When implementing the SOFT4Spaces solution, there are two possible options for entering initial data:
- Direct entry in Microsoft Dynamics 365 Business Central. This method is typically used by organizations with a smaller volume of data. Data is entered manually directly into the Microsoft Dynamics 365 Business Central system.
- Data import using Excel migration templates. Initial data can also be imported into Microsoft Dynamics 365 Business Central using predefined Excel data migration templates. These templates are uploaded into the system by a consultant.
The Demo Excel templates contain sample data that must be removed before entering actual information. The sections below provide instructions on: which data must be entered on each Excel worksheet, the purpose of each field, the required data format, the maximum number of allowed characters, and whether the field is mandatory.
Download Demo Excel templates here: S4SPC_configuration_package_template
Lease Unit
| Field name | Type | Length | Description | Mandatory field |
| No. | Code | 20 | Enter the unique lease unit card number. Create your own number or use one from the number series table. | Yes |
| Description | Text | 100 | Fill in the lease unit description | Yes |
| Address | Text | 100 | Enter the lease unit address. The address can be specified only for the highest level lease unit card, e.g. Building and will be automatically applied to linked lease units. | |
| City | Text | 30 | Enter the lease unit city. The city can be specified only for the highest level lease unit card, e.g. Building and will be automatically applied to linked lease units. | |
| Lease Unit Category | Code | 20 | Enter the lease unit category code. | |
| Lease Unit Class | Code | 10 | Enter the lease unit class code. | |
| Floor | Code | 10 | Enter the floor number. This field is for informational purposes only. | |
| Room No. | Code | 50 | Enter the room number. This field is for informational purposes only. | |
| Country Code | Code | 10 | Enter the country code. | |
| Post Code | Code | 20 | Enter the post code. | |
| Global Dimension 1 Code | Code | 20 | Enter the global dimension 1 code. | |
| Global Dimension 2 Code | Code | 20 | Enter the global dimension 2 code. | |
| Unique No. | Code | 30 | Enter unique No. This can be a cadastral number or an internal number according to the company’s policy. This field is for informational purposes only. | |
| Building | Boolean | Fill in true only for the highest level of lease unit card, for example Building. Set all others (floors, blocks, spaces) to false. | Yes | |
| Lease Unit Group | Boolean | Fill in true only for the highest level (Building) and second level of lease unit card (Floors, blocks, etc.) Set all others to false. | Yes | |
| Lease Unit Group No. | Code | 20 | Enter the lease unit group number. For the lowest level of a lease unit, add the floor or block lease unit group. For the second level, enter the lease unit group of the building. Don't enter any No. for the highest level of lease unit card. | |
| Parking Unit | Boolean | Fill in true if the lease unit card is for parking, otherwise it should be false. | Yes | |
| Total Area | Decimal | Fill in the building area only on the building card (highest level). This area is for information only and is not used for fee calculations. | Yes |
Lease Unit Category
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 20 | Create lease unit category codes. This field is for informational purposes and can be used for filtering. | |
| Description | Text | 30 | Enter the description for the lease unit category. |
Lease Unit Class
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 10 | Create lease unit class codes. This field is for informational purposes and can be used for filtering. | |
| Description | Text | 30 | Enter the description for the lease unit class. |
Lease Unit Ledger Entry
| Field name | Type | Length | Description | Mandatory field |
| Entry No. | Integer | Number the rows sequentially from one up to the total number of rows. | Yes | |
| Posting Date | Date | Enter the date for posting area quantities. | Yes | |
| Lease Unit No. | Code | 20 | Enter the lowest-level lease unit number. | Yes |
| Quantity | Decimal | Enter the area of the lease unit. | Yes |
Meter
| Field name | Type | Length | Description | Mandatory field |
| No. | Code | 20 | Enter the meter number. Create your own number or use one from the number series table. | Yes |
| Name | Text | 50 | Enter the meter name. | Yes |
| Unique Number | Code | 20 | Enter the meter’s unique number. This field is for informational purposes only. | |
| Location | Text | 50 | Enter the meter’s location. This field is for informational purposes only. | |
