You are on page 1of 26

AutoLock Box In R12

Introduction: AutoLockbox is a service that commercial banks offer corporate customers to enable them to outsource their accounts receivable payment processing AutoLockbox eliminates manual data entry by automatically processing receipts that are sent directly to your bank !ou can also use AutoLockbox for historical data conversion "or example# you can use AutoLockbox to transfer receipts from your previous accounting system into Receivables AutoLockbox ensures that the receipts are accurate and valid before transferring them into Receivables AutoLockbox is a three step process:
1. Import: During this step, Lockbox reads and formats the data from your bank file into interface table AR !A"#$%&' I%&$R(A)$ ALL using a '*L +Loader script. ,. -alidation: &he .alidation program checks data in this interface table for compatibility /ith Recei.ables. 0nce .alidated, the data is transferred into *uick)ash tables 1AR I%&$RI# )A'2 R$)$I!&' ALL and AR I%&$RI# )A'2 R)!& LI%$' ALL3 . At this point, you can optionally 4uery your receipts in the *uick)ash /indo/ and change ho/ they /ill be applied before submitting the final step, !ost *uick)ash. 5. !ost *uick)ash: &his step applies the receipts and updates your customers balances.

&hese steps can be submitted indi.idually or at the same time from the submit Lockbox !rocessing /indo/. Responsibility: Recei.ables #anager $avigation: Interfaces 6 Lockbox After you run !ost *uick)ash, Recei.ables treats the receipts like any other receipts, you can re.erse and reapply them and apply any unapplied, unidentified, or on7account amounts.

Importing %ata from the data file provided by Bank:

&etup %efine Bank and Bank Branches


Define Internal Remittance 8ank and 8ank 8ranch /here checks from customer are deposited. &his is the bank /hich sends the data file for lockbox transmission. Responsibility: )ash #anagement #anager %a.igation: 'etup 6 8anks 6 8anks.

Remittance Bank Account


%efine Internal bank account

Responsibility: 'ash (anagement (anager $avigation: &etup ) Banks ) Bank Accounts


1. $nter the Account 0/ner 1the legal entity that o/ns the account.3 and 9se 1the types of functions that this bank account is going to be used for: !ayables, !ayroll, Recei.ables, or &reasury or all3.

,.$nter the 8ank Account Information

5. $nter Account )ontrols. A )ash Account is re4uired

:.$nter Account Access and )ontacts as re4uired

%efine Receipt 'lasses


Define Receipt classes to determine the re4uired processing steps for receipts to /hich you assign payment methods /ith this class. $nter the !ayment #ethod to assign to this receipt class. Responsibility: Recei.ables #anager

$avigation: 'etup 6 Receipts 6 Receipt )lasses

Assign Bank Account to *ayment (ethod


Recei.ables uses payment methods to account for the receipt entries. 0ne can assign multiple banks to each payment method, but only one bank account can be primary account for each currency. Assign the payment method to the customer against /hose in.oice the receipt is going to be applied to. Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Receipt )lasses

%efine Receipt &ource


Define receipt batch sources and assign the receipt class, payment method, and remittance bank account fields to this source. Receipt batch source type should be #anual. Receipt batch sources can use either automatic or manual batch numbering. 1'hould be Automatic 8atch numbering if to be used for Lockbox process3. Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Receipt 'ources

%efine Lockbox
Bank +ab Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Lockboxes 6 Lockboxes 6 8ank &ab Define Lockboxes to use the Recei.ables Autolockbox program 'elect an operating unit. $nter the lockbox %umber pro.ided by your bank. $nter the receipt 8atch 'ource for this lockbox. "ou must enter a batch source that uses automatic numbering. Recei.ables enters the bank name and account, address, contact person, and accounting flexfield information associated /ith this batch source. $nter the 8ank 0rigination %umber pro.ided by your bank. &his number uni4uely identifies the bank branch that sends you lockbox information.

Receipts +ab Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Lockboxes 6 Lockboxes 6 Receipts &ab $nter the 8atch 'i;e you /ant the Lockbox -alidation program to assign to each receipt batch. $nter your <L Date 'ource. &his can be )onstant Date: Recei.ables uses the date you enter in the <L Date field of the 'ubmit Lockbox !rocessing /indo/. If you do not enter a date /hen you choose )onstant Date, Recei.ables does not .alidate your data. If you choose this source and the lockbox transmission=s deposit date is not defined, Recei.ables displays an error message indicating that you must define a deposit date to submit the lockbox. Deposit Date: Recei.ables uses the date that your bank deposits your receipts. Import Date: Recei.ables uses the date on /hich you import your receipts. If you are using this lockbox to transfer foreign currency receipts and you did not specify exchange rate type in the bank file, enter an $xchange Rate &ype. $nter the Receipt #ethod to assign to this lockbox. &he default is the receipt method associated /ith the receipt batch source you entered.

