NetLessor Lease Component Payment Upload
Overview
When lease payments vary or escalate over time, these changes can be efficiently recorded by uploading a payment schedule using a CSV file.
The steps below outline how to properly complete and upload the payment schedule.
Prerequisites
Lease records must be present in the system before uploading a payment schedule. Without existing lease records, payment entries cannot be associated. Lease records can be created through one of the following methods:
Step-by-Step Process
- Prepare an Excel file with the following column headers and fill in the relevant information for upload:
| Column Header | Description | Example |
| Lease ID | The ID assigned at the time of lease creation, either automatically by the system or manually. | LR0001 |
| Lease Name | The designated name assigned to the lease at the time of creation. | Leased Computer |
| Concatenated Name | This field should use a concatenation formula to combine the Lease ID and Lease Name, with a space between them. | =CONCAT(A2, " ", B2) |
| Payment Date | The effective date of the lease component payment, which should align with a billing or invoicing period. This schedule overrides the Initial Payment Amount specified in the header on the lease record. Payments will continue on a monthly basis from this date until a new lease component payment with a later effective date is entered. | 1/1/2025 |
| Payment Frequency | Specifies how often the payment should be applied. Available options include: Monthly, Bi-Monthly, Quarterly, Semi-Annually, Annually, Weekly, Bi-Weekly, Daily, and One-Time. | Monthly |
| Payment Amount | The amount of the lease component payment for the specified effective period. This schedule overrides the Initial Payment Amount entered in the header. Payments are assumed to continue monthly from the effective date until a new lease component payment with a later effective date is provided. If multiple payments are expected within a single period, their total should be combined and entered as a single payment amount. | 1000 |
| Non-Lease Payment 1 | Enter the non-lease payment amount for any non-lease component streams that should be tracked but excluded from lease calculations. Up to 10 different non-lease payments can be recorded for a single lease. If necessary, additional columns can be added to the Excel file to accommodate multiple non-lease components (e.g., Non-Lease Payment 2, Non-Lease Payment 3, etc.) | 200 |
The system assumes that the payment amount remains consistent for subsequent periods following the initial effective date, continuing through the end of the lease unless specified otherwise. Therefore, when completing this template, only capture changes to the payment amount.
The example below illustrates how to fill out the template. For lease LA0001, the initial monthly payment of $40 starts on 1/1/2025, with a $10 increase each year. Additional rows should be added to reflect payment changes on 1/1/2026 and 1/1/2027. The system will assume a monthly payment of $40 for 2025, $50 for 2026, and so on.
After completing the payment schedule for the first lease, begin capturing payments for the next lease immediately below. In this example, the second lease starts with a $1,000 payment on 3/1/2025, increasing to $1,250 on 3/1/2026. This lease also includes non-lease components, which remain consistent throughout the lease term and are recorded in the Non-Lease Payment 1 column.
- Once the Excel file is complete, save it as a .csv file in a known location.
- Next, navigate to the Import Assistant by going to Setup > Import/Export > Import CSV Records.
- In the Import Assistant, update the Import Type to Custom Records and select NetLessor Lease Payment from the Record Type drop-down menu.
Start reading here when coming from the article Transition From Sandbox to Production.
- In the CSV File(s) section, click the Select button to upload the saved .csv file, then click Next:
- On the Import Options screen, ensure the Add option is selected and the Run Server SuiteScript and Trigger Workflows checkbox is checked. Then click Next to proceed:
- On the Field Mapping screen, fields from the CSV file must be matched to the corresponding fields on the NetLessor Lease Payment record. NetSuite will automatically map any fields it can identify. Unrecognized fields must be manually matched between the CSV file and the appropriate NetSuite fields. The field mapping should follow a format similar to the screenshot found further below:
- Concatenated Name → Lease
- Payment Date → Effective Date
- Payment Frequency → Payment Frequency
- Payment Amount → Lease Payment
The Lease ID and Lease Name fields do not need to be mapped, as they are only used to generate the concatenated lease name, which is the field used for lease mapping.
The Non-Lease Payment columns only require mapping if non-lease payments are included in the data.
- After completing the field mapping, select Next.
- On the final screen, the import mapping can optionally be named and saved by selecting Save & Run. To proceed without saving the mapping, use the dropdown arrow next to Save & Run and select Run:
- If the system processes the file without errors, proceed to the Job Status page to monitor the import status:
- Upon successful completion and correct field mapping, Lease Payment records will be visible on the Lease Payment Schedule sublist within the Payments subtab of each lease record.
In the event of a failed import, review the import logs to identify the specific errors. Resolve any issues, then repeat the import process as needed.