| Service No. | Code | 20 | Enter the service number to specify which service this meter will be used for. | Yes |
| Type | Option | Select one of the values: Inlet or Lease Unit. | Yes | |
| Inlet Meter No. | Code | 20 | Enter the Inlet Meter No. for Lease Unit-type meter lines. Assigning an inlet meter allows the system to understand the relationship between meters and calculate the difference between the Lease Unit meter and the inlet meters. | Yes |
| Building Code | Code | 20 | Enter the building number to which the meters will be assigned. | Yes |
| Comments | Text | 100 | Here you can add notes and comments. This field is for informational purposes only. | |
| Do Not Check Readings | Boolean | Enter the value to false to ensure that meter readings are recorded consistently and do not overlap. Enter true if it needs to be used for exceptions. | Yes | |
| Coefficient | Decimal | Value must be 1 | Yes |
Lease Unit Meter
| Field name | Type | Length | Description | Mandatory field |
| Meter No. | Code | 20 | Enter the existing meter number. | Yes |
| Lease Unit No. | Code | 20 | Enter the lease unit number that should be assigned to the meter. | Yes |
| Coefficient | Decimal | The value must be 1 if one meter has one lease unit assigned. If multiple lease units are assigned to a single meter, the coefficient may differ, but the total value must equal 1 | Yes |
Lease Unit Inlet Meter
| Field name | Type | Length | Description | Mandatory field |
| Meter No. | Code | 20 | Enter the existing inlet meter number. | Yes |
| Lease Unit No. | Code | 20 | Enter the lease unit number that should be assigned to the inlet meter. | Yes |
| Allocation Type | Option | Enter Area or Percentage. | Yes | |
| Coefficient | Decimal | For percentage-based allocation, set the coefficient (e.g., 50% = 0.5). For area-based allocation, select Area and set the coefficient to 1. Percentage-based allocations are applied first. Any remaining amount is allocated based on Area. | Yes |
Service Group
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 20 | Enter service group code. | Yes |
| Description | Text | 100 | Enter service group description. | Yes |
| Print detail lines in Utilities Statement | Boolean | Enter true if you want to print detailed lines of this service group in the Utilities Statement. | Yes |
Lease Contract Header
| Field name | Type | Length | Description | Mandatory field |
| No. | Code | 20 | Enter the lease contract number. Create your own number or use one from the number series table. | Yes |
| Version No. | Integer | Value must be 1 | Yes | |
| Version Status | Option | Value must be New | Yes | |
| Customer No. | Code | 20 | Enter existing customer number. | Yes |
| Contract Type | Code | 20 | Enter the Contract Type. The selected type, when creating a new Lease Contract, automatically applies the associated template, which defines contract lines, minimum term, notice period, payment terms, and invoicing frequency. | |
| Master Contract | Boolean | Enter true if you want to mark this contract as a master contract. | ||
| Master Contract No. | Code | 20 | Enter the Master Contract No. – the lease contract number marked as true for Master Contract, to link subcontracts. | |
| One Invoice for All Contracts | Boolean | Enter true if the Customer should receive a single sales invoice for the master contract and its subcontracts. | Yes | |
| Building No. | Code | 20 | Enter the building to which the lease unit or units in the contract belong. If the lease contract includes units from multiple buildings, leave this field blank. | |
| Minimum Term | DateFormula | Enter a minimum term of the Lease Contract, e.g., 1Y would mean that minimum term is one year. | ||
| Notice Period | DateFormula | Enter the shortest notice period for the Lease Contract termination, e.g. 3M would three months. | ||
| Payment Terms Code | Code | 10 | Enter the payment term code. | Yes |
| Shortcut Dimension 1 Code | Code | 20 | Enter the Global Dimension 1 value code. | |
| Shortcut Dimension 2 Code | Code | 20 | Enter the Global Dimension 2 value code. | |
| Salesperson Code | Code | 20 | Enter the salesperson code responsible for this lease contract. | |
| Notes | Text | 100 | This field is for informational purposes. | |
| Customer Brand | Code | 20 | Enter the brand code if you want to create separate lease contracts for each customer brand. | |
| Contract Date | Date | Enter contract starting date. | Yes | |
| Contract Valid Until | Date | Enter contract ending date. | Yes | |
| Holdover | Boolean | Enter true to use the Holdover functionality and include lease contracts in billing and invoicing despite their expiry date. Otherwise, enter false. | Yes | |
| Handover Date | Date | Enter the date when lease contract was handed over. | ||