If you /ant AutoLockbox to be able to transfer receipts /ithout billing locations into Recei.ables, uncheck the Re4uire 8illing Location check box. If this box is checked, AutoLockbox /ill only .alidate the receipt if the billing location is pro.ided. )hoose a #atch Receipts 8y method. 1If Autoassociate is set to "es3 &ransaction %umber: #atch receipts /ith transaction numbers. 8alance (or/ard 8illing %umber: #atch receipts /ith balance for/ard billing numbers. &o use this method, the customer must be enabled for balance for/ard billing. Lockbox uses the balance for/ard billing number to identify the customer. !ost *uick)ash then uses this customer=s Auto)ash Rule 'et to determine ho/ to apply the receipt to each in.oice. 'ales 0rder: Lockbox uses this number to determine the corresponding in.oice number.
!urchase 0rder: Lockbox uses this number to determine the corresponding in.oice number.

2ook: #atch receipts to any other type of matching number that is passed /ith this transmission. &his is a custom matching method that you define. Lockbox uses this number to determine the corresponding in.oice number. )hoose /hether to #atch on )orresponding Date for transactions in this Lockbox transmission. 1. Al/ays: Al/ays .erify that the date for the transaction or other matched item is the same as the date specified in this transmission. ,. Duplicates 0nly: 0nly .erify that the matching date and the specified date are the same if duplicate matching number /ere found and Lockbox needs to determine /hich is correct. 5. %e.er: Ignore the specified date. &his is the default .alue.

+ransactions +ab Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Lockboxes 6 Lockboxes 6 &ransactions &ab
If you do not /ant the Lockbox -alidation program to use the debit item number to determine a customer, open the &ransactions tabbed region, uncheck the AutoAssociate box. 8y default, the Lockbox -alidation program uses an in.oice or debit memo number to determine the customer /ith /hich the receipt should be associated 1if there is no customer information or #I)R number in your Lockbox transmission3. Auto Associate: )heck the AutoAssociate check box.

%ote: $nsure that all in.oices to /hich any single receipt /ill be applied belong to the same customer. And also ensure that the matching numbers /ithin the transmission are uni4ue If using 0racle &rade #anagement, then select the Evaluate for Claim Eligibility check box if you /ant Lockbox to automatically create claims for eligible remittance lines. A remittance line=s eligibility for claim creation depends on your system options setup. If you select this box but the remittance line is not eligible for claim creation, then Lockbox handles receipts according to the selection that you make in the next step.

)hoose ho/ Lockbox /ill handle In.alid &ransaction %umber: If the receipt record is associated /ith multiple in.oices, but one of the in.oices is in.alid. Depending on ho/ you set this option, Lockbox /ill: 1. !ost !artial Amount as 9napplied: Apply the receipt to the .alid transactions, then import the remaining receipt amount /ith a status of 9napplied. ,. Re>ect $ntire Receipt: Do not import the receipt 1it /ill remain in theAR !A"#$%&' I%&$R(A)$ table3. "ou need to edit the in.alid record1s3 in the Lockbox &ransmission Data /indo/, then resubmit the -alidation step for the receipt before Lockbox can import it into Recei.ables interim tables. 'elect the appropriate line le.el cash application option: 1. %one: Recei.ables does not perform line le.el cash application for the Lockbox run. %one is the default line le.el cash application option for ne/ setups and migrated data. ,. 0racle Lease #anagement: Recei.ables calls 0racle Lease #anagement to resol.e the matching numbers and populate the in.oice, in.oice lines, and actual amounts to be applied to the in.oice lines. 5. )ustom: Recei.ables calls a seeded custom program to resol.e the matching numbers and populate the in.oice, in.oice lines, and the actual amounts to be applied to the in.oice lines.

%efine +ransmission "ormat


Define the &ransmission (ormat /hich Auto Lockbox uses /hen importing data into Recei.ables. Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Lockboxes 6 &ransmission (ormats (ollo/ing are .alid record types: 1. Batch ,eader: A 8atch 2eader marks the beginning of a specific batch. 8atch 2eaders usually contain information such as batch number, deposit date, and lockbox number.

2. 3. 4. 5.

