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Receivables provides two standard transmission formats:

• Default (ardeft.ctl): A standard BAI (Bank Administration Institute) transmission format used by most banks.

• Convert (arconv.ctl): A standard format used for transferring payment information from other systems.

You use an SQL*Loader control file to import data from bank files to Receivables. If you define a different transmission format or edit the existing Default or Convert formats, you must edit the SQL*Loader control file before you can import data into Receivables. The transmission format is used by the validation program to ensure that data is correctly transferred from the bank file into Receivables.

Active transmission formats appear in the list of values of the Submit Lockbox Processing window. You can make a transmission format obsolete by changing its status to Inactive, and then saving your work.

Valid Field Types

Account: Your customer's bank account. The bank account number and the transit routing number make up your customer's MICR number.

Amount Applied 1 to 8: The amount applied to each invoice, debit memo, or chargeback. Each payment or overflow payment record can accommodate up to eight debit item numbers.

Attribute 1 to 15: Use attributes to enter Descriptive Flexfield segments. Attributes can only be assigned to Payment records, and they become the Descriptive Flexfield data in the QuickCash, Receipts, and Applications windows.

Bank Transaction Code: A code defined for each account that is used by your bank to uniquely identify the kind of transaction in a bank statement (for example, debit, credit, void). This is also used by Oracle Cash Management to determine a receipt's effective date.

Batch Amount: The total receipt batch amount for a specific bank batch.

Batch Name: The name of the batch for a specific bank batch.

Batch Record Count: The total number of payment records in a specific bank batch. The total number of all batch record counts equals the Lockbox Record Count. This does not include overflow payments, headers, or trailers.

Billing Location: Your bank will be able to transmit the billing location of the payment. You must only specify the field name and the field positions that the billing location occupies in the transmitted data file.

Comment: Any comments you want to associate with this transmission.

Customer Bank Branch Name: The name of your customer's bank branch.

Customer Bank Name: The name of your customer's bank.

Currency Code: The currency of the payment. Receivables does not currently support foreign currency payments through Automatic Lockbox Transmission. If a currency is not specified, Receivables assumes the payment is in your functional currency.

Customer Number: The identification number of the customer who submitted a payment.

Deposit Date: The date the bank receives and deposits your customer's payment.

Deposit Time: The time at which the bank receives and deposits your customer's payment.

Destination Account: Your business's bank account. Your business may have more than one bank account.

Effective Date: The date on which the bank determines a customer's balance to apply interest (used by Oracle Cash Management's Cash Forecasting feature).

Exchange Rate: The exchange rate associated with this payment, if you are using lockbox to transfer foreign currency receipts.

Invoice 1 to 8: The invoices, debit memos, and chargebacks to which you apply your payment. Each payment or overflow payment record can accommodate up to eight debit item numbers.

Invoice 1 to 8 Installment: The installment number for this invoice.

Item Number: A sequence number that your bank assigns to a specific payment. This number associates an invoice with a receipt.

Lockbox Amount: The total payment amount in a specific lockbox.

Lockbox Batch Count: The total number of bank batches in a specific lockbox.

Lockbox Number: The identification number for a specific lockbox.

Lockbox Record Count: The number of payment records in a specific lockbox (this does not include overflow payments, headers, or trailers).

Organization: The bank number from which the lockbox originated.

Origination: The bank origination number provided by your bank. This number uniquely identifies the bank branch that sends you lockbox information.

Overflow Indicator: This type indicates whether there are any additional overflow records for this payment.

Overflow Sequence: A sequence number that your bank assigns to each overflow payment.

Payment Method: The payment method associated to this lockbox.

Receipt Date: The date your customer made a payment.

Receipt Number: The identification number of a payment. For example, a check number.

Receipt Type: The type of payment. Payment types include Check, Cash, Credit Card, Money Order, and Bank Transfer. If you do not specify a payment type, the default is Check.

Record Identifier: A number that identifies the kind of transmission record. You specify this number in the Identifier field in the Transmission Formats window.

Remittance Amount: The amount of a payment.

Remittance Bank Branch Name: The name of the bank branch from which this payment originated.