| Status | Option | Value must be New | Yes | |
| Required Deposit Amount | Decimal | Enter required deposit amount. | ||
| Deposit Term | Date | Enter the date when the deposit must be paid. | ||
| Invoicing Frequency | Option | Enter a suitable invoicing frequency, e.g., monthly, quarterly, or yearly. | ||
| E-Mail Invoice | Text | 250 | Enter the email addresses that will be used for sending invoices. | |
| Invoice Delivery Method | Option | Value must be E-Mail. | ||
| Automatically Extend | Boolean | Enter true to enable the lease contract auto-extension functionality, otherwise enter false. | ||
| Extension Period | DateFormula | If auto-extension is enabled, enter the extension period. | ||
| Extend Price | Boolean | Enter true if you need to extend the prices, otherwise enter false. | ||
| Extend Price Indexation | Boolean | Enter true if you need to extend the price indexation, otherwise enter false. | ||
| Send Forewarning | Boolean | Enter true if you need to send email notifications before the extension, otherwise enter false. | ||
| Forewarning Period | DateFormula | Enter the forewarning period. | ||
| Recipients | Text | 100 | Enter the recipients email addresses which will be used for both types of notifications. | |
| Notify on Extension Date | Boolean | Enter true if you need to send email notifications on extension date, otherwise enter false. |
Lease Contract Line
| Field name | Type | Length | Description | Mandatory field |
| Lease Contr. No. | Code | 20 | Enter the lease contract number from the lease contract header. | Yes |
| Version No. | Integer | Value must be 1 | Yes | |
| Line No. | Integer | Use line numbers starting from 10,000 for each contract. | Yes | |
| Service No. | Code | 20 | Enter service number from a service list, e.g. RENT, CAM, WATER, etc. | Yes |
| Customer No. | Code | 20 | Enter customer number from the lease contract header. | Yes |
| Lease Unit No. | Code | 20 | Enter the lease unit for which service charges would be calculated. | Yes |
| Version Status | Option | Value must be New. | Yes | |
| Effective Date | Date | Enter the contract starting date. | Yes | |
| Expiration Date | Date | Enter the contract ending date. | Yes | |
| Payment Terms Code | Code | 10 | Enter the payment term code. | Yes |
| Shortcut Dimension 1 Code | Code | 20 | Enter the Global Dimension 1 value code. | |
| Shortcut Dimension 2 Code | Code | 20 | Enter the Global Dimension 2 value code. | |
| Building No. | Code | 20 | Enter the building to which the lease unit or units in the contract belong. | Yes |
| Quantity | Decimal | Use this field only for charges that are calculated based on variables defined in the Lease Contract (for example, the number of parking spaces). Enter the corresponding variable so the system can calculate the charge correctly, otherwise enter 0. | Yes | |
| Holdover | Boolean | Enter true to use the Holdover functionality and include lease contracts in billing and invoicing despite their expiry date. Otherwise, enter false. This value must match the setting in the lease contract header. | Yes | |
| Status | Option | Value must be New. | Yes | |
| Invoicing Frequency | Option | Enter a suitable invoicing frequency, e.g., monthly, quarterly, or yearly. | Yes | |
| In Arrears/In Advance | Option | Choose one of the following options: Not Defined, In Arrears, or In Advance. This setup is used to filter the specific lines that should be charged when creating service journal lines. | ||
| Charge Cost Entries | Boolean | Enter true if costs are to be allocated from a Purchase Invoice and any fixed amount should be applied. |
Contract Type
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 10 | Enter contract type code. | Yes |
| Description | Text | 50 | Enter contract type description. | Yes |
| Contract Template | Code | 20 | Enter contract template code. |
Service
| Field name | Type | Length | Description | Mandatory field |
| No. | Code | 20 | Enter the service number. | Yes |
| Description | Text | 50 | Enter the service's name, e.g. electricity, water, etc. | Yes |
| Gen. Prod. Posting Group | Code | 20 | Enter the invoicing group that specifies the General Product Posting Group. This code determines which General Ledger accounts the system uses when posting transactions involving this service. | Yes |
| VAT Prod. Posting Group | Code | 20 | Enter the invoicing group that specifies the VAT Product Posting Group. This code defines which VAT Business Posting Group this service belongs to and determines which General Ledger accounts are used when posting transactions involving this service. | Yes |
| Unit of Measure Code | Code | 10 | Enter the unit measure code, which specifies the unit of measure for the service, e.g. cubic meter. | Yes |