Batch +railer: A 8atch &railer marks the end of a specific batch. 8atch &railers usually contain information such as batch number, lockbox number, batch record count, and batch amount. Lockbox ,eader: A Lockbox 2eader marks the beginning of a specific lockbox. Lockbox 2eaders usually contain information such as destination account and origination number. Lockbox +railer: A Lockbox &railer marks the end of a specific lockbox. Lockbox &railers usually contain information such as lockbox number, deposit date, lockbox amount, and lockbox record count. -verflo. Receipt: An 0.erflo/ !ayment usually contains in.oice information for a specific payment such as batch number, item number, se4uence number, o.erflo/ indicator, in.oice number, debit memo number, or chargeback number, and debit item amounts. Recei.ables combines the o.erflo/ and payment records to create a logical record to submit payment applications.

6. 7. 8. 9.

Receipt: A !ayment usually contains information such as #I)R number, batch number, item number, check number, and remittance amount. &ervice ,eader: 'er.ice 2eader records contain general information about your transmission. +ransmission ,eader: A &ransmission 2eader marks the beginning of a specific data file. &ransmission 2eaders usually contain information such as destination account, origination number, deposit date, and deposit time. +ransmission +railer: A &ransmission &railer marks the end of a specific data file. &ransmission &railers usually contain information such as total record count.

%efine +ransmission "ields


&etting up +ransmission "ields
Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Lockboxes 6 &ransmission (ormats 'elect a record type , click on &ransmission (ields.

1. )hoose &ransmission (ields. Identify the characteristics of your transmission format records. "ou specify the si;e, order, and format of each transmission record. Recei.ables lockbox transmission program only .alidates fields that you define in your transmission format. &he transmission format must be fully compatible /ith ho/ you organi;e data in your lockbox file. ,. $nter 'tart and $nd !osition numbers for this record type. &hese positions determine ho/ Recei.ables identifies the starting and ending position of your field type /hen you import data from your bank file. 5. $nter the (ield &ype to assign to the start and end positions 1see -alid (ield &ypes belo/3. 4. $nter either Left or Right in the ?ustify field to indicate from /hich side Recei.ables /ill start reading data in the transmission field. (or example, if you enter Left, Recei.ables starts reading data from left to right. &he default is Left. 5. $nter the type of character that your bank places in the extra spaces for this field type in the (ill 'ymbol field. -alid .alues are Blank or Zero. @. If the field type is related to a date, enter the Date format your bank uses, or select from the list of .alues. &his field is re4uired /hen (ield &ype is either Deposit Date or Receipt Date. A. If the field type is related to time, enter the &ime format your bank uses. &his field is re4uired /hen your (ield &ype is Deposit &ime. B. $nter either "es or %o in the (ormat Amount field to indicate /hether you /ant Recei.ables to reformat the amount transmitted 1optional3.

If you enter "es, Recei.ables /ill round the amount to the same degree of precision and the same number of decimal places as your functional currency format. (or example, if your functional currency is 9'D 1precision C ,3 and you set this option to "es, a .alue of DEEEE in the bank=s data file /ill be formatted as DEE.EEF other/ise, this .alue /ill not be formatted and /ill appear as DEEEE. &his field is re4uired /hen your (ield &ype is Amount Applied 17B, 8atch Amount, Lockbox Amount, Remittance Amount, or &ransmission Amount. G. $nter a .alue that indicates that there are additional o.erflo/ records for your transmission record 1optional3. (or example, in the Default format the o.erflo/ indicator is E. 1E. $nter a Description for the field type you are defining 1optional3. 9se field descriptions to help you recogni;e /hat information is contained in a particular field type.

/alid "ield +ypes


Hhen defining your transmission fields, you can choose from the follo/ing field types: Account: "our customer=s bank account. &he bank account number and the transit routing number make up your customer=s #I)R number. Alternate $ame: &he alternate name for this customer. Amount Applied 1 to 0: &he amount applied to each in.oice, debit memo, or chargeback. $ach payment or o.erflo/ payment record can accommodate up to eight debit item numbers. (or cross currency applications, this is the amount to apply in the transaction currency and corresponds to the Amount Applied field in the Applications /indo/. Amount Applied "rom 1 to 0: 9sed for cross currency receipt applications, this is the amount applied to each transaction in the receipt currency. $ach payment or o.erflo/ payment record can accommodate up to eight debit item numbers. &his field corresponds to the Allocated Receipt Amount field in the Applications /indo/. Attribute 1 to 11: 9se attributes to enter Descripti.e (lexfield segments. Attributes can only be assigned to !ayment records, and they become the Descripti.e (lexfield data in the *uick)ash, Receipts, and Applications /indo/s. Bank +ransaction 'ode: A code defined for each account that is used by your bank to uni4uely identify the kind of transaction in a bank statement 1for example, debit, credit, .oid3. &his is also used by 0racle )ash #anagement to determine a receipt=s effecti.e date. Batch Amount: &he total receipt batch amount for a specific bank batch. Batch $ame: &he name of the batch for a specific bank batch. Batch Record 'ount: &he total number of payment records in a specific bank batch. &he total number of all batch record counts e4uals the Lockbox Record )ount. &his does not include o.erflo/ payments, headers, or trailers. Billing Location: "our bank /ill be able to transmit the billing location of the payment. "ou must only specify the field name and the field positions that the billing location occupies in the transmitted data file.

