The Write PM Late Charges Adjustment Tool in Office Connector (OC) is a way to change the Suppress Charges Under field. You can change it on current and future leases for a specified property.

Use this tool to waive late fees or stop assessing late charges for a set period. Add, change, or remove the Suppress Charges Under amount on a group of leases without going into the Change Lease task for each lease. You do this one property at a time, for all leases on the property or selected leases.

The Suppress Charges Under amount on the Lease Late Charge controls stops Sage from assessing a late charge. It doesn't assess the charge if the late charge calculates as less than the Suppress Charges Under amount.

Required software

You need the following software to use 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)

Preliminary steps

1. Make a backup of your Sage 300 CRE company data folder.
2. If you’re using Security in Sage 300 CRE, create a unique login to use for Office Connector. You can use the Operator Stamp to identify the records you create/update via Office Connector.
   • 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 logs in as OC-JohnD. The Operator Stamp of OC-JohnD shows John Doe updated or changed those records via Office Connector.
   • 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 can test the tool with the PM Sample Data. You can also make a copy of your own data for testing.

Use the Write PM Late Charges Adjustment Tool

Follow the steps below to use the Write PM Late Charges Adjustment Tool.

1. Download and install the Write PM templates from the Office Connector knowledgebase.
   1. Download the template
   2. Add the template to the Office Connector desktop
2. Open the Office Connector Desktop.
3. Select the Reports tab. If you saved the template to another folder, select the tab with that folder name.
4. Find the template named Write PM Late Charges Adjustment Tool. Double-click the file 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’re using Sage 300 CRE security, enter the Operator ID and Password for the correct user.
9. Click the Information tab at the bottom of the Excel window. Read through the information about this tool.
10. Click the Admin tab.
11. Select the Property.
12. The new Suppress Charges Under amount becomes the Default Adjustment Amount on the Lease Late Charge controls.
    • If you want to waive all late charges, leave the amount as 999,999,999.99.
    • If you only want to waive late charges under a certain amount, change it to the desired amount.
    • If you don't want to waive any late charges, change the amount to zero (0.00). Also use this if you're ending the temporary period to waive late charges.
13. Click Refresh Data.
14. This will open the Adjustments tab with all the Current and Future leases for the property.
    • The Suppress Late Chgs Under column displays what the current value is on the lease.
    • The New Suppress Late Chgs Under column displays what the new value will be.
15. For leases you don't want to update: Change the New Suppress Late Chgs Under amount to the original amount for those leases.
16. For leases you want to update with a different amount: Enter that amount in the New Suppress Late Chgs Under column for those leases.
17. When you have the values on the Adjustments tab as you like it, select the Admin tab again.
18. Click Save as Values. This creates an Excel template. You can use it to revert the values to their original amounts if this is a temporary change.
    • Choose a location to save the file where you can access it later, if needed.
    • If you receive the message: "The following features cannot be saved in macro-free workbooks: VB project...", click Yes to continue.
19. Click Write Data.
20. In the Approve Changes window, you can do one last review before committing to your changes.
21. When ready to approve the changes, click Write. This will update the Suppress Charges Under amount on the Lease Late Charge controls to the new values.
22. When it completes, a report will appear with a list of the leases you changed. The report saves automatically to the C:\ProgramData\Event 1\OC2\WriteReports\[data folder name]\ directory.
23. To confirm the changes in Property Management:
    1. Select Tasks, Manage Leases, Change Lease.
    2. Select one of the leases.
    3. Select the Late Chgs tab.
    4. On the General subtab, confirm the Suppress charges under amount updated.
24. For other properties, close the Write PM Late Charges Adjustment Tool window, then repeat steps 4 through 23. When you close Excel, select Don't Save at the prompt asking if you want to save changes.

Other information

Temporarily waiving late charges

After updating the Suppress Charges Under on the leases, you’ll need to continue generating late charges like normal (Tasks, Create Charges, Late Charges) so that the Last Processed Date will get updated on the leases and Open Item records. This will prevent retro charges from occurring once the temporary waiving period has ended. The journal will show the late charges it would have assessed but also that they are being suppressed. The total will display as "Total Late Charge (suppressed)".

When the temporary waive period has ended, use the Write PM Late Charges Adjustment Tool again to set the Suppress Charges Under amounts back to zero or the original amount.

Property Late Charge controls

The Suppress Charges Under on the Property Late Charge controls is not changed with this tool. The Suppress Charges Under on the property only serves as a default for new leases that are created on that property. When late charges are processed, it uses the setting on the lease, not on the property. If you want the default value on the property changed, you will need to manually change it on the property setup:

1. Go to Property Management, Setup, Properties.
2. Select the property.
3. Select the Late Chgs tab.
4. On the General subtab, change the Suppress charges under amount. Use the amount you want as the default when you create new leases.