Lease Tracking Module
Compass Sales Solutions Lease Tracker Module provides the advanced tools you need to accurately track your leases. By combining all of your current lease portfolios into the Lease Tracker, you can alert your sales reps to follow up on expiring leases and run various reports to ensure current leases don't expire.
It is recommended you follow a 3-step process when mainlining Lease Tracker, by Importing Leases, Reconciling Leases, and Creating activities. Steps for these are explained below within respective manual sections.
To Access the Lease Tracking Tool – select Lease Tracker under the Modules dropdown in the Accounts tab.
Lease Tracker Security Levels
Corporate Administrators and Regional Administrator ONLY areas
- Import Leases
- Mapping Tool
- Ability to Activate / In-Activate Leases
Manager Level and Higher
- Assign Reps
- Activity Creation
Any Security Level
- Detail Reports on Lease Tracker screen
- Lease Portfolio Reports – Access is assigned per user in the Manage Users area.
- Dealer Buyout – the buyout to the dealer who initiated the lease with the leasing company. If it is a cpc lease, they usually forgive the maintenance
- Lease Buyout – Typically the cost to the customer to own the equipment
- Upgrade Amount – total of upgrade the customer; customer must sign lease with the same leasing company and the equipment usually goes back to the leasing company.
- Inactive Lease Checkbox – Notifies the user if the displayed lease is inactive *All inactive leases in the “Leases” window will s how in red
- Memo – Not Mapped – only editable box on the Lease Tracker screen. (Users are not able to update the notes section)
- Inactive Equipment Checkbox – Notifies the user if the displayed equipment is inactive *All Inactive Equipment in the “Equipment” window will show in red. Corporate Administrators can manually check the “Inactive Lease” check box without having to do a reconciliation
Note The first & second columns of information & first 3 boxes of the 3rd column are all related to the lease. The 3rd column from the Client Equip ID down to the Inactive Equipment all relates to the selected machine.
Mapping Set up:
Before you can import a spreadsheet, you must set up the mapping so Compass knows the appropriate field to enter the data into. To set up the spreadsheet mapping you will do the following:
- Select the Mapping Tool.
- Select the Add new button.
- Enter the name for this map (usually the name of the Lease Vendor)
- Select the Leasing Company that you just named in the Mapping box. This will open all the links – the links will show in the box below.
- Highlight the database field in the list and choose the appropriate column from the dropdown list at the bottom of the mapping screen.
- Note that ERP Number, Lease Number, & Serial Number are required to be mapped before it will save the map you’re working on – once these are mapped, your work will save automatically.
- Your spreadsheet from the leasing company typically will not have a column for ERP, so you will need to add that column manually at the end of the spreadsheet.
- When completed, select the appropriate action: Delete and/or Close.
- If you want to remove all leases from a mapped lease without getting rid of the mapping you have set up for that leasing vendor, you can select the option to Remove Leases.
Once you have the spreadsheet mapped, you can import it in to the Lease Tracker.
- To begin, select the Import Leases button from the Lease Tracker screen
- Using the Map drop down choose which leasing company mapping you want to use
- Click on Open to browse to your file, then double click to open the file
- Select the Leases to add using the Check All button, or manual selecting them using the check boxes. If there are any leases imported without an ERP #, you can click the Search ERP button and it will browse to your E- Auto, OMD or Nextgen database, find the serial number for that model and put the ERP number in the ERP Number field in Lease Tracker
- Click the Import button to import the leases from the 1st two sections
Important Note: The very first time you import leases into Lease Tracker, you must fill in the ERP number (or unique id # located in the ERP field in Sherpa) on your leasing company spreadsheet. (The Lease Vendor will not have this number on your spreadsheet.) However, there is also a tool during the import that will search your ERP and automatically the ERP # (see import Leases – 3 Window Explanation below). This unique number is how Sherpa will know which company to assign the leases to on your first import. (if you currently don’t use the ERP link, or the ERP # field, add unique id #’s to the ERP field in Sherpa for the companies you’ll be importing leases for. Then match the ID’s on your lease spreadsheet(s)). After the initial import, the only leases you’ll need to add ERP numbers to will be new leases sold each month. These can be edited in the middle section of the Lease Import area (see explanation below) instead of on the spreadsheet if desired. Put the ERP column at the end or beginning of the spreadsheet. Compatible files types for importing are .csv .xls or .xlsx.
You will only need ERP’s on the spreadsheet if you can’t use the “Search ERP” (unsupported ERP system, Serial Numbers on the import sheet don’t match the ERP system, etc.) regardless of if it’s your first import or your 50th.
- If search for the serial number on the lease import sheet in your ERP system, does it find a match? It should assign the lease to the account in Sherpa that has the same ERP# of that account it matches in the ERP system.
- If you are importing US Bank or DLL, make sure to use the dropdown selection. If not, your serial numbers aren’t going to match up to your ERP system because US Bank and DLL will put additional prefixes on their serial numbers.