'omment: Any comments you /ant to associate /ith this transmission. 'urrency 'ode: &he currency of the payment. (or cross currency payments, you can also enter the In.oice )urrency )ode 1see belo/3. If you do not enter a .alue in this field, AutoLockbox deri.es the currency code from the information that is pro.ided in the Amount Applied and Amount Applied (rom fields. 'ustomer Bank Branch $ame: &he name of your customer=s bank branch. 'ustomer Bank $ame: &he name of your customer=s bank. 'ustomer $umber: &he identification number of the customer /ho submitted a payment. 'ustomer Reason 1 to 0: &he customer=s reason /hy their payment sho/s a discrepancy 1used by 0racle &rade #anagement3. 'ustomer Reference 1 to 0: )ustomer comments about this payment. %eposit %ate: &he date the bank recei.es and deposits your customer=s payment. %eposit +ime: &he time at /hich the bank recei.es and deposits your customer=s payment. %estination Account: "our business=s bank account. "our business may ha.e more than one bank account. 2ffective %ate: &he date on /hich the bank determines a customer=s balance to apply interest 1used by 0racle )ash #anagement=s )ash (orecasting feature3. 2xchange Rate: &he exchange rate associated /ith this payment if you are using AutoLockbox to import foreign currency receipts. 2xchange Rate +ype: &he exchange rate type used to con.ert a foreign currency receipt to your functional currency. -alues include )orporate, 'pot, or 9ser. Invoice 1 to 0: &he in.oices, debit memos, and chargebacks to /hich you apply your payment. $ach payment or o.erflo/ payment record can accommodate up to eight debit item numbers. Invoice 1 to 0 Installment: &he installment number for this in.oice. Invoice 'urrency 'ode 1 to 0: &he currency of the transaction. &his field is used for cross currency receipt applications. &his field is optional. Item $umber: A se4uence number that your bank assigns to a specific payment. &his number associates an in.oice /ith a receipt. Lockbox Amount: &he total payment amount in a specific lockbox. Lockbox Batch 'ount: &he total number of bank batches in a specific lockbox. Lockbox $umber: &he identification number for a specific lockbox. Lockbox Record 'ount: &he number of payment records in a specific lockbox 1this does not include o.erflo/ payments, headers, or trailers3. (atching %ate 130: &he dates to use to match receipts /ith transactions if you are using the #atch on )orresponding Date option for this Lockbox. -rigination: &he bank origination number pro.ided by your bank. &his number uni4uely identifies the bank branch that sends you lockbox information. -verflo. Indicator: &his type indicates /hether there are any additional o.erflo/ records for this payment. -verflo. &e4uence: A se4uence number that your bank assigns to each o.erflo/ payment.

Receipt (ethod: &he receipt method associated to this lockbox. *ayment $umber: &he identification number of a payment. (or example, a check number. Receipt %ate: &he date your customer made a payment. Record Identifier: A number that identifies the kind of transmission record. "ou specify this number in the Identifier field in the &ransmission (ormats /indo/. Remittance Amount: &he amount of a payment. Remittance Bank Branch $ame: &he name of the bank branch from /hich this payment originated. Remittance Bank $ame: &he name of the bank from /hich this payment originated. &tatus: &he status of this payment. +otal Record 'ount: &he total number of transmission records in a bank file. &his includes headers, trailers, payments, and o.erflo/ records. +rans to Receipt Rate 1 to 0: &he exchange rate used to con.ert the receipt amount from the receipt currency to the transaction currency. &his field is used for cross currency receipt applications /hen the receipt and transaction currencies do not ha.e a fixed exchange rate 1the euro and all %)9s ha.e fixed exchange rates /ith each other3. If the currencies ha.e a fixed rate, this field is optional 1AutoLockbox deri.es the rate to use in this case3. +ransit Routing $umber: &he number that uni4uely identifies your customer=s bank. &he transit routing number and the customer bank account number make up your customer=s #I)R number. +ransmission Amount: &he total amount of payments for a bank file.

