Lucernex Release Notes · The following tables break down the contents of the TRAIN release into...

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20.08 RELEASE NOTES August 7, 2020

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Contents Release information ............................................................................................................................... 4

Introduction ............................................................................................................................................ 4

Important tasks related to new releases .............................................................................................. 4

Ideas for improving Lucernex ............................................................................................................... 4

Announcements...................................................................................................................................... 5

20.08 customer release webinar .......................................................................................................... 5

Sneak peek: New Bidding Sub-Module ................................................................................................. 5

Lifecycle Financial Transaction Sync feature renamed .......................................................................... 7

Best Practice Template updates ........................................................................................................... 7

Improvements and issues fixed .............................................................................................................. 8

Changes since the TRAIN release ......................................................................................................... 8

Client-reported issues ...................................................................................................................... 8

Contents of the TRAIN release ............................................................................................................. 8

New features ................................................................................................................................... 8

Client-requested enhancements .................................................................................................... 11

Client-reported issues .................................................................................................................... 12

Resolved Known Issues ......................................................................................................................... 13

New feature details and deep dives...................................................................................................... 14

Admin enhancements ........................................................................................................................ 14

New Lease Type Schedule Default field on Financial Settings page ................................................. 14

API updates ................................................................................................................................... 14

Job Log displays Total Amount by currency .................................................................................... 14

Accruent Admins can now stop scheduled jobs via UI .................................................................... 14

New support for importing multiple job titles at entity-level .......................................................... 15

Employees now visible from Edit Employer window ....................................................................... 15

Hide Unless functionality improvements ........................................................................................ 16


Contract and Equipment Contract enhancements .............................................................................. 16

Matching Discount Rate now displays in Manage Discount Rates window ...................................... 16

Extend Contracts now usable with Custom Payment Coverage ...................................................... 16

New ability to view expenses via hyperlink on Expense Forecast page ........................................... 17

Updates to Notice Period functionality for Key Dates and Terms .................................................... 17

Impairments on ASC 842 Operating Schedule allowed without posted period ................................ 18

Updates to Equipment Asset amortization ..................................................................................... 18

Simultaneous Amortization and Impairment of an Operating equipment asset now allowed ......... 18

Other enhancements ......................................................................................................................... 19

My Layout report layouts now supported in the Preview pane of new Report Builder .................... 19

Form step due dates can now be updated on ad hoc basis ............................................................. 19


Release information Release Version: 20.08 Release Date (Prod): August 7, 2020

Introduction This document describes the features and functionality of the Lucernex 20.08 release. Bug fixes have been delivered for APIs, Assets, Contracts, Reports, Scheduled Jobs, Schedules, and Work Flows.

Check out our sneak peak of the new Bidding sub-module we’ve been working on! This release also contains several exciting new features and enhancements, such as supporting imports of multiple job titles, the ability to view employees from the Edit Employer window, the ability to view expenses via hyperlink on the Expense Forecast page, and more!

Important tasks related to new releases Please review this section when you receive release notes:

1. Update your custom layouts with new fields added in this release. Fields added to core pages do not automatically appear on custom-configured pages and you will have to add them to access new functionality.

2. Review the database schema updates. There are database schema updates with this release. Customers that have third-party integrations tied into their Datamart will want to review the schema updates, as we do not have visibility into how those integrations may be impacted. You can view a full list of the database schema updates here. DataMart customers should run a full brush.

3. Review the What’s New – Online Help Updates page in the Online Help. This page lists recent updates in the Online Help. In addition to articles about our new features, this page is also frequently updated with new content related to Lucernex!

Ideas for improving Lucernex We invite you to submit your product enhancement requests on the Lucernex Ideas page. The Ideas page is available in Accruent Access via the Ideas tab in the toolbar. Ideas you post can be viewed by both Accruent employees and other Lucernex customers. On the Ideas page you can:

• vote for or against an idea • add and respond to comments • view the status of an idea

Your ideas help us to understand what is important to our customers. Our product management team actively monitors the Ideas page and updates it when required. Contact Accruent Support if you have questions about the Ideas page.

https://info.accruent.com/rs/167-BOY-362/images/LX_SchemaChanges_20.08.pdf

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Announcements This section of our release notes is intended to make you aware of important announcements related to Lucernex.

20.08 customer release webinar The customer release webinar is now available for you to view. You can watch the webinar on Vimeo, and you can find the PowerPoint slides on the Online Help > Webinars page.

