Organising Leases into Portfolios and Groups
Organise leases into portfolios for easier management and reporting. A portfolio can represent a location, an asset class, a department, or, on the Practice tier, a single client of your firm.
Creating Portfolios
Group leases by location, asset class, department, or client. Accountancy firms on the Practice tier give each client its own portfolio so engagements stay cleanly separated under one login.
Finding a Lease in the Register
The lease list shows Location and Portfolio beside the lease reference, so you can identify a record by where the property is and which group it belongs to without opening it. Location comes from the Asset Location field on the lease, and Portfolio is the group the lease is assigned to. Both show a dash where nothing is recorded, and a long address is shortened on screen with the full text available on hover. The search box above the list matches the lease reference, the lessor and the asset location, so you can search by street name or postcode. Unlike the lease reference, which is fixed once a lease is activated, Asset Location can be edited at any time from the lease form.
When the address is your only unique reference
Per-Portfolio Entity Settings
Each portfolio can override organisation-level defaults so every client looks right to its own auditor. Leave a field blank to inherit the organisation setting.
| Setting | Drives | Blank means |
|---|---|---|
| Fiscal year end month | Transition date and period-to-year-end depreciation | Inherit organisation fiscal year end |
| FRS 102 jurisdiction | GB / IE / parent disclosure templates and peppercorn rules | Inherit organisation jurisdiction |
| Credit profile | OBR suggested-rate calculation | Inherit organisation credit profile |
Settings Are Snapshotted at Commencement
When a lease is created, the effective fiscal year end, jurisdiction, and credit profile are captured onto the lease. Changing a portfolio setting later affects only leases created after the change. Historical disclosure dates and rates stay stable, which keeps the audit trail consistent.
Changing a client's fiscal year end
The Portfolio Discount Rate Is Optional
A portfolio's discount rate is the starting rate for leases you add to it, not a rate the portfolio itself is measured at, and you can leave it blank whichever basis you use. Blank is usually the right answer for an obtainable borrowing rate: FRS 102.20.49 measures each lease at its own commencement date, and an obtainable rate is the reference rate (SONIA, or the euro short-term rate in Ireland) plus your credit spread on that day, so leases starting in different months genuinely carry different rates. Leave the rate blank and each new lease picks up the reference rate for the day it is created. The same paragraph lets you choose between the incremental and obtainable borrowing rate lease by lease, so a portfolio on the incremental rate can be left blank too and the rate set on each lease.
Changing the rate does not restate existing leases
When a Lease Already Has a Rate
If a lease already carries a discount rate and you link it to a portfolio that suggests a different one, Lease102 asks which to use rather than choosing for you. Both rates are shown with where each came from. Keeping the lease's own rate changes nothing and marks the lease as carrying its own rate, shown as "Own rate" on the portfolio's lease list. Taking the portfolio's rate replaces the lease's rate and recalculates that lease, so its liability and schedule change. Closing the question without answering keeps the lease's own rate, so nothing you typed is lost. You are only asked where the two rates actually differ.
Importing a spreadsheet
Export Only: Holding a Portfolio Back from Posting
A portfolio can be marked "Export only" on its edit screen, which leaves its leases out of every live posting to your accounting system whilst still including them in the CSV and Excel journal exports. Use it where the nominal codes for that portfolio belong to a different accounting organisation from the one Lease102 is connected to: Lease102 connects to one organisation at a time, and both sets of codes sit on that one connection, so without this the codes meant for the other organisation could post into the connected one. The posting dialogue names any export-only portfolio, so leases left out are visibly left out, and choosing one for a posting is refused with an explanation rather than posting nothing. Produce that organisation's journal with the export, scoped to the portfolio, and import it yourself.
Other Portfolio Defaults
Each portfolio can also set a default discount rate type, currency, and country for new leases.