%efine Auto'ash Rule &ets


Define Auto)ash Rule 'ets to determine the se4uence of rules that !ost *uick)ash uses to update )ustomers account balances. Responsibility: Recei.ables #anager $avigation: 'etup 6 Receipts 6 Auto)ash Rule 'ets

-pen Balance 'alculation 1. $nter the type of Discount you /ant to automatically gi.e to your customer for this Auto)ash Rule 'et. )hoose one of the follo/ing Discount options: 2arned -nly: "our customer can take earned discounts according to the receipt terms of sale. "ou negotiate earned discount percentages /hen you define specific receipt terms. "ou can enter this option if Allo/ 9nearned Discounts is set to "es in the 'ystem 0ptions /indo/. In this case, Recei.ables only allo/s earned discounts for this Auto)ash Rule 'et. 2arned and 5nearned: "our customer can take both earned and unearned discounts. An unearned discount is one taken after the discount period passes. "ou cannot choose this option if the system option 9nearned Discounts is set to %o. $one: "our customer cannot take discounts 1this is the default3. 2. )heck the Items in Dispute check box if you /ant to include transactions in dispute /hen calculating your customer=s open balance. 5. )heck the (inance )harges if you /ish to include late charges /hen calculating your customer=s open balance. Automatic (atching Rule Define the Automatic #atching Rule for this Auto)ash Rule set. 1. If this rule set /ill include the Apply to the 0ldest In.oice (irst rule, choose ho/ you /ant to apply anyRemaining Remittance Amount. Recei.ables uses this .alue to determine ho/ to enter the remaining amount of the receipt if none of the Auto)ash Rules /ithin this rule set apply.

)hoose =9napplied= to mark remaining receipt amounts as 9napplied. )hoose =0n7Account= to place remaining receipt amounts 0n7Account. 2. &o automatically apply partial receipts /hen using the Apply to the 0ldest In.oice (irst rule, check theApply Partial Receipts check box. A partial receipt is one in /hich the receipt minus the applicable discount does not close the debit item to /hich this receipt is applied. &he applicable discount that Recei.ables uses for this rule depends upon the .alue you entered in the Discounts field for this Auto)ash Rule 'et. If you exclude late charges 1by setting (inance )harges to %o3 and the amount of your receipt is e4ual to the amount of the debit item to /hich you are applying this receipt minus the late charges, Recei.ables defines this receipt as a partial receipt. In this case, Recei.ables does not close the debit item because the late charges for this debit item are still outstanding. If Apply !artial Receipts is set to %o, this Auto)ash Rule 'et /ill not apply partial receipts and /ill either mark the remaining receipt amount =9napplied= or place it on7 account, depending on the .alue you entered in the Remaining Remittance Amount field. Auto'ash Rules 1. $nter a 'e4uence number to specify the order of each rule in this Auto)ash Rule 'et 1optional3. Recei.ables uses the rule assigned to se4uence 1, then se4uence ,, and so on /hen applying receipts using this Auto)ash Rule 'et. ,. $nter one or more Auto)ash Rules for this Auto)ash rule set. )hoose from the follo/ing Auto)ash rules: Apply to the -ldest Invoice "irst: &his rule matches receipts to debit and credit items starting /ith the oldest item first. &his rule uses the transaction due date /hen determining /hich transaction to apply to first. &his rule uses the .alues you specified for this Auto)ash Rule 'et=s open balance calculation to determine your customer=s oldest outstanding debit item. !ost *uick)ash uses the next rule in the set if any of the follo/ing are true: all of your debit and credit items are closed. the entire receipt amount is applied. it encounters a partial receipt application and Allo/ !artial Receipts is set to %o for this Auto)ash Rule 'et. the next oldest debit item includes late charges and (inance )harges is set to %o for this Auto)ash Rule 'et &his rule marks any remaining receipt amount =9napplied= or places it on7account, depending on the .alue you entered in the Remaining Remittance Amount field for this Auto)ash Rule set . 'lear the Account: !ost *uick)ash uses this rule only if your customer=s account balance exactly matches the amount of the receipt. If the receipt amount does not exactly match this customer=s account balance, !ost *uick)ash uses the next rule in the set. &his rule calculates your customer=s account balance by using the .alues you specified for this Auto)ash Rule 'et=s open balance calculation and the number of Discount <race Days in this customer=s profile class. &his rule also includes all of this customer=s debit and credit items /hen calculating their account balance. &his rule ignores the .alue of the Apply !artial Receipts option. &his Auto)ash Rule uses the follo/ing e4uation to calculate the open balance for each debit item:

-pen Balance 6 -riginal Balance 7 Late 'harges 3 %iscount Recei.ables then adds the balance for each debit item to determine the customer=s total account balance. &he =)lear the Account= rule uses this e4uation for each in.oice, chargeback, debit memo, credit memo, and application of an 9napplied or 0n7Account receipt to a debit item. %ote: &he discount amount for each item depends upon the payment terms of the item and the .alue of the Discounts field for this Auto)ash Rule 'et. &he number of Discount <race Days in this customer=s credit profile, along /ith the payment terms assigned to their outstanding in.oices, determine the actual due dates of each debit item. 'lear *ast %ue Invoices: &his rule is similar to the Clear the Account rule because it applies the receipt to your customer=s debit and credit items only if the total of these items exactly matches the amount of this receipt. 2o/e.er, this rule only applies the receipt to items that are currently past due. A debit item is considered past due if its due date is earlier than the receipt deposit date. &his rule considers credit items 1i.e. any pre7existing, unapplied receipt or credit memo3 to be past due if the deposit date of the receipt is either the same as or later than the deposit date of this pre7existing receipt or credit memo. In this case, this rule uses a pre7existing receipt or credit memo before the current receipt for your Auto)ash receipt applications. If this Auto)ash Rule 'et=s open balance calculation does not include late charges or disputed items, and this customer has past due items that are in dispute or items /ith balances that include late charges, this rule /ill not close these items. &his rule ignores the .alue of the Apply !artial Receipts option. 'lear *ast %ue Invoices 8rouped by *ayment +erm: &his rule is similar to the Clear Past Due Invoices rule, but it first groups past due in.oices by their payment term, and then uses the oldest transaction due date /ithin the group as the group due date. Hhen using this rule, Recei.ables can only apply the receipt if the receipt amount exactly matches the sum of your customer=s credit memos and past due in.oices. A debit item is considered past due if the in.oice due date is earlier than the deposit date of the receipt you are applying. (or credit memos, Recei.ables uses the credit memo date to determine /hether to include these amounts in the customer=s account balance. )redit memos do not ha.e payment terms, so they are included in each group. (atch *ayment .ith Invoice: &his rule applies the receipt to a single in.oice, debit memo, or chargeback that has a remaining amount due exactly e4ual to the receipt amount. &his rule uses the .alues that you enter for this Auto)ash Rule 'et=s open balance calculation to determine the remaining amount due of this customer=s debit items. (or example, if (inance )harges is %o for this rule set and the amount of this receipt is e4ual to the amount due for a debit item minus its late charges, this rule applies the receipt to that debit item. If this rule cannot find a debit item that matches the receipt amount, !ost *uick)ash looks at the next rule in the set. &his rule ignores the .alue of the Apply !artial Receipts option.

&ample 'ontrol "ile


L0AD DA&A A!!$%D 77 &ype : 7 Lockbox 2eader I%&0 &A8L$ AR !A"#$%&' I%&$R(A)$ H2$% R$)0RD &"!$ C =1= 1'&A&9' )0%'&A%& =AR !L8 %$H R$)0RD=, R$)0RD &"!$ !0'I&I0%1E1:E13 )2AR, L0)I80J %9#8$R !0'I&I0%1E,:EG3 )2AR, D$!0'I& DA&$ !0'I&I0%111:,13 DA&$ =DD7#0%7""""= %9LLI( D$!0'I& DA&$C8LA%I', D$'&I%A&I0% A))09%& !0'I&I0%1,5::A3 )2AR, 0RI<I%A&I0% !0'I&I0%1:G:DB3 )2AR 3 77 &ype , 7 Receipt I%&0 &A8L$ AR !A"#$%&' I%&$R(A)$ H2$% R$)0RD &"!$ C =,= 1'&A&9' )0%'&A%& =AR !L8 %$H R$)0RD=, R$)0RD &"!$ !0'I&I0%1E1:E13 )2AR, I&$# %9#8$R !0'I&I0%1E5:E@3 )2AR, R$#I&&A%)$ A#09%& !0'I&I0%1EB:1A3 )2AR, &RA%'I& R09&I%< %9#8$R !0'I&I0%11B:,@3 )2AR, A))09%& !0'I&I0%1,B:5A3 )2AR, )2$)I %9#8$R !0'I&I0%15G::@3 )2AR, )9RR$%)" )0D$ !0'I&I0%1:B:DE3 )2AR, $J)2A%<$ RA&$ !0'I&I0%1D5:@13 )2AR, )9'&0#$R %9#8$R !0'I&I0%1@5:A@3 )2AR, R$)$I!& DA&$ !0'I&I0%1AB:BB3 DA&$ =DD7#0%7""""= %9LLI( R$)$I!& DA&$C8LA%I', I%-0I)$1 !0'I&I0%1GE:1EG3 )2AR, #A&)2I%<1 DA&$ !0'I&I0%1111:1,13 DA&$ =DD7#0%7""""= %9LLI( #A&)2I%<1 DA&$C8LA%I', A#09%& A!!LI$D1 !0'I&I0%11,5:15B3 )2AR, I%-0I)$, !0'I&I0%11:E:1DG3 )2AR, #A&)2I%<, DA&$ !0'I&I0%11@1:1A13 DA&$ =DD7#0%7""""= %9LLI( #A&)2I%<, DA&$C8LA%I', A#09%& A!!LI$D, !0'I&I0%11A5:1BB3 )2AR, L0)I80J %9#8$R !0'I&I0%11GE:1G@3 )2AR 3 77 &ype 5 7 0.erflo/ Receipt I%&0 &A8L$ AR !A"#$%&' I%&$R(A)$ H2$% R$)0RD &"!$ C =5= 1'&A&9' )0%'&A%& =AR !L8 %$H R$)0RD=, R$)0RD &"!$ !0'I&I0%1E1:E13 )2AR, I&$# %9#8$R !0'I&I0%1E5:ED3 )2AR,