Remittance Bank Name: The name of the bank from which this payment originated.

Status: The status of this payment.

Total Record Count: The total number of transmission records in a bank file. This includes headers, trailers, payments, and overflow records.

Transit Routing Number: The number that uniquely identifies your customer's bank. The transit routing number and the customer account number make up your customer's MICR number.

Transmission Amount: The total amount of payments for a bank file.

   To define a transmission format:

1. Navigate to the Transmission Formats window.

2. Enter a Name for this transmission format.

3. Enter a Description of this transmission format (optional).

4. Enter an Identifier that uniquely identifies each record type in a transmission format. Your bank defines this value and uniquely identifies each type of record in the bank file.

5. Enter the Record Type associated with this identifier. Following are valid record types:

• Batch Header: A Batch Header marks the beginning of a specific batch. Batch Headers usually contain information such as batch number, deposit date, and lockbox number.

• Batch Trailer: A Batch Trailer marks the end of a specific batch. Batch Trailers usually contain information such as batch number, lockbox number, batch record count, and batch amount.

• Lockbox Header: A Lockbox Header marks the beginning of a specific lockbox. Lockbox Headers usually contain information such as destination account and origination number.

• Lockbox Trailer: A Lockbox Trailer marks the end of a specific lockbox. Lockbox Trailers usually contain information such as lockbox number, deposit date, lockbox amount, and lockbox record count.

• Overflow Receipt: An Overflow Payment usually contains invoice information for a specific payment such as batch number, item number, sequence number, overflow indicator, invoice number, debit memo number, or chargeback number, and debit item amounts. Receivables combines the overflow and payment records to create a logical record to submit payment applications.

• Receipt: A Payment usually contains information such as MICR number, batch number, item number, check number, and remittance amount.

• Service Header: Service Header records contain general information about your transmission.

• Transmission Header: A Transmission Header marks the beginning of a specific data file. Transmission Headers usually contain information such as destination account, origination number, deposit date, and deposit time.

• Transmission Trailer: A Transmission Trailer marks the end of a specific data file. Transmission Trailers usually contain information such as total record count.

Note: Your bank file may not contain all of these record types. You should define your transmission format to only include the record types you actually use.

6. Choose Transmission Fields. Identify the characteristics of your transmission format records. You specify the size, order, and format of each transmission record. Receivables lockbox transmission program only validates fields that you define in your transmission format. The transmission format must be fully compatible with how you organize data in your lockbox file.

7. Enter Start and End Position numbers for this record type. These positions determine how Receivables identifies the starting and ending position of your field type when you import data from your bank file.

8. Enter the Field Type to assign to the start and end positions (see Valid Field Types above).

9. Enter either Left or Right in the Justify field to indicate from which side Receivables will start reading data in the transmission field. For example, if you enter 'Left', Receivables starts reading data from left to right. The default is Left.

10. Enter the type of character that your bank places in the extra spaces for this field type in the Fill Symbol field. Valid values are 'Blank' or 'Zero'.

11. If the field type is related to a date, enter the Date format your bank uses, or select from the list of values. This field is required when Field Type is either Deposit Date or Receipt Date.

12. If the field type is related to time, enter the Time format your bank uses. This field is required when your Field Type is Deposit Time.

13. Enter either Yes or No in the Format Amount field to indicate whether you want Receivables to reformat the amount transmitted (optional). If you enter Yes, Receivables will round the amount to the same degree of precision and the same number of decimal places as your functional currency format. Receivables displays valid formats as list of values choices.

This field is required when your Field Type is Amount Applied 1-8, Batch Amount, Lockbox Amount, Remittance Amount, or Transmission Amount. Enter 'No' if you want Receivables to accept the amount as it is read from the bank's data file

14. Enter a value that indicates that there are additional overflow records for your transmission record (optional). For example, in the Default format the overflow indicator is 0.

15. Enter a Description for the field type you are defining (optional). Use field descriptions to help you recognize what information is contained in a particular field type.

16. Save your work.

See Also

Using AutoLockbox

Running AutoLockbox

Viewing Transmission History