC Read Access for:
       • PM Lease files
       • PM Tenant files
       • PM Property files
       • PM System files
     • ODBC Write Access for:
       • PM Lease files
       • PM Tenant files
       • PM Property files
       • PM System files
3. You may want to test with the PM Sample Data, or make a copy of your own data for testing, to see how the tool works.

Steps to use the Write PM Lease Adjustment Tool via Credit Charge Type:

IMPORTANT: The Credit Charge Type you select in this tool must be set up as a recurring charge on the leases you change. Otherwise you will end up with orphaned PM Lease Recurring Chg Log records for those leases that do not have that Credit Charge Type as a recurring charge. If you do not have the credit charge type set up as a recurring charge on the lease(s), you can set it up with a recurring amount of zero (0.00), making sure that the Effective Date for the zero amount is before the Effective Date of the new amount that will be created through this tool.

1. If you have not already done so, you will need to download and install the new Write PM templates from the Office Connector knowledgebase:
   • To download: https://www.event1software.com/kb-office-connector/lease-adjustment-templates/
   • To add the template to the Office Connector Desktop: https://www.event1software.com/kb-all-products/where-do-i-save-updated-versions-of-the-excel-templates-provided-with-office-connector/
2. Open the Office Connector Desktop.
3. Select the Reports tab.
   • Note: If you saved the template file to another folder inside the Event 1 Report folder, there will be a tab with that folder name. Select that tab instead.
4. Find the template named Write PM Lease Adjustment Tool via Credit Charge Type then double-click it to launch it.
5. If it opens in Protected View, click the Enable Editing button.
6. If it displays a Security Warning, click the Enable Content button.
7. Select the company data folder to use then click OK.
8. If you are using Security in Sage 300 CRE, you will be prompted to enter the Operator ID and Password for the user you want to use.
   • Note: The Operator ID entered is what will be used as the Operator Stamp on the records that are changed.
9. Click the Information tab at the bottom of the Excel window and read through the information about this tool.
10. Click the Admin tab.
11. Select the Property.
12. Enter the Effective Date for the new recurring amount.
13. Select the Charge Type on which to base the adjustment.
14. Select the Credit Charge Type as the recurring charge type to adjust.
    • For example, RENT recurring charges need to reduced by 5% by changing the credit amount on the CONCES recurring charge. RENT is selected for the Charge Type and CONCES is selected for the Credit Charge Type.
15. Click Refresh Data.
16. This will open the Adjustments tab with all the Current and Future leases for the property with a recurring charge type for the Charge Type selected.
    • Any rows in red indicate that the lease does not have the Credit Charge Type setup as a recurring charge. If you want to create an adjustment for one of these leases, the Credit Charge Type must be set up as a recurring charge first. (See IMPORTANT note above.)
17. For the leases where you want to create an adjustment, either in the % Amount column or the $ Amount column, enter the adjustment percent or flat amount as a negative.
    • For example, to create a credit that is a 5% reduction, in the % Amount column enter -.05. Or to create a $25 credit, in the $ Amount column enter -25.00.
    • For leases that you do not want to change, leave the % Amount and $ Amount as 0/blank.
18. The last column [Credit Charge Type] Amount shows what the new recurring credit amount will be.
19. Select the Exceptions tab to view the exceptions.
    • Leases with the Credit Charge Type recurring charge that already have an existing record for the specified Effective Date will not get updated and will be listed on this exception list.
20. When you have the values on the Adjustments tab as you like it, select the Admin tab again.
21. Click Write Data.
22. In the Approve Changes window, you can do one last review before committing to your changes.
23. When ready to approve the changes, click Write. This will create a PM Lease Recurring Chg Log record with the new Effective Date and Amount for the specified leases.
24. Select No if you receive the message: "This workbook uses Query features. Would you like to refresh your queries and functions now?"
25. When it completes, a report will appear with a list of the leases that were changed. The report is automatically saved to the directory C:\ProgramData\Event 1\OC2\WriteReports\[data folder name]\
    • Leases that were on the Exception list will appear on the report with the following error:
      • "Error -2147467259 : [Sage][SQLEngine] (31841) Update failed for table LEASE_PML_RECORD_15. Duplicate key value."
    • This means the record could not be added because there is already a Lease Recurring Chg Log record for that Credit Charge Type and Effective Date.
26. To confirm the changes in Property Management:
    1. Select Tasks, Manage Leases, Change Lease.
    2. Select one of the leases.
    3. Select the Recur Chgs tab.
    4. On the recurring charge for the Credit Charge Type that was used, click in the Amount column to open the recurring charge log window. Notice the new entry for the new Effective Date and Amount.
27. If you have other properties you need to do, close the Write PM Lease Adjustment Tool via Credit Charge Type Excel window, then repeat steps 4 through 26. When you close Excel, select Don't Save at the prompt asking if you want to save changes.

Note:

• If this adjustment is to end as of a certain date, you can use the above tool again with a new Effective Date and enter the % Amount or $ Amount as a positive (or opposite of what was done before).