Lease Renewal CAM Reset Workflow
Renewals change the math — make sure your ERP knows it
Lease renewals frequently change CAM terms: new base years, renegotiated cap structures, updated exclusion lists, and changes to gross-up provisions. These changes must be reflected in the ERP before the next reconciliation cycle. Missed updates create systematic errors that compound with every subsequent reconciliation.
Step-by-Step Process (4 steps)
Abstract Renewed CAM Terms
Within 30 days of renewal executionExtract all CAM-related changes from the renewal document: new base year and amount, updated cap type and percentage, any exclusion list changes, gross-up threshold changes, updated audit rights period, and any temporary concessions.
Common errors at this step:
- • Not reviewing CAM terms in renewal — focusing only on rent and term
- • Missing side letters that modify CAM provisions separately from the renewal
- • Not identifying effective dates for each changed provision
Update ERP Configuration
Within 60 days of renewal executionUpdate the tenant's recovery billing configuration in Yardi or MRI: new base year amount, updated cap type, revised gross-up threshold, updated exclusion codes. Test the updated configuration against a prior-period calculation to verify it produces the expected result.
Common errors at this step:
- • ERP updated for rent changes but not for CAM changes
- • Wrong base year amount entered — using old actuals instead of negotiated base year
- • Cap type changed but base year amount not updated to match new cap period
Calculate New Base Year Amounts
Within 60 days of renewal executionFor leases with a new expense stop or base year, determine the correct base year amount. If the renewal base year is the actual prior year, pull GL actuals. If it's a negotiated amount, verify that the ERP uses the negotiated figure.
Common errors at this step:
- • Using system-calculated base year instead of negotiated amount
- • Base year amount from wrong year — using prior year actuals when renewal specifies a different year
Verify Cap Reset
Before next reconciliation cycleIf the cap structure changed at renewal, reset the cumulative cap tracking. Confirm that any unused cumulative cap from the prior period is properly handled per the renewal terms — some renewals allow carryforward, others reset to zero.
Common errors at this step:
- • Prior cap carryforward applied to new cap period without authorization from lease
- • Non-cumulative cap applied when renewal changed to cumulative
- • Cap base year not updated — still calculating against pre-renewal base
Timeline
CAM configuration updates should be completed within 60 days of renewal execution — before the next reconciliation cycle begins. For Q4 renewals, updates must be complete before January GL close.
Where CapVeri Fits
After updating ERP configuration for a renewed lease, upload the renewed tenant's lease terms and last year's reconciliation to CapVeri. CapVeri validates that the new configuration produces the expected results under the renewal terms — before the next statement cycle.
Related Resources
Free Tools for This Workflow
Automate the Most Error-Prone Steps
Export your GL data and upload to CapVeri. Independent recalculation of every tenant's reconciliation — with errors flagged before statements go out. First audit is always free.
Start Free Audit