| Invoicing Type | Option | Choose one of the following options: Not Defined, In Arrears, or In Advance. | ||
| Service Group | Code | 20 | Enter the service group number to combine services in invoices but show details in statements. | Yes |
| Charge Cost Entries | Boolean | Enter true to enable the Charge Cost Entries button, which specifies whether cost entries for this service should be marked automatically in Lease Contract Lines. It affects new contracts when they are created manually. |
Service Price
| Field name | Type | Length | Description | Mandatory field |
| Type | Option |
Enter the level at which the price is applied. Prices can be defined starting from the Lease Unit level up to All Contracts. If no valid price exists at the Lease Unit level, Business Central automatically applies the next available level (for example, the Contract-level price). The available price level options are: Lease Unit – Price defined for a specific lease unit. Contract – Price defined for a specific lease contract. Building – Price defined for a specific building. All Contracts – Price applied to all contracts. |
Yes | |
| Sales Code | Code | 20 |
Specifies the record to which the price applies, based on the selected Type: 1. If the Type is Lease Unit, specify the Lease Unit number. 2. If the Type is Contract, specify the Lease Contract number. 3. If the Type is Building, specify the Building. 4. If the Type is All Contracts, leave the Sales Code field blank. |
Yes |
| Service No. | Code | 20 | Enter the Service No. to which the price will be applied. | Yes |
| Effective Date | Date | Enter the service price starting date. | Yes | |
| Expiration Date | Date | Enter the service price ending date. | Yes | |
| 360 Days per Year | Boolean | Enter true if a price is set for a year but the Customer is invoiced monthly. The system will calculate equal amounts for each month when creating Service Journal lines. |
Yes | |
| Price For Period | Option | Specifies the period for which the price applies: Day, Week, Month, Quarter, or a Year. For Price Type = Meter, this field should remain empty. | Yes | |
| Quantity Type | Option |
Specifies how the price is calculated. The available values are: Fixed. A fixed amount applies for the entire Lease Unit per period. Area. A fixed amount applies per square meter per period. Turnover. The price is based on sales results (turnover entries). Meter. The price is based on usage. |
Yes | |
| Use Quantity | Boolean | Enter true if charges should be calculated based on a variable Quantity defined in the Lease Contract, e.g. parking spaces. The quantity must be entered when creating the Lease contract on the Lease Contract Lines. | Yes | |
| Unit Price | Decimal | Enter the price to be applied. | Yes | |
| Index Price | Boolean | Enter true if price indexation should be applied and follow the instructions for completing the relevant fields. Otherwise, enter false. | ||
| Price Indexing Code | Code | 10 | Enter the appropriate indexing code from Price Indexing Code table. | |
| Indexing Starting Date | Date | Enter the date when the first indexation began (for informational purposes if needed). | ||
| Indexing Ending Date | Date | Indicates the date after which the price should no longer be indexed. | ||
| Indexing Calculation Date | Date | Specifies the next scheduled indexation date. The valid index value will be applied according to this date. | ||
| Min Index Value | Decimal | Enter minimum index values, if required. For example, if the minimum index value for a customer is 2%, the Min Index Value should be set to 2. | ||
| Max Index Value | Decimal | Enter maximum index values, if required. For example, if the maximum index value for a customer is 5%, the Max Index Value should be set to 5. |
Price Index Values
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 10 | Enter the appropriate indexing code from Price Indexing Code table. | Yes |
| Valid From | Date | Enter the date from which the index value is valid. | Yes | |
| Valid To | Date | Enter the date until which the index value applies. | Yes | |
| Value | Decimal | Enter Index Value coefficient. In our example, the Index Value is 4%, so the coefficient is 1,04 | Yes |
Price Indexing Code
| Field name | Type | Length | Description | Mandatory field |
| Code | Code | 10 | Create and enter price indexing code. | Yes |
| Description | Text | 50 | Enter price indexing code description. | Yes |
Customer Brand
| Field name | Type | Length | Description | Mandatory field |
| Customer No. | Code | 20 | Add customer No. from Customer list. | Yes |
| Brand Code | Code | 20 | Create and enter customer brand code. | Yes |
| Description | Text | 100 | Enter customer brand description. | Yes |