TABLE OF CONTENTS
- Revenue Deck Multi Sheet Import - Overview
- Where is the new import located?
- Template Tabs
- Uploading an Import
Revenue Deck Multi Sheet Import - Overview
The revenue deck import has been enhanced to allow all the deck information to be imported, including the burden groups and disproportionate burdens, as well as obligations. The multi-sheet import template has been created which will allow users to pick the sheet(s) to specify the details they want to import. These new sheets also allow for multiple rows per deck/owner as needed.
The new import will allow users to be able to auto number their decks, no need to kick everyone out of deck maintenance and going to find the last number used. With this new enhancement the template is now able to update existing decks using the deck number.
This import was introduced in 2019 and has been enhanced with the ability to add Min Roy obligations and lease references. This import can assist with efficiency and productivity, specifically if the decks are already in excel format. This import has evolved greatly over the last several years. It started with the deck header code, deck properties and deck decimals only. Now a User can add additional information with the new enhanced template.
Where is the new import located?
The import is easily accessible in the following locations:
Master Files/Interfaces/Revenue Deck Decimal Import
Master Files/Ownership/Revenue Deck Details/Import Ownership button
Uploading a Blank Template
You can then create a blank template, click on the New Excel Template button showing a yellow star in the top right area of the screen.
When you click on the button, navigate where you want to save the new template and name it, then click Save.
You will then be prompted to open the template or not.
Notice when the template opens there are 10 tabs in the template, all representing the functional areas in Deck Maintenance.
If your decks are set to auto number, the DeckCode column in the workbook is strictly to differentiate between unique decks. If you manually assign the decks numbers, the entries put in the DeckCode column will be what is imported into Deck Maintenance.
If a deck header already exists for the deck found on the 2nd through 6th sheets, the user does not have to populate all the columns on the first or second sheet. They do, however, need to populate the deck code on the first sheet.
If you use Burden Groups, enter a Yes in the “Use Burden Groups’ column and if you require every owner in the deck have a burden group related to it, enter Yes in the “Burd Group Reqd” column. By activating these two fields you will need to use the Burden Group Header and Burden Group Details tab in the template. If you marked Yes for burden group required, you must populate on the template on the Deck Decimal tab under the Burden Group in order to import.
If you left these two columns blank (use Burden Groups and Burden Groups Reqd), you can set up the burdens manually after import.
If you are using Deck Approval, you will need to put the Incident number in the Incident Code column, otherwise on validation an error will show up and you will not be able to proceed.
Fill in the DeckCode from the Deck Header tab, then enter the Property Code and Type, so the import knows what WellComp, Zone, etc. to relate the deck.
Enter the begin date and end date, remember these dates indicate when the Property can use the deck for the first and/or last time.
Same rules apply in filling out the Deck Decimals tab from the previous import version. The Deck Code is required on the Deck Decimals tab. A new column was added: Net Mineral Acres. In some states, it is now required that the net mineral acres are listed on the Division Order. If you happen to be producing in a state that requires this addition, please fill out this column on the template.
The Deck Code is required on this tab. Only populate the Owners who have Taxes or Deducts they are free/exempt from. If they (owner) has an interest type which defaults in their Tax or Deduct, they do not need to be entered on this tab.
The Tax/Ded Code must match the codes in the database and the Free/Exempt code column is either Free or Exempt (no more Yes, No). The template will not let you override a code already in use, or remove an exemption, it is only used for updating the information associated with the owner.
Deck Code is required on this tab.
The import will allow you to pull in a burden percent or decimal for each owner that does not equal 1, but you will not be able to distribute revenue until each Royalty Owners burden is 1.00000000.
The validation will look to see if the Burdened Owner Type/Code and Burdened Owner Interest Type do exist on the Deck Detail sheet for the same Deck Code.
The Rlty Owner Interest Type on this sheet must not be a system interest type of “WI”.
The Burdened Owner interest type on this sheet must be of a system interest type of “WI”.
The user must populate either the Burden Percent or the Burden Decimal, but not both. All records for the same Deck, Rlty Owner Type/Code, Rlty Owner Int Type, and Effective dates must populate the same column. There cannot be a mix of some of them with a burden decimal and some with a burden percent. Of course, during the import, you will need to calculate whichever value is missing and make sure to handle rounding. The percentages are multiplied by the royalty owner’s interest (NRI) from the deck sheet and percentages are calculated by dividing the burden decimal by the total burden decimal for the same Deck, Rlty Owner Type/Code, Rlty Owner Int Type, and Effective date.
Note: When filling out the template, you must choose to either fill out the Royalty Burden or the Burden Group Header and Details. You cannot fill in both. You can leave both blank and set up as needed after the import.
