In this article

Property Lease Management Parameters

Use this page to set up the default values for working with Property Lease Management.

Add Billing Number Prefix to Sales Order Number

The billing schedule number can be added as a prefix to sales order documents that are created from the Invoice Creator. This number form helps you readily identify the source of the sales document.

On the Parameters page, go to the Override Sales Order Number Setup and set the Add billing number prefix option to Yes.
Review the Microsoft Dynamics 365 for Finance and Operations documentation for adding a billing schedule and then creating the invoice for the billing schedule.

The format of the resulting sales document number is as follows:

Sales invoice: <BillingSchedNo>-I<SalesID>, where the letter I indicates invoice
Credit memo: <BillingSchedNo>-C<SalesID>, where the letter C indicates credit memo

For example, a billing schedule has the following number USMF-000675.

When an invoice is created, the resulting sales document number is: USMF-000675-I004785.
When the billing schedule is terminated and a credit note or refund is created or the billing schedule has negative quantity billing schedule lines, the sales document number is: USMF-000675-C004786.

When consolidating invoices by customer (Consolidate by customer is set to Yes on the Invoice Creator), the first billing schedule number is used for generating the sales document number sequence. For example, Customer A has three billing schedules with the following numbers (BS1, BS2, and BS3). The sales document number generated is BS1-IXXXXXX.

Set Up Invoice Processing ID

Use the invoice processing functionality to create custom invoice processing IDs for sales orders that are created from the Invoice Creator in Subscription Billing.

On the Parameters page, go to the Invoice Processing ID Setup and set the following options:
1. Set Invoice processing ID to Yes.
2. Specify the Prefix for the invoice processing ID.
3. Select the Date format to use for the invoice processing ID.
Review the Subscription Billing documentation for creating the sales order for the billing schedule.

After these values are set up, use the Invoice Creator in Subscription Billing to create the sales orders for the billing schedules. The default invoice processing ID is applied to the Invoice Processing ID field box on the Invoice Creator. This value can be edited before the invoice creator process is run.

Set Up ASM Sales Invoice Layout

Use the ASM Sales Invoice Layout if you want to turn on Enable additional fields in the ASM Parameters. To setup the ASM Sales Invoice Report layout, do the following,

Go to the Accounts receivable module. Open Forms > Form setup.
In the General tab of the Form setup page, select Print management.
Open Module - accounts receivable > Documents > Customer invoice > Original <Default>.
Under Report format, select BssiAsmSalesInvoiceReport.

General

The following field boxes are available:

Field	Description
Customer Split Setup
Customer split	Indicates whether the customer split functionality is used. This functionality allows you to split the invoice for an item among multiple customers. Yes: The customer split functionality is used. When selected, the Customer Split page becomes available. No: The customer split functionality is not used.
Commission Deferrals Setup
Commission deferrals	Indicates whether the custom deferrals split functionality is used. This functionality enables you to apply commission sales groups and commission customer groups to sales orders and billing schedules for both regular items and deferral items. Yes: The commission deferrals functionality is used. For more information, see Commission. No: The commission deferrals functionality is not used.
Custom Fields Setup
Custom fields	Indicates whether custom header or line fields are added for billing schedules. Yes: Custom header or line fields are used for adding company-specific information to billing schedules. When this option is selected, the Custom Fields tab appears. No: No custom header or line fields are used.
Custom fields exclusion in consolidation	Select to exclude custom fields from consolidation when you consolidate sales orders by customer. If you have multiple sales orders with the same customer, but with different custom fields in the headers of the billing schedules, then you can still consolidate those sales orders by customer, by turning on Custom fields exclusion in consolidation. You can only use this setting if you have also turned on Custom fields. For more information see Exclude Custom Fields When Consolidating. Yes: Custom fields are ignored when consolidating sales orders by customer. No: Sales orders with different custom fields in their headers, but with the same customer, will not be consolidated into a single invoice. Note: This setting only applies when you are consolidating by customer, and you are using the invoice creator or processing mass terminations.
Override Sales Order Number Setup
Only one of Add billing number prefix or Sales order from sequence number can be set to Yes. These features cannot be used together.
Add billing number prefix	Indicates whether the billing schedule number is added as a prefix to sales documents that are created from the Invoice Creator in Subscription Billing. Yes: Adds the billing schedule number as a prefix to the sales document number. For the resulting sales number format, see Add Billing Number Prefix to Sales Order Number. No: Uses the default sales order number sequence for all sales documents. The default sales documents number sequence is set up in Subscription Billing.
Sales order from sequence number	Indicates whether sales orders created from the Invoice Creator use a specific number sequence. Yes: Uses a number sequence that you select in the Sequence Number tab. No: Uses the default sales order number sequence for all sales documents created from the Invoice Creator. The default sales documents number sequence is set up in Subscription Billing.
Invoice Processing ID Setup
Invoice processing ID	Indicates whether the invoice processing feature is used. Yes: Creates custom invoice processing IDs that are applied to the resulting sales orders. To specify the default value of the invoice processing ID, specify the Prefix and select the Date format. The resulting invoice processing ID has the format: <Prefix><SystemDate>. When the invoice processing feature is used, the Invoice processing ID field box appears on the Invoice Creator in Subscription Billing. No: The invoice processing ID for the sales orders can be set on the Sales order detail, which is is a standard function in Microsoft Dynamics 365 for Finance and Operations (Create an invoice from a sales order ). This invoice processing ID is then applied to the sales orders that are created from the Invoice Creator in Subscription Billing.
Prefix	Specify the prefix value for the custom invoice processing ID. Maximum of six (6) characters.
Date format	Select a language for the date format that is used in the custom invoice processing ID. The date formats are based on the selected language.
Date format preview	Displays a read-only preview of the date format appears after a language is selected in the Date format.
Invoice Split Setup
Invoice Split	Indicates whether the system will split invoices based on custom fields set up for each schedule Yes: The system will split invoices based on custom fields set up for each schedule. When this option is selected, the Invoice Split tab appears. On All billing schedule and All sales order list view six columns get added which are Invoice split, Split by item, Split by item group, Split by customer reference, Split by customer requisition and Split by delivery address. Depending on which options are selected it will display a tick for that column. When Custom fields option = No and Invoice split = Yes Can not add UDF to the Invoice split No: By default the option will be No. With No system will not split invoices. On All billing schedule and All sales order list view six columns are hidden. See also Invoice split process on Sales order Import: Invoice Split
Display additional field on Sales order
Calculate unit price	Indicates whether sales order lines created from the Invoice Creator will have Contract price and Price frequency used in Calculate unit price window populated from the billing schedules. Yes: Contract price and Price frequency fields gets populated from Calculate unit price window from the billing schedule. No: The fields remain empty. See also Sales Order Line Details > Calculate unit price section
Billing period dates	Indicates whether sales order lines created from the Invoice Creator will have the Billing period dates populated from the billing schedules. Yes: The fields gets populated with the Billing detail line Start date and End date. No: The fields remain empty. See also Sales Order Line Details > Billing period dates section.
Milestone with Revenue Allocation
Milestone with Revenue Allocation	Indicates whether Milestone with Revenue Allocation can be enabled on not to be used on billing schedules. Yes: The feature is enabled. No: The feature is disabled. See also Milestone and Revenue Allocation
Invoice Adjustment Setup
Invoice Adjust	Indicates whether the Invoice adjustment functionality is used or not. When enabled user has three options to select from which are explained below: The options selected become the default options on Billing schedule header, which can be overridden. None : Default option and will not create any adjustment. Catch up : The adjusted amounts are billed in separate Sales Order, one line for each adjusted billing period instead of adding up to the next un-invoiced period. True up : The total adjustment amount is added to the first un-invoiced period. Post adjustment automatically parameter will determine if the Sales Order for the adjustment will be posted/invoiced automatically. See also Invoice Adjustment
Rebill Setup
Rebill	Indicates whether the Rebill functionality is used or not. When enabled user can rebill billing schedule lines that once were invoiced by applying a credit note against the specific invoice. Yes: Allows to rebill already invoiced billing schedule lines once the credit note is applied against the invoice. No: By default the option is No and Rebill functionality can not be used. See also Rebill
Invoice Layout
Enable additional fields	To use this feature with your sales invoices, follow the Set Up ASM Sales Invoice Layout process. The Enable additional fields option has two effects on sales invoices: Customer balance: Displays the outstanding or credit balance of a customer as a separate line on a sales order invoice. Yes: The balance of a customer is displayed as a separate line on a sales order invoice. No: The balance of a customer is not displayed as a separate line on a sales order invoice. Invoice period: Displays the range of time of the invoice period in which the invoice is created. The start of the invoice period is the earliest billing detail date of all lines on the sales order. The end date of the invoice period is the latest billing detail date of all lines on the sales order. Invoice period: Displays the range of time of the invoice period in which the invoice is created. The start date of the invoice period is the earliest billing detail date based on the lines of the sales order. The end date of the invoice period is the latest billing detail date based on the lines of the sales order. Yes: Invoice period appears on the sales invoice. No: Invoice period does not appear on the sales invoice. For example, if you are invoicing a billing schedule on March 12, 2023, and the earliest billing detail line is dated January 10, 2023, and the latest billing detail line is dated March 17, 2023, then the invoice period appears as 1/10/2023 to 3/17/2023. For more information about the sales invoice layout, see Sales Order Invoice Layout.
Audit Trail with Currency Inquiry
Exchange rate calculation base	Select the method for calculating the exchange rate when you use the Audit Trail with Reporting and Transaction Currency. The Exchange rate calculation base field becomes read-only when you run the Audit trail with reporting and transaction currency and generate data in the inquiry. In the Audit trail with reporting and transaction currency you can select Cleanup to clear the batch generated data and then you can select a new Exchange rate calculation base, if necessary. Transaction date: Transaction date is the default method for calculating the exchange rate. The reporting and transaction currency amounts in the inquiry are calculated based on the date when the transaction occurs. For example, if a transaction is processed on January 10, 2024, then the exchange rates of that date are used. Recognition date: The reporting and transaction currency amounts in the inquiry are calculated based on the date when the transaction is recognized. For example, if a transaction is processed on January 10, 2024, and then recognized on January 17, 2024, then the exchange rates from January 17 are used.
Lease Accounting Standard
Enable lease accounting standard	Select to use the ASC 842 or IFRS 16 lease accounting standards in your billing schedules.
Lease accounting standard	Select the lease accounting standard you want to use, ASC 842 or IFRS 16. If you have already created journal entries with one of the accounting standards then you will not able to change your accounting standard.
Classification	Select the type of lease: Sales type lease Direct financing lease Operating lease Exempt lease: Select the exempt type for the item where the recognition exemption is applied. For example, if you have a low value asset or short-term lease or non-lease components.
Payment option	Select the type of payment option: Advanced: Payment is received at the start of the lease period. Arrears: Payment is received at the end of the lease period.
Post lease journal automatically	Select to post your lease journal entry or asset return journal automatically or manually. Yes: Your lease journal entry or asset return journal is posted automatically. No: You have to manually post your lease journal entry or asset return journal.
Lease asset return reason code	Select the termination reason code you want to use when you create an asset return.
Default journal name	Select the default journal name for the initial journal entry and asset return journal that are created for leases.
Deferral enabled	Select to turn on deferrals for your lease journal entries and asset return journals.