Sneak peek: New Bidding Sub-Module Over the past few months, our team of subject matter experts and world-class software developers have been working on a new enhancement: a new out-of-the-box Bidding sub-module for the Project and Capital Project modules. This enhancement will greatly decrease implementation time while also providing new functionality that currently isn’t supported by Lucernex.

Some of the benefits of this enhancement include:

• A new Question and Answer component to make communication between internal and external participants easy!

o Supports both public and private questions o Public questions are visible to all bidders, helping them to avoid sending duplicate

questions • One central place for managing your Bid Package(s). This all-in-one Bid Package Summary page

includes: o Bid Package / Project Details o Key Dates o Q&A o A list of invited bidders and their status

https://vimeo.com/442132332/90e17f6499


• One central place for Bidders to manage, create, and condition their bid. This all-in-one Bidder Summary page includes:

o Bid Package / Project Details o Key Dates o Q&A o A Bid Submission page for creating a bid, bid submission, and conditioning

Pictured below is a screen shot of the Conditioning page.


Pictured below is a screen shot of the Bidder Summary page.

• Configurability o You can configure both the Bid Package Summary page and Bidder Summary page

layouts to highlight the information that is most important to you.

Phase one of development is complete with the 20.08 release, and we are looking for a couple additional Early Adopter Program (EAP) members to try out this new functionality! Please contact your Accruent representative if you are interested in participating.

Lifecycle Financial Transaction Sync feature renamed We received some feedback on the name of our Lifecycle Financial Transaction Sync feature—specifically, that the name is a mouthful! We also wanted to distinguish that this feature is used for projects, rather than for other expenses such as those in the Contract module.

With these thoughts in mind, we put our heads together and renamed the feature Project Cost Tracking! You’ll find our documentation in the Online Help has been updated, and our Best Practice Template that uses this feature has also been renamed.

Best Practice Template updates We've continued to expand and improve our best practice templates. Our focus is to accelerate adoption for key workflows, leverage best practices proven to drive efficiency, and lower the total cost of ownership for adoption standards established by American Institute of Architects (AIA).

As mentioned above, the Lifecycle Financial Transaction Sync template has now been renamed Project Cost Tracking. More details about this template can be found in the Online Help. See our What's New - Online Help Updates page for more details.


Improvements and issues fixed Click the Feature Name link in the New Features table to navigate to an expanded description of the feature.

Changes since the TRAIN release The following table lists the changes since the TRAIN release.

Client-reported issues

Component Summary

Reports Expense schedule first and last payment amounts are now showing in a client report.

Reports Runtime filters on a client report are working as expected.

Schedules Schedule template exports include task details as expected.

Contents of the TRAIN release The following tables break down the contents of the TRAIN release into new features, client-requested enhancements, and client-reported issues.

New features The following new features have been delivered in this release.

Feature Summary

Admin

New Lease Type Schedule Default field on Financial Settings page

You can now set a default lease type using the Lease Type Schedule Default field on the Manage Company > Financial Settings page.

Admin

API updates

Several updates have been made to our API—specifically, to help support some areas in our upcoming mobile app.


Feature Summary

Admin

Job Log displays Total Amount by currency

Previously, Lucernex would total all currency values in the log file, regardless of whether the currency values used the same currency unit. Now, the Total Amount field lists the total for each currency, separated by commas.

Admin

Accruent Admins can now stop scheduled jobs via UI

Accruent administrators now have the ability to stop individual scheduled jobs from within the user interface.

Admin

New support for importing multiple job titles at entity-level

You can now import multiple job titles to member records at the entity-level via spreadsheet import, XML import, and API call.

Admin

Employees now visible from Edit Employer window

You can now access and manage the records of employees from the Edit Employer window.

Admin

Hide Unless functionality improvements

We’ve made some improvements to our Hide Unless functionality, which allows you to use drop-down fields in page layouts as conditional requirements for other fields and sub-page layouts to appear on a page.

Admin

Manage Discount Rate updates

Two columns on the Manage Discount Rates page have been relabeled. The Effective Date Thru column has been relabeled to read Effective End Date, and the State Province column has been relabeled to read State / Province.

Contract / Equipment Contract

Matching Discount Rate now displays in Manage Discount Rates window

When a discount rate auto-populates from the Discount Rates table, the selected discount rate now has a gray background in the Manage Discount Rates window.


Feature Summary

Contract

Extend Contracts now usable with Custom Payment Coverage

You can now use the Extend Contracts functionality if your contract utilizes Custom Payment Coverage.

Contract

New ability to view expenses via hyperlink on Expense Forecast page

You can now view the expenses which contribute to a period’s expense forecast amount.

