Import Lockbox Payments
Accounts Receivable Menu -> Payments -> Bank-to-Bank Payments -> Import Lockbox Payments
The Lockbox feature is a service that your bank can provide for a fee, to allow customers to make their A/R payments to your firm through the bank.
The bank collects the payments from the customer with the corresponding invoice numbers that are to be paid, deposits the payments, and then submits an electronic file to your firm to update your software records for the customers in the A/R sub-ledger and to complete the G/L postings.
The electronic file that the banks provides, must be in the following format.
Mandatory fields are marked with an asterisk (*).
Note: A blank can be used as placeholder for the invoice# or customer# if either is not known.
Field Character Field Contents Description
Positions Size
------------------------------------------------
1 01 1 "5" * Record Type
2 02-04 3 Numeric Batch Number
3 05-07 3 "000" Filler-Zeroes
4 08-14 7 Numeric * Lockbox Number
5 15-20 6 Numeric * Processing Date - YYMMDD
6 21-30 10 Numeric Destination-Id # of receiving company
7 31-40 10 Numeric Origin-Id # of originating company
8 41-80 40 Alphanum Filler-Blanks
Field Character Field Contents Description
Positions Size
------------------------------------------------
1 01 1 "6" * Record Type
2 02-04 3 Numeric Batch Number
3 05-07 3 Numeric Sequence Number
4 08-17 10 Numeric * Check Amount
5 18-26 9 Numeric * Check Number
6 27-46 20 Alphanum Remitter's Name
7 47-56 10 Alphanum * Invoice Number (not mandatory if Customer # supplied)
8 57-66 10 Alphanum * Invoice Amount (not mandatory if Customer # supplied)
9 67-80 14 Alphanum Filler-Blanks
10 81-89 9 Alphanum Customer Number or Alternate Number
Field Character Field Contents Description
Positions Size
------------------------------------------------
1 01 1 "4" * Record Type
2 02-04 3 Numeric Batch Number
3 05-07 3 Numeric Sequence Number
4 08 1 "6" Type of Overflow Record
5 09-10 2 Numeric Seq # of this record within all Overflow
6 11 1 Numeric "Overflow Indicator -
0 = More Overflow Records to follow
9 = Last Overflow Record of series
7 12-21 10 Alphanum * Invoice Number
8 22-31 10 Numeric * Invoice Amount
9 32-41 10 Alphanum * Invoice Number
10 42-51 10 Numeric * Invoice Amount
11 52-61 10 Alphanum * Invoice Number
12 62-71 10 Numeric * Invoice Amount
13 72-80 9 Filler-Blanks
Note: Record Type 4 not mandatory if Customer # supplied in Record Type 6
Field Character Field Contents Description
Positions Size
------------------------------------------------
1 01 1 "7" * Record Type
2 02-04 3 Numeric Batch Number
3 05-07 3 "000" Filler-Zeroes
4 08-14 7 Numeric Lockbox Number
5 15-20 6 Numeric Processing Date-YYMMDD
6 21-23 3 Numeric Total number of checks for batch
7 24-33 10 Numeric Total dollar amount of checks for batch
8 34-80 47 Alphanum Filler-Blanks
Field Character Field Contents Description
Positions Size
------------------------------------------------
1 01 1 "8" * Record Type
2 02-07 6 "000000" Filler-Zeroes
3 08-14 7 Numeric Lockbox Number
4 15-20 6 Numeric Processing Date-YYMMDD
5 21-24 4 Numeric * Total number of Type "6" Record for Lockbox
6 25-34 10 Numeric * Total dollar amount of checks for Lockbox
7 35-80 46 Alphanum Filler-Blanks
Note: All numerics will not contain the decimal point.
i.e. $12.90 would be 1290
If the value is a negative it will need to use a special character to represent
that is a negative. } for 0, J for 1, K for 2, L for 3, M for 4, N for 5,
O for 6, P for 7, Q for 8, R for 9
i.e. $36.89- would be 368R
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Once the electronic data file is received from the bank and saved in the software, Import Lockbox Payments can be used to import the payment information into Texada SRM as follows:
BATCH
Enter the Batch Code to post, or select it from the drop-down list as setup in A/R Payments Batch Codes.