- If you have customized eAuto settings turned on, like,”Link by LocationID” that may be applying in the eAuto interface but not in Lease Tracker.
Import Leases - 3 windows Explanation
- Leases to Add / Update – these are leases that have a recognized ERP number in Sherpa and are ready to import with the updated information (or update if they’re already in Lease Tracker)
- Leases without ERP Numbers – these are leases that don’t have an ERP number on the spreadsheet and aren’t recognized as already existing in Sherpa Lease Tracker (by matching Lease Number &/or Serial Number). Click the Search ERP Button and Compass will search your ERP system (OMD, E-Auto and NextGen only) for matching serial #s and automatically assign the leases. If a serial # match is not found you will have to add the serial # manually in either the spreadsheet, or in the ERP Number field in the 2nd window.
- ERP numbers not found in Sherpa – these are leases that have an ERP number on the spreadsheet, but that number isn’t recognized as existing in Sherpa (it may be a new customer whose new ERP number hasn’t been added to Sherpa yet)
- Export to Excel gives the ability to easily view which accounts need to be edited to add the ERP numbers to Sherpa Export button will export both middle and bottom sections.
- Once the numbers have been updated in Sherpa, re-import. The leases should now show in 1st section of the Lease Tracker Import area
Supported Leasing Companies and Reports:
Below is the list of the supported/tested leasing companies and approved Reports to be imported into Lease Tracker (other Excel spreadsheets may also work - these are the ones we’ve currently tested and approved):
- US Bank
- Maturity Report
- Great America
- Has a custom export you make. The required fields are ERP, Lease number and Serial number. The ERP number will be added after you export
- Partner Portfolio Report
- Does not include Trade Up or Buy Out information in export
- Wells Fargo
- Must have “version 4” report level to see info & be able to export
NOTE for Great America Lease Imports: When doing a CTA (Coterminous Addendum) Lease with GA, the first 3 digits will change in their portfolio, resulting in a duplicate lease in Lease Tracker. To prevent this from happening, each time you import or reconcile a GA lease spreadsheet you will want to remove the first 3 digits of all leases in the spreadsheet. This can be done by doing a simple excel formula before you import:
NOTE: for Wells Fargo imports you will need to do an additional column with =SUBSTITUTE(A2,"-","") as well as follow the below instructions this will fix your lease numbers, so they are capable of importing.
- Open the Excel file
- Add a new column B
- In the second line, in the blank column, type =RIGHT(A2, 11)
- Highlight that cell, drag your mouse to the bottom (so that column is highlighted)
- Hit Ctrl + D (to copy the formula down)
- Hit Ctrl + C to Copy the text
- Right click, select paste special and select Values
- Copy the Heading of A1 to B1
- Delete column A1
- Import as usual
At the end of Import you will be given the option to Auto reconcile. This reconciliation performs a Lease Number and Serial Number match. This function also deactivates accounts that were previously imported but are not in the current import. To perform the Auto Reconciliation:
Within the Lease Tracker Import Window, select the Leases to auto reconcile in the Leases to Add/Update box. You can also select Check All to select all records.
Once the import completes, an Import Complete message appears indicating the process has completed successfully. Select OK.
A message appears prompting you to perform the auto reconciliation. Select Yes.
The Reconciliation feature will take your spreadsheet and look for any equipment that is no longer listed so you can "Inactivate" them in Lease Tracker. This feature will not delete the equipment from Lease Tracker, it will just change the status to inactive. Corporate Administrators can also manually check the "InActive Lease" check box without having to do a reconciliation.
- To begin Select the Reconciliation button from the Lease Tracker screen
- Choose which leasing company map you want to use from the dropdown
- Click on Open to browse to your file (note: make sure it’s the exact same entire file you imported into Leas Tracker), then double click to open the file
- Once open all inactive models will show in the Models to Inactivate list (these are leases that used to be on the lease tracker spreadsheet for that vendor and now aren’t, either due to buyout or lease expiration, etc.)
- Select the models to inactivate either by clicking the Check All button or manual selection, then click the inactivate button
- The inactive leases and/or equipment will now show red in the main Lease Tracker view.
- There is a new match option where you can select to match the reconciliation on Serial Number only (per details above) or on Serial Number and Lease Number. This helps with customers who have serial numbers change/transfer from one lease to another without a reconciliation between so the old instance of that serial number will get marked as inactive in Lease Tracker.
By default, the lease will automatically be assigned to the (1) Single Named Rep or (2) show on this report as unassigned (if more than one named rep is on the account, or more than one territory rep can view the account, the system will default to unassigned). The manager can now choose which rep the leases should be assigned to. (Note: it is important to make sure that all leases are assigned to a rep for reporting purposes. The system will not look at the account rep for lease reports.)