Custom Fields

This tab is available when Custom fields is Yes.

Custom fields allow a company to add company-specific information to billing schedule headers or lines. Up to 50 custom header fields and 50 custom line fields can be added. Values for the custom fields can be added to the billing schedule, and then are updated on the sales order after it is created from the Invoice Creator. The addition of custom fields can affect the consolidation functionality on the Invoice Creator. For more information, see Custom Fields.

When creating custom fields, remember the following:

If you want to use custom fields for both Microsoft Dynamics 365 for Finance and Operations and Property Lease Management, create all custom fields that you want to use in Microsoft Dynamics 365 for Finance and Operations before creating custom fields for Property Lease Management.
If you want the custom field to be on the billing schedule only, and not be updated to the sales order during the invoice creation process, create a Microsoft Dynamics 365 for Finance and Operations custom field for that data. All custom fields created in Property Lease Management are always updated on the sales order after using the Invoice Creator.

For more information about custom fields, see the Microsoft documentation: Create and work with custom fields.

Add Custom Fields

To add a custom field, follow these steps:

On the Parameters page, go to the General tab, go to the Custom Fields Setup section and set Custom fields to Yes.
Select the Custom Fields tab and select Create new field.
In the Create new field dialog, do the following:
1. Select the Table name, which corresponds to whether you want to create a custom header field or a custom line field.
2. Specify the Name prefix, and select the data Type.
  The Field name is automatically updated with a value to represent the field name in a data table.
3. Specify the Label that appears on the page and the Help text for the custom field.
4. If the data type of the custom field is a Picklist, specify the options in the order that you want them to appear on the page. Currently, the order of the options cannot be changed.
Select Save.

