5 Simple Steps for Conducting Monthly/Quarterly Lease Imports
- Mapping Tool – Verify the linked columns in the mapping tool have not changed (which shouldn’t be an issue if the spreadsheet you receive from the leasing company is in the exact same format each time).
- Remember to manually add the columns for ERP Number (just a placeholder, can leave this column blank) and Lease Provider (fil this in). You’ll need to do this each time since the leasing company won’t already have these on the spreadsheet.
- Import Leases – Open the new lease spreadsheet in this screen so it can match the lease data into one of the three buckets here, then complete the Import once ready.
- Leases to Add/Update – Leases listed here have a recognized ERP number in Sherpa and are ready to import (most likely these are all the existing leases in Sherpa that simply need to be updated with the newest lease information)
- Leases without ERP Number – Use the “Search ERP” button for Sherpa to search E-Automate for matching serial numbers and automatically fill in the ERP number so the lease data can be imported into Sherpa, or you can manually type the ERP number into the shaded blue field if you want to manually look that information up yourself (in the case where it can’t find an ERP number because there is perhaps a typo in either your system or the leasing company’s)
- ERP Numbers not found in Sherpa – Use the Export to Excel button to extract a list of accounts (for reference) that you will need to either import into Sherpa if they don’t already exist in the database (using the Admin Control Panel ERP tab), or you may just need to add the ERP number to the existing Sherpa account. Once that step is done and the ERP numbers then exist in Sherpa, you can re-run the lease spreadsheet here so these accounts can be captured as part of the import.
- Reconciliation – Run the same lease import spreadsheet you used in step 2 through the Reconciliation button to inactivate any old leases no longer in place. Note the leases will not be deleted from the system, they will simply be marked as InActive so the information is available for historical reference.
- Assign Reps – Check this area to view any leases that didn’t automatically assign to the account rep (which only occurs if there is a single Primary Rep assigned to the account). Use the Batch Assign button for faster name selection if you already know of a group of accounts that all go to a certain rep.
- Activity Creation - Complete this as the last and final step in your lease import process so any new leases that came in for the reps will have future activity reminders in place. You will only see reps’ names here who have a lease that is missing the activity assignment, so don’t be alarmed if some reps’ names are missing for that import as they might not have had a new lease assignment with that import.
Last Updated 8/5/2020