Record Lease Transactions

Transactions are the events you record on a lease as it progresses: a tenant incentive receipt, a percentage rent basis, a landlord statement that updates an estimate, ARO accretion, prepaid rent, and more. You record them on the lease's Transactions page. A transaction that affects a measurement flows into lease accounting, and every transaction is auditable and fully accounted for.

Where transactions live

Each lease has a Transactions page alongside Overview, Contract, Accounting, Payments, Contacts, Custom Fields, and Change History. Transactions are recorded against the lease's contract, so a lease without a contract yet shows an empty page until one exists.

The page has three tabs:

• Overview: summarizes the lease's Options, Incentives, Lease-Related Costs, Security Deposit, Residual Value Guarantee, Certificates of Insurance, Percentage Rent, Estimate Updates, and Other Activity.

• All Transactions: the full ledger. Each row shows the transaction, its Effective Date, Type, Provision, Status, and when it was Recorded. Provision and Status are hidden by default.

• Upcoming: How This Lease Will Likely End, Your Next Deadline (the next option decision), and Money Still Expected (payments and amounts still to come).

Record a transaction

1. Open the lease and go to its Transactions page.

2. Click Log Transaction or Correction.

3. Choose Log a New Transaction.

4. Pick the transaction type. The picker only offers types that can be performed on this lease.

5. Fill in that type's form and save.

A saved transaction confirms it was logged successfully. If validation fails, the first validation message appears under Validation Failed. If an automation holds the transaction for review, it shows as sent for review and is logged once the required review is complete.

Transaction types

The picker offers these types:

• Tenant Incentive

• The Lease Commencement Date is Now Known

• Residual Value Assessment

• Lease-Related Costs

• Option Management

• Record Basis

• Certificate of Insurance

• ARO Accretion

• Security Deposit

• Prepay Rent

• Landlord Statement

• Termination Notice

Tenant Incentive

Record a receipt or payment against an open incentive, or close the incentive.

1. Choose the incentive, then under its Manage options pick Add Receipt/Payment, Add Receipt/Payment & Close Incentive, or Close Incentive.

2. For a receipt, enter the Amount and the Date of Receipt. The date must be on or after the lease agreement date and no later than today.

3. Attach Proof of Receipt and add a Note (Optional).

The form's Receipt History lists prior receipts on the incentive. Closing an incentive without a receipt asks for a Close Date instead, and if the incentive has no receipts you confirm you want to close it without any recorded receipts.

Record Basis

Report the sales basis a percentage rent rule applies to.

1. Choose the Rule, then an available Measurement Period. Only periods that have begun and have no effective report are offered; if none qualify, the form says there are no open periods to report for this rule.

2. Add one or more rows under Reported Basis. Each row has a Category and an Amount for a monetary rule or a Quantity for a count-based rule.

3. Add a Note if needed and save.

The reported basis converts into percentage rent payment rows and propagates to the lease's books. Applying it can be held for automation review.

Landlord Statement

Record a landlord statement that updates an estimated charge, such as operating expenses.

1. Choose the Estimated Charge.

2. Enter Statement Received and New Estimate Effective, plus the new amount. The amount's label follows the obligation's billing unit, such as New Monthly Estimate or New Annual Estimate.

3. Optionally enter the actual cost for the prior period. When you do, set the Reconciles From and Reconciles Through dates.

4. Attach the Statement and add a Note (Optional).

The new estimate's effective date must fall on an estimate-update step within the adjustment's start and end dates.

ARO Accretion

1. Enter the Accretion Amount.

2. Enter the Date of Accretion, on or after the lease agreement date and no later than today.

3. Attach Supporting Documentation and add a Note (Optional).

Prepay Rent

Prepay Rent records a payment against one of the lease's obligations. If the lease has no obligations, the form says there are no obligations on this lease.

1. Select the obligation the payment belongs to.

2. Enter the Amount, in the obligation's currency.

3. Enter the Date of Payment, on or after the lease agreement date and no later than today.

4. Attach Proof of Payment and add a Note (Optional).

Correct a transaction

To fix a transaction, choose Correct an Existing Transaction instead of logging a new one. Pick the type, then the specific transaction, and fill in its correction form. A correction keeps the transaction's sequence and advances its revision number. When the original has already been used by a measurement, the correction raises a Correction revision for accounting to rebuild; otherwise the correction stands on its own.

How a transaction reaches accounting

Recording a transaction does not automatically remeasure the lease. When a transaction warrants it, for example an option exercise that changes the term or a receipt that contradicts a standing judgment, Leasecake raises a Reassessment revision marked as affecting the measurement. An accountant triages the revision: resolving it as No impact closes it, otherwise triage opens a remeasurement run for each selected book. Publishing the run splices the schedules from the transaction's effective date and regenerates the pending journal entries. Once every run has published, the revision is settled. See How lease accounting works for the accounting lifecycle.

Audit trail

Every transaction carries its own transaction number and revision number, plus its type, effective date, and who recorded it. The Details action on a transaction shows its number, status, dates, recorder, and the form as it was filled in.