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Space Change Wizard

Modules > Property lease management > Periodic tasks > Space Change Wizard

Use this wizard to change the space for an existing lease. This wizard simplifies the process for when a customer or vendor changes units or properties during the course of their lease.

When moving out, the customer or vendor must continue to use the same category levels setup. Also, if a meter is attached to the lease, the customer or vendor can continue to use the same meter or use a different meter.

If you want to use a different category, you must terminate the current lease, and then create a lease with the different category for the customer or vendor.

Note icon. Note: Only categories or leases with levels 1 to 3 can be selected in this wizard. Categories or leases that have no required levels (for example, equipment leases) are not available in this wizard.

Tip: As a best practice for leases that use the sales based reconciliation functionality, run the Sales Based Reconciliation before using this wizard.

Step 1: Select which space to change

After selecting the Lease type, you can select the lease that you want to close by Lease Number, Category Name, or Customer/Vendor account. The field that you select acts as a filter for the remaining fields that require values, so that only valid values can be selected.

For example, you want to change the space for a revenue lease. When you select the Category name, only Lease numbers that use the selected category name are available. Similarly, only Vendor accounts that have leases with the selected category name are available.

Field	Description
Lease type	Select the lease type for which you want to process: Revenue or Expense.
Category name	Select the category for the lease. Required. Only categories with non-zero levels are available.
Customer/Vendor account	Displays the customer or vendor account for the lease.
Lease number	Select the lease number that you want to process. Required.

Step 2: Invoice options

Specify the invoice options for the current lease. When the customer or vendor moves out of the current lease, the current lease is terminated, and an invoice for any outstanding charges for that lease is created.

Field	Description
Change date	Specify the date on which the space change is to occur. This date is the start date for the new space. The termination date of the old space is the change date less one day. Note: If the selected change date is earlier than the start date of the lowest level selected, the change date is updated to the next date after the start date of the lowest level. Also, a message appears to inform you of the change. For example, the start date of the lowest level is May 01, 2020. The change date is set to April 20, 2020. The change date will be automatically updated to May 2, 2020.
Invoice type	Displays the invoice type for the lease: For an expense lease select: Invoice journal or Vendor invoice. When Vendor invoice is selected, all charges that are attached to the expense lease require an item. For a revenue lease select: Free text or Sales order. When Sales order is selected, all charges that are attached to the revenue lease require an item. The invoice type selected is based on the settings of the Property Lease Management Parameters page.
Posting option	Select how the journal entry for the lease that is terminated is processed: Create: Creates the invoice only. You must manually post the invoice. Post invoice automatically: Creates the invoice, and then automatically posts the invoice after you specify the invoice number.

Step 3: Select levels to move into

The list shows all available lowest levels to which the customer or vendor can move in. More than one lowest level space change can occur, and for each line you want to move out, be sure to select the line. Only the selected lines are processed. The number of required levels that are visible depends on the required levels for the category.

The available options and default values for the new space are based on the Properties page. The Mark all and Unmark all buttons allow you to select all or clear all charges in a single action.

Field	Description
Selected	Select this check box to indicate that the space is to be changed.
Lease number	Displays the lease number.
Level 1, 2, 3	Displays the current lowest level combination of the space from which the customer or vendor wants to move out.
New Level 1, 2, 3	Select the new Level 1, 2, and 3 combination for the space to which customer or vendor wants to move in.
Total area	Displays the total area of the level. Read-only. This value is updated when the Properties setup is updated.
Total leasable area	Specify the total leasable area.
Leasable area	Displays the total leasable area. Read-only. This value is updated when the Properties setup is updated.
Leased area	Specify the area for the lease. This value must be less than or equal to the leasable area. The leased area is used in calculations for reports and inquiries.
Chargeable area	Specify the area that can be used in the CAM reconciliation calculations. By default, this value is the same as the leasable area.
Change date	Displays the date on which the space change is to occur. This date is the start date for the new space. The default is from Space Change Wizard, but you can change it if needed.
Exclude CAM calculation	Select whether the CAM expense pool is excluded from the amounts calculated for the billing periods. Selected: Excludes all CAM expense pool amounts when calculating the amounts for the billing periods. When this option is selected, the charges for the associated CAM expense pool are not included in the next step for copying charges for the lease. Cleared: Includes all CAM expense pool amounts when calculating the amounts for the billing periods. When this option is selected, the charges for the associated CAM expense pool appear in the next step for copying charges for the lease. After invoices have been created for charges that are associated with the CAM expense pool, this option cannot be edited.

