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 ======================================================================================
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:
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.
Click 'Selected' to post the payments to a specified Division and select the Division.
Note: This program respects the Operator's Divisional Restricted Views.
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.
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.
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:
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.
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.
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