Contract

Updates to Notice Period functionality for Key Dates and Terms

We’re adding a new Earliest Notice Period field to the Key Dates and Terms pages as well as the Key Dates section of the Covenants page. We are also updating some of the field labels in these areas.

Contract

Impairments on ASC 842 Operating Schedule allowed without posted period

You can now add an impairment to an operating lease or an asset without having a prior posted period in the lease accounting schedule.

Contract

Covenants Effective Date

The Effective Date field on the Covenants page no longer auto-populates.

Contract

Reconciliation Functionality Update

Previously, in rare circumstances it was possible to accidentally submit more than one reconciliation payment on a contract. To prevent this, we have disabled the OK button in the Reconcile window of the Contract > Payment Info > Recoveries page.

Equipment Contract

Updates to Equipment Asset amortization

There have been a few updates to our equipment asset amortization functionality which appears on the Equipment Contract > Accounting Info > ASC 842 Test > Equipment Assumptions / ASC 842 Tests page. These updates relate to the Final Asset Amount Date field.


Feature Summary

Equipment Contract

Simultaneous Amortization and Impairment of an Operating equipment asset now allowed

You can now add an impairment to an Operating equipment asset while also amortizing that asset to an amount or to a specific date. Additionally, the Date to Amortize To and Remaining Asset Balance fields will now always be visible regardless of whether the asset is Finance or Operating.

Report Builder

My Layout report layouts now supported in the Preview pane of new Report Builder

You can now build My Layout report layouts in the Preview pane of the new Report Builder. My Layout reports are built similarly to page layouts, using the Page Layout Editor interface. This enhancement allows you to build your report layouts without having to exit the new Report Builder interface.

Client-requested enhancements The following client-requested enhancements have been delivered in this release.

Feature Summary

General

Linked Documents can be moved

You can now move documents that have been linked to other records—such as a covenant or payment transaction—without receiving an error.

Contract

Min Cap (Floor) generates when Sales = $0

When sales are equal to $0.00 and the customer has a Minimum Cap (Floor) set for their Percentage Rent, the system now generates both percentage rent transactions and percentage rent accruals.

Work Flows

Form step due dates can now be updated on ad hoc basis

Users can now modify the due dates for work flow assignees and approvers as necessary.


Client-reported issues The following client-reported issues have been resolved in this release.

Component Summary

APIs A client reported that some foreign key fields in an XML report were not being properly pulled by our API. This issue has been resolved.

Assets A client reported that they could not move an asset that had been previously moved by a now-deactivated user. This issue has been resolved.

Contract – Percentage Rent, Use-Based Rent

You can no longer enter two different rates for the same breakpoint amount. Similarly, you can no longer enter two different rates for the same unit count for count-based breakpoints.

Contract – Printable View

Printable view now displays the same data as displayed in the user interface for the ASC 842, GASB 87, IFRS 16, and Straight Line Rent Schedule Lists.

Reports Budget totals and budget line item amounts appear as expected in Flat File outputs.

Reports Reports using in / after fiscal filters now return appropriate results.

Reports When non-admin users copy an existing editable report, the copied report will no longer allow editing. This change was made because the Allow field edits on generated report? setting is restricted to system administrators only.

Scheduled Jobs If a scheduled FTP job fails, the system now includes the following message in the failure email: “Scheduled job [scheduled job name] could not be completed. Review its FTP/SFTP settings and login credentials, and try again.”

Work Flows The Disable further editing on status of completed or denied setting for a work flow step works as expected.


Resolved Known Issues This section describes resolved known issues.

Equipment Contracts

• The Remaining Asset Balance field on the Equipment Assumptions / ASC 842 Test page is no longer read-only.

New Report Builder

• You can delete a field from the layout of a My Layout report. • Field label changes update in the layout of a My Layout report after clicking the Save button. • Clicking the Create / Modify Report tab at the entity-level no longer returns an error message. • In the new Report Builder, when a user changes a field filter, clicks the Save button, and closes

the report without clicking the Preview button, the field filter is saved as expected.

Other Known Issues

• The Job Log is now showing the value $0 in the Total Amount field when no payment transaction has been generated.


New feature details and deep dives This section describes new features in greater detail.

Admin enhancements This section describes new enhancements to System Administration.

New Lease Type Schedule Default field on Financial Settings page You can now set a default lease type using the Lease Type Schedule Default field on the Manage Company > Financial Settings page. This default lease type will auto-populate in the Create New ASC 842 Rent Schedule window for RE Contracts that do not have a locked ASC 842 Test. This functionality currently does not impact Equipment Contracts.