0-$R(L0H '$*9$%)$ !0'I&I0%1EA:EB3 )2AR, 0-$R(L0H I%DI)A&0R !0'I&I0%11E:1E3 )2AR, I%-0I)$5 !0'I&I0%11,:513 )2AR, #A&)2I%<5 DA&$ !0'I&I0%155::53 DA&$ =DD7#0%7""""= %9LLI( #A&)2I%<5 DA&$C8LA%I', A#09%& A!!LI$D5 !0'I&I0%1:D:DG3 )2AR, I%-0I)$: !0'I&I0%1@1:BE3 )2AR, #A&)2I%<: DA&$ !0'I&I0%1B,:G,3 DA&$ =DD7#0%7""""= %9LLI( #A&)2I%<: DA&$C8LA%I', A#09%& A!!LI$D: !0'I&I0%1G::1EB3 )2AR, L0)I80J %9#8$R !0'I&I0%111E:11A3 )2AR 3

&ample %ata "ile


1?#AR&I%$ EB7%0-7,E11 1@5,B11BGA5@1GB,A5EEEEEEE EEEEEEE,BA ,EEE1 EEEEEE1EEEA5@1GB,A5 EEEEEEEEEE !A"#$%&1 9'D EEEEEEEEE EEEEEEEEEE1EEA EB7%0-7,E11 5 EEE1 E1 G 1,5 EB7%0-7,E11 ?#AR&I%$

Running Lockbox
Responsibility: Recei.ables #anager $avigation: Interfaces 6 Lockbox

Import If you are importing a ne/ bank file, check the %e/ &ransmission check box, then enter a ne/ &ransmission %ame. If you are resubmitting an existing lockbox transmission, you can select a name from the list of .alues. $nter the name of the datafile along /ith path and extension. $nter the name of the control file /ith out extension. #ake sure that the control file is in KAR &0!Lbin directory. 'elect the transmission (ormat from list of .alues. In the Alternate ame !earch field, select #anual or Automatic if you are importing a bank file /ith a ?apanese Mengin character set. 0ther/ise, select %one. &he default .alue is %one. /alidation )heck the 'ubmit -alidation )heck box. $nter the Lockbox %umber to .alidate. If this is not a ne/ transmission, the default lockbox number is the number used for the original step of this transmission. If you specified Lockbox %umber as a .alue to be imported from the bank file /hen you defined your transmission format, or if the transmission format sho/s that a number already exists, Recei.ables skips this field. "ou must enter a lockbox number if 'ubmit -alidation is "es and the lockbox number is not specified in your bank file. &o apply receipts to transactions belonging to unrelated customers, check the Allo" Payment of #nrelate$ Invoices check box. If you defined your <L Date as Constant Date in the Lockboxes /indo/, you must enter a <L DateF if you specified a <L Date of Deposit Date or Import Date, Recei.ables uses this as the <L date. $nter a Report %ormat. $nter All to include all records processed in this transmission. $nter Re&ects 'nly to include only records that failed .alidation. &o transfer only the lockbox batches in /hich all records pass the .alidation step to the *uick)ash tables, check the Complete Batches 'nly check box. If you do not check this check box, Recei.ables /ill transfer any receipts /ithin a batch that pass .alidation, e.en if others are re>ected. If the Post Partial Amount as #napplie$ box is checked, Lockbox /ill import a receipt that is listed to be applied to se.eral in.oices, e.en if one or more of the in.oices are in.alid and Lockbox could not apply to them. In this case, Lockbox transfers the receipt into *uick)ash /ith an unapplied amount, and you can then manually apply payment to a .alid in.oice1s3 using the Applications /indo/.
%ote: Hhen AutoLockbox imports a receipt /ith an unapplied amount into *uick)ash, Recei.ables retains the in.alid matching numbers in the Application %otes field in the Receipt 2istory /indo/. "ou can also display the Application %otes field in the Receipts 'ummary or *uick)ash /indo/s by choosing 'ho/ (ield from the (older menu.

