Task #1: Gather & Submit Your Leases

  1. Identify all departments or individuals in your organization involved in contracting that may have knowledge of agreements meeting the definition of a lease and ask them to help you gather those contracts.

  2. Gather all known current leases. These questions may help you consider how to get started

    1. Do you have any existing capital leases?

    2. Do you lease or rent any facilities such as office space, storage space, parking lots, etc.?

    3. Do you have surplus property that you lease out to others?

    4. Do you have equipment that is leased such as copiers, computers, etc.?

    5. Do you have contracts for heavy equipment or fleet vehicles that may be leases?

    6. Do you have facilities that are used by others who pay for the right to use those facilities?

    7. Do you have agreements allowing others to use “space” on your facilities such as cellular towers or pole contacts?

    8. Do you have agreements with third-party operators or service providers that include leased equipment within the contract?

    9. Do you rent space at any of your facilities to third parties for ancillary services?

    10. Have you considered all aspects of your organizations operations? This may include: golf course, parks, marinas, utilities, public works, housing authorities, hospitals, nursing homes, athletic facilities, airports, etc.

3. Consider any embedded leases that may be hidden in service contracts.

Here is how we suggest you start:

  1. Look for mention of a physical asset. It could be implied in the contract rather than explicitly stated.

    1. Then look for words like “exclusive use” or “designated.” This could indicate you have control and obtain all of the benefits from the underlying asset.

    2. Service agreements. Shuttle agreements, IT service agreements, janitorial service agreements and cafeteria service agreements are great places to search.

‍You can learn more about embedded leases in DebtBook's blog post about embedded leases.

Task #2: Complete the Lease Organizer

After you have sent your leases to your Implementation Manager, DebtBook will organize and categorize your leases in a Lease Organizer spreadsheet. The Lease Organizer will be used to set up and customize your DebtBook lease profile to match your organization's lease structure.

You will need to review, verify and/or update, and fill in any blanks in the spreadsheet. Once completed, please email your Implementation Manager to let them know the Lease Organizer spreadsheet is complete.

Watch this video to learn how to complete the Lease Organizer.

Task #3: Learn Key Platform Functionality

During your onboarding experience, your Implementation Manager will provide training on navigating and using the DebtBook lease platform. Below are key functions we recommend you familiarize yourself that will help you get the most out of DebtBook.

Switching from Debt to Lease View

Lease Dashboard Overview

Profile Summary

Lease Detail View

General Ledger Settings

Task #4: Review How to Verify Your Leases

The final step in your onboarding experience is to learn how to verify your leases. Your Implementation Manager will review your account with you and show you how to verify your leases. We recommend verifying your leases as soon as possible as the key data points in your leases are used to calculate your lease schedules, journal entries, and disclosure notes -- which need to be prepared as part of your GASB-87 compliance for 2022 audits.

Learn how to verify your leases here.

Once you have learned how to verify your leases, your onboarding is complete! From here, we recommend you finish verifying all of your leases and configuring your GL codes. If you need any further assistance with your account after onboarding is complete, please submit a support ticket at support@debtbook.com.

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