Step 4: Select charges to copy

The list shows all current charges for the lowest levels that are selected to be changed. Select the charges that you want to transfer from the previous space to the new space. The Mark all and Unmark all buttons allow you to select all or clear all charges in a single action.

If the invoice for a billing period has already been created and paid, the lease cannot be moved to a new location until the subsequent the billing period begins.

For revenue leases, regular and consumption charges from the previous unit and CAM charges from the new unit will appear.

Field	Description
Transfer	Select this check box to indicate that the charge is to be transferred to the new space.
Lease number	Displays the lease number.
Level 1, 2, 3	Displays the current lowest level combination of the space for which the charge applies.
Charge number	Displays the charge for the current lowest level space.
Charge type	Displays the type of charge.
New Level 1, 2, 3	Displays the new lowest level combination for the space to which the charge is to be transferred.
Change date	Displays the date on which the space change is to occur. This date is the start date for the new space. The default is from Space Change Wizard, but you can change it if needed.
Warning	Displays any warning messages for the charge.
Transfer sales based setup	Select this option copy the sales based setup options for the charge to the new space.
Charge Details
Financial Dimensions	Displays the default financial dimensions for the charge for the selected line, which can be changed as needed. BusinessUnit CostCenter Department ItemGroup Project Financial dimension is a standard Microsoft Dynamics 365 for Finance and Operations feature. For more information on using financial dimensions, see Financial Dimensions. The default values for the financial dimensions are from the source charge.
Tax	Displays the item sales tax group and sales tax group for the charge. The default values for the item sales tax group and sales tax group are from the source charge. The sales tax is a standard Microsoft Dynamics 365 for Finance and Operations features. For more information, see the Microsoft Dynamics 365 for Finance and Operations documentation. Sales tax overview Set up sales tax groups and item sales tax groups

Step 5: Preview

Review the settings for the space change.

All values in this step are read-only. To change any of the values go back to the step where you specified the values. If you are satisfied with the values as shown in the preview, select Next.

The Charges list shows all charges that have been selected to be copied from Step 4: Select charges to copy and any CAM charges for the move-in property.

Any links of the lease with the old space are terminated and moved to the new space. You can review the lease and, if needed, make any changes on the Lease Details page.

Step 6: Complete

After the space change has occurred, you can select the next action you want to perform:

Space change: Restarts the wizard so you can change the space for a different lease.
Finish: Closes the wizard.

When the space for a lease is changed, the following occurs for the previous space:

The previous space is terminated.
An invoice for all billing periods up to and including the termination date is created. When the termination date is the end of the month, the full amount for the period is on the invoice. When the termination date is the first of the month, the invoice is prorated to a 1-day period.
All billing periods after the change date are terminated.

Note icon. Note: Abatement lines are not transferred to the new unit.

After the move out of a lowest level is completed, the same lowest level cannot be used again in the future for the same lease. If you want to use the lowest level, it would need to be used with a new or different lease.

After you finish the wizard, you can review the details of the lease on the Lease Details page. On the Billing Lines for the new lease, you can review the following:

All charges from the previous space that have been invoiced. These lines appear for informational purposes and serve as a basis for any future escalations.
All upcoming billing periods.

If needed, you can use the Invoice Creator to create invoices for the remaining charges.

Note icon. Note: When the Change date does not align with the last billing period end date from the Meter Readings page, a display issue with regard to dates of the first billing period of the new space appears. Review the example to better understand this scenario.