METHOD
Enter the method of payment or select it from the drop-down list as setup in Method Of Payment Codes.
It is important to only include Customers with the same Currency as the payment method also determines the currency of the payments.
Note: A payment method that is setup in Method Of Payment Codes to post to a 'Rewards Dollar Deferred' liability account defined in Default Accounts, cannot be selected for a Lockbox Import.
DIVISION TO USE
Select one of the following posting Division options for the payments:
•Click 'Customer' to post the payments to the Division assigned to the customer in the Customer Information.
A "Customer Does Not Have A Valid Division" error will occur if a customer has been assigned a Division that is not flagged in Divisions as a ‘G/L Division’.
•Click 'Selected' to post the payments to a specified Division and select the Division.
DIVISION
Enter the Division for posting or select it from the drop-down list as setup in Divisions.
Only divisions flagged in Divisions as a ‘G/L Division’ are eligible.
Note: This program respects the Operator's Divisional Restricted Views.
FILENAME
Enter the electronic file name to be imported that was supplied by the bank. This defaults to the Filename used in the last run.
If no path is defined the PRO4DATA directory will be used.
e.g. lockbox.txt
This file must reside on your server.
To move the file from your Client workstation to the PRO4DATA directory on the fileserver click the UPLOAD button and proceed as outlined in Select a File to Upload.
Finished?
Click ACCEPT to accept or CANCEL to abort.
CLEAR EXISTING LOCKBOX RECORDS?
This warning only appears if an earlier Lockbox file has been imported, but processing of it has not yet been completed through Apply Lockbox Payments.
Only one Lockbox file can be processed at a time.
Type Y (YES) to delete the earlier file and to continue processing the new Lockbox file.
Type N (NO) to abort the import of the new file, and revert back to the previous file. The new file can be re-imported again later when ready.
Imported Lockbox Errors:
This screen only appears when an error log is generated in the import process.
Usually it is caused when the program is unable to match the payments to the correct customer using the customer and invoice # to be paid. Such payments cannot be processed and must be entered manually.
On the Error log record, click EXP/CON or press <F9> to view the error reason.
e.g. "Unable to Determine Customer Number" - This error could occur if the customer number is not recognized.
The payment will have to be entered manually in Customer Payments.
A window is provided in the Details column to view the invoice numbers and amounts to be paid on each invoice.
Note: All invoices for a customer must match in order to process the run.
Other errors include:
•Customer Payment Already Exists
•Lockbox Payment Already Exists
•Invoice Payment Greater Then Balance
•Unable To Get All Payment Detail Information
•Error Finding Payment Detail Information
•Unable To Determine Customer Number
•Payment With No Invoice Number
•Check Total Must Be Greater Then Zero
•Payment Date Out Of Date Range
•Invoice Payments Do Not Match Check Total
•Customer Does Not Have A Valid Division
•Customer Division Not In Restricted Views
Payment records from the bank with errors cannot be processed automatically.
Use the hard copy received from the bank to validate the data and make manual entries in Customer Payments to complete the payments from the customers.
On accepting this error screen the option to print the 'Lockbox Error' list is provided.
VIEW LOCKBOX PAYMENTS
The uploaded payment information that can be processed displays in the View a Text File window.
Posting Control
The Bank-to-Bank Payments programs including Import Lockbox Payments, View Lockbox Payments, and Apply Lockbox Payments are designed to be run by one operator at a time.
If record locking is experienced using these Lockbox programs and no other user is actually using them, refer to Reset Lockbox Payments for instructions on resetting the control flags.
Topic Keyword: ARBP04