After the custom field is saved, it appears in the Custom fields list with a custom field identifier (UDF Id). The custom field identifier is the underlying field name of the custom field and is automatically assigned in numerical order.

Repeat these steps to add more custom fields.

After custom fields are added, values can be assigned to them on the billing schedule and the associated sales order by using the Custom fields action on the Billing Schedules or Sales Order pages.

Edit or Delete Custom Fields

Custom fields can be edited or deleted only if they are not used by a billing schedule or sales order.

The custom field label and data type can be edited, but the name prefix cannot.
When editing a custom field that has a picklist, only options can be added regardless of whether the custom field is used. Picklist options cannot be deleted.
If you want to edit the options in a custom field that has a picklist, you must delete the existing custom field, and then create it with the updated options. This type of situation can happen if a mistake was made in the picklist options.
When a custom field is deleted, the custom field identifier becomes available for use when the next custom field is created. For example, 10 custom fields have been created with custom field identifiers UDF_1 to UDF_10. When UDF_3 is deleted, the custom field identifier UDF_3 is assigned to the next custom field that is created.

Custom Fields

The following field boxes are available:

Field	Description
Set Up Custom Fields
Add New Custom Fields
Custom Fields List	Shows a list of all available custom fields for the selected type. The list shows the following information: Custom field identifier (UDF_#, where # is 1 to 50). This read-only value is automatically assigned to the custom field after it is created. The underlying field name in the table and data type. The label of the field as it appears on the page. For a selected picklist, the options available. Edits to the custom fields are performed in the list.
Create New Field dialog This dialog appears when Create new field is selected.
Table name	Select the type of custom field you want to add: Billing schedule header Billing schedule line
Name prefix	Specify the prefix for the underlying name of the custom field.
Type	Select the data type for the field: Text Number Decimal Date Date time Picklist Checkbox
Label	Specify the visible label for the custom field. This label is what the end user sees in the user interface.
Field name	Displays the underlying field name for the custom field. This value is read-only and is automatically updated based on the name prefix and uses the format: NamePrefix_Custom.
Help text	Specify the help text for the custom field. This text appears when you pause the mouse pointer over the label of the custom field.

Actions

Action	Description
Create new field	Opens a dialog where you create the custom field.
Delete	Deletes the selected custom field. Fields that are currently in use cannot be deleted.

Custom large text fields

This feature only work when Custom fields = Yes

New grid “Custom large text fields” is added in the custom field form. The grid has three columns as shown below:

Fields ID: UDF_LargeText_01 to UDF_LargeText_05 (Default values and can not be edited)

Field Name: UDFLargeText (Default value and can be edited)

Label: Empty (Default value and can be edited)

Sequence Number

Use this tab to select the default sales order number sequence for sales orders created from the Invoice Creator. To create a number sequence specifically for sales orders that are created from Subscription Billing, generate the number sequence in Microsoft Dynamics 365 for Finance and Operations.

Select Automatic Number Sequence

To select the number sequence for sales orders created from the Invoice Creator, do the following:

For the Reference you want to set, check that the Number sequence code has a value.
- If the number sequence code is empty, you must generate the number sequence for the Reference number you want.
  For more information, see the Microsoft Dynamics 365 for Finance and Operations documentation.
- If the number sequence has a value, continue to the next step.
Select Save.

Invoice Split

This tab is available when Invoice Split is Yes.

There are 5 options for splitting invoices, Split by item, Split by item group, Split by customer reference, Split by customer requisition and Split by delivery address. If these options are enabled, then invoice splitting needs to take these fields into account when generating invoices.

On this tab users will select which custom fields of the billing schedule lines will be used when splitting invoices. User will be able to specify up to 5 custom fields in the window. The values defined in the Invoice Split section will be used as global defaults for all schedules that use Invoice split functionality.

To insert a record to the setup window

Click Insert select the table (billing line)

User can also delete an existing record if it was created by mistake by selecting a record from the grid and clicking remove.

This option will be used along with Invoice split option present on the Billing Schedule Group. Value for enabling and disabling Invoice split for the billing schedules will default based on the option selected on Billing Schedule Group