API updates The following updates have been made to our API:

• You can now upload, download, or view a document via API call. • You can now perform the following actions in relation to a work flow via API call:

o View the steps in a work flow o Open a step in a work flow o Take action on a step in a work flow o Kick off a new work flow

• You can now perform an advanced search using our API. This means you can do a full / partial text search against an entity name, store #, street name, city, or zip code to obtain results of entities that contain these criteria.

Job Log displays Total Amount by currency The Job Log has a Total Amount field in the Summary table at the top of the log file. Previously, Lucernex would total all currency values in the log file, regardless of whether the currency values used the same currency unit. Now, the Total Amount field lists the total for each currency, separated by commas.

Additionally, the Amount column in the Transactions table of the log file now also lists each currency amount separated by commas.

Accruent Admins can now stop scheduled jobs via UI Previously, if a scheduled job stalled, we would need to restart the job server. Doing this impacted our clients. To avoid this going forward, we have given Accruent administrators the ability to stop individual scheduled jobs from within the user interface. If a scheduled job has been stopped by an Accruent administrator, the status of the job in the Job Log will be Canceled by Admin.


New support for importing multiple job titles at entity-level Some customers need to be able to add multiple job titles to member records at the entity-level. This functionality is used in scenarios where an individual, for example, could be a Project Manager on one project and a Site Lead on another project. Because work flow steps and approval levels can be tied to the job title, a system administrator may not want to give a member a job title that could give the user permissions inappropriate to their role on some projects.

While Lucernex currently allows you to give a user multiple job titles via the Job Title link on the Members / Contacts page of an entity, Lucernex did not support import of multiple job titles at the entity-level. This is now possible via spreadsheet import, XML import, and API call.

To learn how to import multiple job titles via spreadsheet import, please see the Learning > Import Spreadsheet Procedures > Firm-Level > Complete the Firm-Level Entity Members Spreadsheet article in the Lucernex Online Help.

Employees now visible from Edit Employer window Previously, you were unable to view the employees of an employer or vendor from the parent record. This increased the amount of time that system administrators needed to manage and update contact information. Now, you can access and manage the records of employees from the Edit Employer window.

To manage the records of employees from the Edit Employer window:

1. Click the Admin button in the toolbar in the upper-right corner of the window.

The System Administrator Dashboard page opens. 2. Click the Manage Employers link in the Member Administration column.

The Manage Employers page opens. 3. Find the employer or vendor whose employee records you want to manage. 4. Click the Edit link in the Actions column of the record.

The Edit Employer window opens. 5. Click the Show Employees link in the upper-right corner of the window.

The Members / Contacts window opens. 6. Find the employee you want to modify or delete. 7. Choose between two options:

• To edit an employee: a. Click the Edit link in the Actions column of the record.

The Edit Person window opens. b. Make your changes. c. Click the Update button.

The window closes. Your changes are saved.


• To delete an employee: a. Click the Delete link in the Actions column of the record.

A dialog box opens, asking you to confirm your choice. b. Click the Yes button.

The dialog box closes. The person is deleted.

Hide Unless functionality improvements In 20.06, we released some functionality that allowed you to use drop-down fields in page layouts as conditional requirements for other fields and sub-page layouts to appear on a page. This feature is enabled by using the Hide Unless setting in the Edit Field window of the Page Layout Editor.

However, there were some areas where this functionality still required some improvement. We’ve made the following changes to enhance this feature:

• User-defined fields added to the Summary Information > General Summary Information section of the Manage Data Fields page can be used as conditional requirements for sub-pages on other database tables.

• User-defined fields added to the same database table as a sub-page can be used as conditional requirements for the sub-page.

• User-defined fields in a sub-page can be used as a conditional requirement for another sub-page within the parent sub-page.

Contract and Equipment Contract enhancements This section describes new enhancements to the Contract and Equipment Contract modules.

Matching Discount Rate now displays in Manage Discount Rates window When a discount rate auto-populates from the Discount Rates table, the selected discount rate now has a gray background in the Manage Discount Rates window.

To view the selected discount rate:

• Click the Magnifying Glass button to the right of the Discount Rate field. The Manage Discount Rates window opens. The selected discount rate has a gray background.

Extend Contracts now usable with Custom Payment Coverage You can now use the Extend Contracts functionality if your contract utilizes Custom Payment Coverage. The system now updates the last payment due date for these contracts using the following logic:

1. After extending the Expense Schedule End Date, Lucernex calculates the Coverage Begin Date and Coverage End Date of your last payment.


