iLandMan and IFS BOLO User Documentation

Back to IFS BOLO and iLandMan Integration

Step 1

1. Create an Owner, Lessee, and Contract in iLandMan.

2. Create a Payment in iLandMan and associate with an Owner and a Contract (Lease).

3. If direct billing allocations are known for this Payment, select the Allocate in Land checkbox on the Payment and add Lessees and Amounts to the Allocation table.

If a Payment was previously created for this Contract, the Direct Billing Allocation data will auto-populate based on the most recent Payment for that Contract.

4. The Payment is taken through the Payment Approval process as set in the Project.

Once the Payment has reached a status of Final Approval, the Payment(s) is then exported from the Export Approved Payments table in the Accounting section of iLandMan.

Step 2

1. The Name and Address Route is run.

2. Owner and Lessee data is imported into IFS BOLO and Name Records are created for each entity.

When BOLO is importing the data into its own tables, it checks to make sure there are no duplicates or missing values before adding the data.

3. After the data is successfully added to the BOLO database, Name reference is created and added to the Owner and Lessee pages as the BOLO ID.

4. A user can review the data transferred to BOLO in the Name and Address Maintenance (COM1201) screen.

a. The following fields update and import into a Name Record in BOLO from the iLandMan Lessee and Owner pages.

b. All core fields are locked in BOLO and any modifications to these fields must be performed in the source system iLandMan.

iLandMan - Lessee or Owner Page	COM1201 - Name & Address	Comments

iLandMan - Lessee or Owner Page	COM1201 - Name & Address	Comments
	Ownership	If Lessee, then value defaults to AR; If Owner, then value defaults to AP.
	Input user & date	iLandMan user ID & date created
	Last update info	iLandMan user ID & date updated
	Foreign system ID	If a Lessee record, then ID will begin with a ‘C'. If an Owner record, then ID will begin with a 'V’.
	Foreign system	Indicate ‘iLandMan’ as a source system
Name 1,2, & 3	Name 1,2, & 3
	Name sort key	Defaults from Name 1.
Address 1 & 2	Street Address 1 & 2
City, State, Zip	City, State, Zip
Country	Country
Entity type code	Entity type
	Valid companies	Defaults to ‘ALL’
	Usage	Defaults to 'L' IFS Land Name & Address
Tax Information Screen
Tax Type	Tax Entity Type
SSN/Tax ID	Tax ID	This will by encrypted when being passed.

5. When a Lessee is tied to a Payment in iLandMan, then an AR1210 – Customer Maintenance record is automatically created for the Base record if one does not already exist. Valid companies and Default credit terms will populate from values entered in (INT1201) IFS Land Settings screen.

6. When an Owner is tied to a Payment in iLandMan, then an AP1210 – Vendor Maintenance record is automatically created for the Base record if one does not already exist. Dflt 1099 code, Valid companies and Default credit terms will populate from values entered in (INT1201) IFS Land Settings screen.

Step 3

1. When the Name and Address Route identifies a duplicate record, the iLandMan user has three options:

a. Create a new Base record in BOLO.

b. Update BOLO Base record with values from iLandMan record.

i. This option will override existing values in BOLO.

c. Create a new site for Base record in BOLO.

Step 4

1. The Lease Header route is run and a Lease Cost Center is created.

2. The following fields from the Contract import into a Lease Cost Center in IFS BOLO.

Contract Number
Contract Name
Serial Number
AID Number
Contract Date
Effective Date
County (from the first associated Tract)
State
Company Code (from License set up)
Project Code (from Project set up)

Step 5

1. The Checks (Payables Invoices) route is run and creates an Invoice with an Accounts Payable component.

2. The following fields from the Payment page will import into IFS BOLO as an Invoice with an Account Payable component:

Payment ID (backend ID auto-generated by ILM)
Company Code (from License setup)
Accounting Period (pulled from Project Information)
Owner/Grantor Address ID
Invoice Number
Invoice Date
Export Date
Payment Amount
Bank Code (pulled from Project Information)
Description (Consideration For)
AFE Number
Due Date
Payment Reason (Payment Type code pulled from List Maintenance)
Payment Number
Contract File Number

3. If there are no Land Allocations, once this is completed, the Payment will be automatically given a status of Received from Accounting.

Step 6

1. The Accounts Receivable Invoices route will add an Account Receivable component to the same Invoice in IFS BOLO. Multiple Lessees in the Allocation table on the iLandMan Payment will create multiple Accounting Distribution transactions in IFS BOLO.

2. The following fields from the Payment page will import into the Account Receivable component of the same Invoice in IFS BOLO:

Payment Number
Company Code (from License setup)
Accounting Period (Auto-Populate from Project Information)
Payment Amount
Lessee (from the Direct Billing Allocation table)
Invoice Date
Description (Consideration For)
AFE Number
Payment Reason (Account and Sub Account Code pulled from List Maintenance)
Contract File Number
Export Date
Amount (from the Direct Billing Allocation table)
Payment Reason (Payment Type Code pulled from List Maintenance)

3. Once this is completed, the Payment will be automatically given a status of Received from Accounting.

Errors

If there are errors in any of the Routes run between iLandMan and IFS BOLO, they will appear in the following places:

The IFS Dashboard
The BOLO Interop Screen INT3301
The respective records in iLandMan (Owners, Lessees, Contracts (Leases), Payments)

For example, a failed payment will show an error in the Error field directly on the Payment, such as “Critical: Vendor ‘77_1’ for invoice ‘RR - 115515’ does not have a usage code of AP.”