If the Re>ect $ntire Receipt box is checked and AutoLockbox encounters an in.alid

transaction number, the receipt that Lockbox cannot fully apply /ill remain in the AR !A"#$%&' I%&$R(A)$ ALL table. In this case, you need to edit the in.alid record1s3 in the Lockbox &ransmission Data /indo/, then submit the -alidation step again for the receipt. *ost 9uick 'ash: &o apply the receipts and update your )ustomers balances, check 'ubmit post *uick)ash check box. 'a.e your /ork. Recei.ables displays the Re4uest ID of your concurrent process and generates the Lockbox $xecution report.

(aintain +ransmission %ata


Responsibility: Recei.ables #anager $avigation: Receipts 6 Lockbox 6 #aintain &ransmission Data

9se the Lockbox &ransmission Data /indo/ to delete and edit transmission data imported into Recei.ables from your bank using Lockbox. "ou can correct your lockbox data in this /indo/ for receipts that fail .alidation, then resubmit the .alidation step to import these receipts. 9se the Lockbox $xecution report to help you determine /hich transmission records you need to correct to ensure that your .alidation processes succeed. If you are updating information, be sure to update only those fields that ha.e data corresponding to the transmission format used to submit the import process.

%ote: &he Lockbox &ransmission Data /indo/ is a (older /indo/. "ou can customi;e the appearance of this /indo/ by selecting options from the (older menu. (or example, you may choose to add the Alternate ame and Customer ame fiel$s to your default folder. 1. $nter or 4uery the lockbox transmission. Hithin each transmission, Recei.ables displays the lockbox and batch records first, follo/ed by the receipts and o.erflo/ records. &he lockbox import program assigns a date to transmission records that you import into Recei.ables and displays transmissions by date /hen you 4uery them in this /indo/. ,. &o re.ie/ error messages, place the cursor in the 'tatus field, then choose $dit (ield from the $dit menu. &his field is set by the .alidation process. 5. $nter )omments about this transmission 1optional3. Recei.ables transfers comments for batch header records to the Receipt 8atch after you run !ost *uick)ash. Recei.ables transfers batch header comments if the batch header does not include comments. "ou can re.ie/ and update comments about a batch in the Receipt 8atches /indo/. :. If the error is contained in the control, receipt, or application information, you can make changes to the in.alid records by selecting the record, then choosing one of the follo/ing: Receipt: )hoose this button to re.ie/ and edit specific receipt information. "ou can change the .alues of fields that are included in your transmission format. Receipt Attributes: )hoose this button to re.ie/ and maintain receipt descripti.e flexfield information imported /ith your lockbox transmission. "ou can change the .alues of fields that are included in your transmission format. Applications: )hoose this button to re.ie/ and maintain application information for each receipt /ithin this transmission. "ou can apply a receipt to debit or credit items. Hhen applying to credit items, Recei.ables increases the amount of the receipt that can be applied to debit items by the amount of the credit. "ou can apply up to eight transactions to each receipt record. &o apply more than eight transactions, use o.erflo/ records for your receipt. $ach o.erflo/ record can be used to apply an additional eight transactions to the receipt. 9se the 'tatus field to re.ie/ errors for specific receipt applications. 'elect the )ross )urrency Data region to re.ie/ information about cross currency receipts 'ontrol: )hoose this button to re.ie/ the lockbox transmission control information that corresponds to this transmission record. "ou can change the .alues for fields that are included in your transmission format. Important: Lockbox formats receipt amounts during the .alidation step. &herefore, .alues in the Lockbox )ontrol /indo/ do not contain decimals. D. 'a.e your /ork and Resubmit the transmission for .alidation.