2. If the last payment due date falls outside of the last payment’s natural Coverage Begin and Coverage End Dates, then Lucernex updates the last payment due date to match the last payment Coverage Begin Date.

New ability to view expenses via hyperlink on Expense Forecast page You can now view the expenses which contribute to a period’s expense forecast amount.

To view these expenses:

1. Navigate to the Contract > Payment Info > Recurring Expenses > Contract Expense Forecast page.

2. Click the value you want to view from the table. A window opens, with the period listed in the header. The expenses included in this forecasted period appear in a table. The values that appear in the table are:

• Description • Expense Group • Expense Type • Effective Dates • Amount

3. Click the Close button in the upper-right corner of the window to exit.

Updates to Notice Period functionality for Key Dates and Terms We’re adding a new Earliest Notice Period field to the Key Dates and Terms pages as well as the Key Dates section of the Covenants page. We are also updating some of the field labels in these areas.

The label updates are listed below:

• Begin Date will be changed to Coverage Begin Date • End Date will be changed to Coverage End Date • Notice Period will be changed to Last Notice Period

Note: Some of these label changes are still being applied, so they may not be present in the Train release.

The Earliest Notice Period field allows you to specify the very first date that you could take action on a key date. This date—the Notice Begin Date—is calculated as the Coverage Begin Date minus the Earliest Notice Period minus 1. This calculation gives you the earliest date that you could submit notice.

Then, the Last Notice Period is added to this date to calculate the Notice End Date. These two date fields together allow you to see the date range where you can take action on the key date, term, or covenant.


Impairments on ASC 842 Operating Schedule allowed without posted period You can now add an impairment to an operating lease or an asset without having a prior posted period in the lease accounting schedule. This enhancement will help clients transitioning to Lucernex that already have impaired operating leases on the books maintain the correct calculations without having to recalculate their leases.

Updates to Equipment Asset amortization There have been a few updates to our equipment asset amortization functionality which appears on the Equipment Contract > Accounting Info > ASC 842 Test > Equipment Assumptions / ASC 842 Tests page. These updates relate to the Final Asset Amount Date field. To ensure consistency across our platform, we have renamed this field Date to Amortize To, which is the field label used in the Create New Rent Schedule window.

Additionally, there have been some updates to this functionality:

1. When you create a net new equipment assumptions record, the Date to Amortize To field now defaults to the Payment End Date of the contract. Additionally, the Remaining Asset Balance field will default to $0.00.

2. If you are updating an equipment assumptions record that already existed in the system, the Date to Amortize To field will default to the Payment End Date of the contract IF you populate a value in the Remaining Asset Balance field.

You can modify either the Date to Amortize To field or the Remaining Asset Balance field as necessary.

Simultaneous Amortization and Impairment of an Operating equipment asset now allowed You can now add an impairment to an Operating equipment asset while also amortizing that asset to an amount or to a specific date. Additionally, the Date to Amortize To and Remaining Asset Balance fields will now always be visible regardless of whether the asset is Finance or Operating.


Other enhancements This section describes other new enhancements to Lucernex.

My Layout report layouts now supported in the Preview pane of new Report Builder You can now build My Layout report layouts in the Preview pane of the new Report Builder. My Layout reports are built similarly to page layouts, using the Page Layout Editor interface. This enhancement allows you to build your report layouts without having to exit the new Report Builder interface.

Note: When your report view type is set to My Layout, the Preview button is disabled.

Form step due dates can now be updated on ad hoc basis Previously, a work flow form step’s assignee and approver due dates were calculated automatically based upon the configuration set up by your System Administrator. Now, users can change these due dates. To use this new functionality, System Administrators must add the WF Assignee Due Date and WF Approver Due Date fields to a form. Once added, these fields automatically populate the appropriate due date. Then, users can modify the dates as necessary.


Please keep the following notes in mind about these fields:

1. Both fields auto-populate but are editable by the user if they have appropriate permissions. 2. These fields must be on the form layout for the user to edit them. 3. If a user modifies the date in one of these fields, the system will not automatically update the

other field.

If the Approver Due Date is changed to be before the Assignee Due Date, the system will return an error message that reads, “Change the Approver Due Date to a date on or before the Assignee Due Date.”


LUCERNEX 20.08 RELEASE NOTES – AUGUST 2020

Accruent, LLC 11500 Alterra Parkway Suite 110 Austin, TX 78758

www.accruent.com

http://www.accruent.com/

Lucernex Release Notes · The following tables break down the contents of the TRAIN release into...

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Transcript of Lucernex Release Notes · The following tables break down the contents of the TRAIN release into...