- To begin, select the Assign Reps button from the Lease Tracker Screen
- Select the Rep to assign from the dropdown
*Note: If a rep is selected from the Sales Rep dropdown that does not have access to the record being assigned to it in Compass, a message will pop up as soon as another record is selected, informing the manager that the assigned rep is unable to view the account in Compass. Is it possible to assign them to the lease and add them as a named rep on the account after assigned? To add them as a named rep on the account, click the checkbox before hitting ok.
Use this feature to set follow up activities for the reps to track and and manage their expiring leases.
Setting the Lease End Days in the Control Panel
The days set for callback can be set in the Control Panel under Administration in the Edit Various Lists section. Once the Lease End Days are set in the Control Panel, they will become the default setting (see Globals section of the Control Panel in the Administrator Manual).
However, the ability to manually change the interval is available in the Activity Creation screen in Lease Tracker as well, so Managers can have the ability to edit the days. See below:
- Set Callback Days – This is where a manager could override the default settings for an activity callback timeframe. Days is how many days prior to the lease expiration the activity will be set for. Low is the smallest amount, of months in the lease and High is the full length of the lease.
- Sales Reps - This will only show resp who have expiring leases in the system, that do not already have activities scheduled for follow up.
To assign activities on the leases, select the reps either manually or by clicking the Check All button, then click Create Activities at the bottom of the screen. A message will then appear stating that all lease end activities have been created.
*Note: This section does not recognize pending activities that are automatically scheduled in TCO from entering a lease end date in TCO, so there is a potential for multiple reminders if the equipment is both in the TCO and Lease Tracker.
The Search option in Lease Tracker allows the user to search for leases using the Lease Number of Serial Number. This will search through the entire database, (accounts that the user has access to) to find a match to the search criteria. The user can then double click on the desired lease to be taken directly to it in Lease Tracker.
- To being, select the Search button from the Lease Tracker Screen
The Doc Links button is a shortcut to the Document Links tab in Accounts. This will show a document Links you have already linked there, or you can create a new link here by clicking on the + button and browsing to the document.
The Transfer Lease button is used to transfer a lease from one account to another. Click on the Transfer Lease button and type in any part of the name of the company name you want to transfer the least to and click the Search button. Any matches will appear in the list below. Highlight the company you want to transfer and the lease to and click the Transfer button.
The Detail Reports in the main section of Lease Tracker are open to everyone and are just for the specific account that is currently showing. Users can click for the detail of a specific selected lease or for all the leases for the current account.
There is no way in the main screen to run a lease report for all leases in the database, or all the leases for a specific rep. These reports are only available in the Lease Reports Section for users given authorization to access them.
Lease Portfolio Reports
Giving Users Access to the Reports:
In Administration>Manage Users>Add Edit Users there is a new field inside each user’s area that can be check marked to allow individual users to have access to run these reports. Any user, no matter their security level can have access to the reports if the Lease Tracker Report box is check marked. (see Manage Users section of Administration Manual for more information).
Running the Reports
For users given the ability to run these reports, they can be accessed by clicking on the Reports men at the top tool bar of the Compass Home Screen and selecting Lease Portfolio from the list. That will open the menu shown below.
All 3 types of reports can either be run for the Rep selected in the top dropdown list or for all Sales Reps the user has been given rights to view.
- The Summary Report
- Lease Report by All Sales Reps – runs a summary of all the leases for all Sales Reps under that user within the Maturity Date range selected.
- Lease Report by Selected Sales Rep – runs a summary of all the leases for the Sales Rep selected above within the Maturity Date range selected.
- Lease Discrepancies Reports – when ran looks for leases where the user assigned to the lease is not assigned to the account.
- Big Ticket Reports
- Big Ticket Lease Report by all Sales Reps – runs a summary report within a certain dollar range (based on the $ amount entered in the Lower Amount and Upper Amount fields) for all Sales Reps under the user for the Maturity Date range selected above.
- Big Ticket Lease Report by Selected Sales Reps – runs a summary report within a certain dollar range (based on the $ amount entered in the Lower Amount and Upper Amount fields) for just the Sales Rep selected above within the Maturity Date range selected.
- Risk Reports
- Lease Risk Report by All Sales Reps – select whatever criteria would constitute a “risk” (i.e., no forecasts, no proposals, and/or no activities of a selected type or all types), then select the date range that the criteria would fall in. The All Sales Risk Report will show a list of all reps with leases that have maturity dates in the range selected above and that match the criteria selected and are therefore “at risk”. The first page is a graph summary for the manager and each rep listed in the reports is separated by a page break allowing reps to be given their risk report.
- Lease Risk Report by Selected Sales Rep – select whatever criteria would constitute a “risk” (i.e., no forecasts, no proposals and/or no activities of a selected type or all types), then select the date range that the criteria would fall in. The Selected Sales Risk Report will show a list of any leases for the selected rep that have maturity dates in the range selected above and that match then criteria selected and are therefore “at risk”.
Last Updated 8/3/2020