Separate debt balances, commitments and maturity obligations in one schedule

Organize the schedule around the legal facility. A portfolio loan secured by two properties is still one debt obligation for aggregate balance reporting. Give the collateral assets their own identifiers and connect them to the facility without counting the same principal twice.

The OCC handbook discusses borrower obligations, loan structure and repayment capacity. This original schedule helps organize those facts; its future balances are inputs requiring a separate payment or draw model. It does not calculate a contractual payoff automatically.

Preserve three different measurements

The current funded principal is a dated observation. The commitment is a contractual amount subject to its terms. The projected maturity principal is a scenario reflecting expected amortization, additional draws, capitalization and repayments. They can all differ without any arithmetic error.

The difference between commitment and funded principal is shown as undrawn commitment. A positive number does not prove that conditions to draw are satisfied. A negative number remains visible and requires investigation rather than being forced to zero.

Blank facility schedule

facility_id,borrower,balance_as_of,funded_principal_usd,commitment_usd,undrawn_commitment_usd,maturity_date,projected_maturity_principal_usd,payoff_additions_usd,estimated_maturity_uses_usd,evidence_and_conditions
L001,,,,,,,,,,

Field instructions

Keep extension options and conditions in the notes or a linked register. Identify notice deadlines, conditions, discretion and execution status from the actual documents. A scenario that assumes extension should coexist with the contractual-maturity scenario until effectiveness is established.

Completed hypothetical example

facility_id,borrower,balance_as_of,funded_principal_usd,commitment_usd,undrawn_commitment_usd,maturity_date,projected_maturity_principal_usd,payoff_additions_usd,estimated_maturity_uses_usd,evidence_and_conditions
L001,Example Portfolio LLC,2026-09-30,4200000,5000000,800000,2027-09-30,4100000,95000,4195000,"P1 and P2 collateral; assumed $35,000 interest plus $60,000 exit cost; extension unapproved"
L002,Example Retail LLC,2026-09-30,1200000,1500000,300000,2027-12-31,1200000,12000,1212000,"P3 collateral; interest-only principal assumed; $12,000 payoff interest; draw conditions unresolved"

L001 has $4.2 million funded against a $5 million commitment, leaving $800,000 arithmetically undrawn. Its modeled maturity principal is $4.1 million. Adding assumed $35,000 interest and $60,000 exit cost produces $4.195 million estimated maturity uses.

L002 has $1.2 million principal and a $1.5 million commitment. The illustrative interest-only scenario keeps $1.2 million principal at maturity and adds $12,000 payoff interest, producing $1.212 million uses. Total estimated uses across the two facilities are $5.407 million, occurring on different dates.

That total is not a same-day cash requirement. Prepare a dated funding calendar before deciding whether one sale or reserve can cover both. The two properties supporting L001 do not create two separate $4.195 million payoffs.

Reconcile changes between versions

Explain principal changes as draws, scheduled amortization, curtailments, capitalized items or corrections. A lower statement balance may coexist with higher expected maturity debt if future construction draws remain planned. Update the model and the statement date together.

Maintain a separate collateral map for releases, cross-defaults and cross-collateralization. The schedule’s aggregate arithmetic cannot establish whether a property can be sold independently or which release price applies.

Use the schedule to prioritize work

Sort by the current maturity and earlier contractual notice dates. Assign responsibility for payoff verification, extension analysis and replacement financing. Flag missing statements, unknown charges and obligations whose maturity depends on another event.

Before an actual closing, replace illustrative additions with a verified payoff good through the relevant date and reconcile any per-diem changes. Preserve the prior estimate so the team can explain the funding variance rather than overwrite it without a trail.