How can we help you?

This article covers how to use the Administration menu to configure Crunchafi Lease Accounting to add and report on leases under FRS.

To get started, click on Administration from the top navigation bar.

Adding Users

Client users with an Administrator role can invite additional users to Crunchafi Lease Accounting. From the Administration > Users page, click the Invite button in the top-right corner.

Enter the user's email address, first name, and last name, and choose the relevant role. Click Save. 

The user will receive an invitation email with instructions on how to set up their account. 

Adding Groups

Groups are used to send email notifications for important lease activity. For example, you can set up email alerts to notify a group of users when leases under a specific Reporting Entity are reaching their End Date. 

From the Groups tab, click the Add Group button. Enter a name (required) and description (optional). Click the Add Members dropdown to select one or more users and then click Save. 

To skip to instructions for email alerts, click here.

Policies

The Policies tab is separated into two sections:

• Accounting Policies: Options you want enabled or disabled for your organisation, such as allowing Crunchafi access to your accountancy firm or requiring approval for new leases and any edits.
• Lease Accounting Policy Documents: Use our lease accounting policy templates to make your elections and upload them back into Crunchafi for reference. 

Accounting Policies

Review and select/de-select options as needed for your organisation:

• Enable Firm Access to my Account: Enabled by default. If left enabled, you agree to allow your accountancy firm to access accounts you have established as part of your relationship.
• Require Lease Term Guidance Wizard for every Lease: Select this option to require users to consider termination clauses and renewals terms by working through the wizard.
• Require Classification Wizard for every Lease: This does not apply for leases under FRS.
• Require Review + Approval for every new Lease Created: Select this option for all new leases and subsequent edits to require approval from another user. For additional information, click here.

Lease Accounting Policy Documents

Click on the FRS 102 Lessee or FRS 102 Lessor policy template to download it, open it on your computer, and make/save the necessary elections. Click Upload under the Actions column to store the policy document in Crunchafi.

Reporting Entity

To start adding leases under FRS 102, you must add at least one Reporting Entity under this accounting standard per the instructions below.

1. From the Reporting Entity tab, click the +Add button.
   
   
2. Enter the entity name and and select FRS 102 from the Standard dropdown.
   
   
3. Select options for the following fields:
   • Initial Application Date: For leases under FRS 102, this refers to financial years starting on or after 1 January 2026. Click here for more details. 
   • Local Currency: Choose the currency used to pay lease obligations.
   • Functional Currency: Defaults to the selected Local Currency but can be changed it it is different (e.g., if the currency of its holding company is different). 

4. Click Save in the bottom-right corner.

Disabling a Reporting Entity

Click the edit icon under the Actions column for the relevant Reporting Entity, select the Disabled status, and then click Save.

Adding Locations to a Reporting Entity

To associate one or more locations with a Reporting Entity, click on the row from the list and then click + Add Location in the bottom-right corner. Enter the details and click Add.

When creating a lease, you can assign a location based on the selected Reporting Entity. 

Customisation 

Use this tab to capture values and other pieces of data that are important for your leases. This includes expanding the default list of asset types or creating custom fields. Click the + Add button to the right of the field type, enter the value, and then click Save.

• Asset Type: Add all relevant Asset Types, which will show across all Reporting Entities. Crunchafi includes a group of built-in asset types. Delete or add new options as needed.
• Cost Centres: Optional. Can be used to allocate expenses if necessary.
• Custom Fields: Optional. Can be added as extra tracking if necessary. 
• Lessors: Can add each Lessor (e.g., owner) for the leased assets. Lessors cannot be deleted, only edited.

GL Accounts

From Administration > GL Accounts, update and add the lease-related GL Descriptions and GL Account Numbers to match the selected Reporting Entity's chart of accounts. This allows journal entries to map directly into the accounting system. Use the toggles at the top of the tab to switch between Lessee and Lessor if needed. 

If there is more than one Reporting Entity, select a different entity from the dropdown menu to make any changes. To create an additional Reporting Entity, click +Add to the right of the dropdown menu. 

Disabling or Editing GL Accounts

GL Accounts can be disabled or edited at any time. To disable a GL Account, click Edit above the table, choose the Disabled status, and then click Save.

Additional Considerations:

• Disabled GL Accounts will remain attached to existing leases and financial reporting capabilities for these leases will not be impacted.
  • At least one GL Account in each Account Type must remain active.
  • Disabled GL Accounts will no longer be available when adding new leases moving forward.

Currency

• If operating in multiple currencies, you can follow the common practice of using the prior month’s exchange rate as your average exchange rate for the month.
• When entering exchange rates, be sure to select the appropriate year.
• Exchange rates need to be entered in both directions. Example: GBP to EUR and EUR to GBP.

Email Alerts

Email Alerts are used to notify you and your team about important activities related to your leases. This eliminates the need to set manual reminders or repeatedly refer to lease details.

To add an alert, go to Administration > Email Alerts and click +Add in the top-right corner.

Do the following from the Add Alert Rule window:

• Rule Name: Enter a descriptive name for the alert
• Category: Select a category (e.g., Lease End Date)
• Lease Selection: Update the dropdowns to assign the alert to a specific Reporting Entity and/or Asset Type. Leave one or both dropdowns as-is to apply it to all.
• Email Alert: Enter the number of days before the lease event (e.g., lease end date) you want the alert to be sent. You can enter multiple intervals by pressing enter (e.g., 30, 90, 180).
• Choose Email Recipients: On the right side of the window, leave as-is to send to all active Crunchafi users or choose Groups & Users to select groups or individual users.

Click Save and then click Test to send a sample email alert to yourself.