Burden Group Header
This is an exciting feature of the Revenue Deck Decimal Import; it allows you to set up the Burden Groups on the import and not set up in the module prior to submitting the import. This was 19Jan, part of the original implementation. This is a recent change and a highly sought-after enhancement to the import. The Deck Code is required on this tab and Use Burden Group must be marked on the Deck Header.
If burden groups are being used, this tab needs to be populated. The Burden Group Code will be the codes imported; this is not an auto assigned number. The Burden Group Code will need to be entered on the Deck Decimal tab for the owners using the Burden Group. The Comment should not exceed 255 characters.
Burden Group Details
The Burden Group Details must tie back to 100% within an effective period. The validation step will look to see if the Owner/Owner Interest type exists in the decimal details. The effective dates are required and the effective begin date cannot be greater that the effective end date. The effective begin date must be the first day of the month. The effective end date must be the last day of the month.
Use the deck products tab when you want to specify between oil and gas, etc. As always, please fill in the Deck Code, as a place holder for auto numbering, and then fill out the products code. If you do not use a product code, you can always reference an Oil or Gas Deck in the Comment column on the Deck Header tab.
The Owner Obligations tab is the tab that you can add an obligation as a reference for the Owner in the Deck or you can add the Min Royalty Obligation directly to the owner within the Deck. This allows the obligation to be tied to the Owner in the Revenue Deck and not at the Lease level with an obligation. This setup does not take the place of the obligations that must be set up on a lease level. It does take the min royalty place of the lease level payments once it’s set up on the deck. But it does not have to, not required to be used, but only use one or the other.
If a min royalty obligation is set up in the Revenue Deck Decimal Import, it will go through a separate minimum royalty payment process and not the obligation process.
This tab is filled out similarly to the others. You must fill in the Deck Code to start. The next step is similar to setting up an obligation on a lease. You must fill in the Oblig Owner Type and Code, Int Type and then you must fill in the obligation begin and end effective dates. If you are adding an Oblig Min Royalty, you must fill in this column with “YES” and then supply the Oblig Min Rlty Amt. The next set of columns is filled in regards to the frequency of payment and the frequency of the obligation. As you can see below, the Oblig Years/Annually is filled in with YES, you can update as necessary regarding the pertinent column (Oblig Monthly, Oblig Quarterly, Oblig Semi Annually).
The last half of this tab of the spreadsheet is where you can add the Oblig Min Rlty Proc Corp (who is responsible for the payment), the Oblig Description and the Frequency. As you can see in the example below, the Obligation Frequency Lease Anniv is filled out with Yes (other options are Oblig Frequency Calendar, Oblig Frequency Other – in which you will need to specify the other date in the column next to it). After filling in Frequency, the Oblig Lease Type is added as well as Oblig Lease Code and Lease SubCode.
The Lease References tab allows you to attach the lease that corresponds with the owner in the Revenue Deck. Fill in the Deck Coe, as you previously have, and then the Business Associate in which you want the lease referenced, the Interest Type, the Lease or Contract Type and the Lease/Contract Code and Lease Contract Sub Code. Now from inside the revenue deck you can quickly access the lease reference information.
After reviewing the tabs, and the screenshots above, you should have a good idea how to utilize the template and hopefully, you are as excited as we are about the new enhancements!
Uploading an Import
Go back to the screen where you downloaded the template. Remember, you can access it through Master files -> Interfaces -> Revenue Deck Decimal Import or Master Files -> Ownership -> Revenue Deck Details
Click on the Select File button (with the orange arrow). You will then be prompted to select the file in which to load.
After you have selected the file to load, click on the Excel button which will load the Grid.
Review the information in the Grid. Remember to click through the PANELS below and check each tab that was uploaded into the Grid.
After verifying the information, click on the Validate button.
After clicking on the Validation button, if no errors are found, you will be prompted to review the Memo Corp Relations. If you utilize Memo Corps, the module is already populated with the information. You have the option to move the items back to the Left where they will not be included in the deck.
As a reminder, if you do not use Memo Corps, this module will not have anything listed.
When you have finished, Click OK and move on to the next step in the import process.
Click Import in to Enertia button and this will start the import process. The first pop up will ask you about importing the exempt items and if you wish to add any exempt items already assigned to the interest type of an owner in your import deck. You should click Yes.
After clicking Yes, you will receive another pop up that shows you all items being imported.
After clicking OK, you will receive a final pop up that tells you the import was successful.
Now, for the final step!
Before Closing the Import Grid, notice the new deck number listed on the left side. You can now use this new deck number to check the deck(s) that were imported. It is always a good practice to check the imported deck to verify the information.
As a reminder, included in this packet are the following template scenarios. Please note the scenarios and a brief description below.