1. Using Receivables Credit to Cash
  2. Lockbox Standard Receipt Import Process

Lockbox Standard Receipt Import Process

Use the Process Receipts Through Lockbox process to import, validate, and post lockbox receipts. The lockbox process creates receipts in Receivables from data supplied by your remittance bank and applies the receipts to customer transactions.

The lockbox process has three steps:

  • Import Data: Lockbox reads and formats the data from your bank file into the interface table from the data uploaded using the Receivables Standard Receipt Import FBDI template.

  • Validate Data: Lockbox validates the data in the interface table for compatibility, then transfers the data to the receipts tables.

  • Post Receipts: Lockbox applies the receipts to transactions and updates the customer balances.

You can submit these steps individually or at the same time. After you post lockbox receipts, Receivables treats these receipts like any other receipts: you can reverse and reapply them, and apply any unapplied, unidentified, or on-account amounts.

To access the Receivables Standard Receipt Import FBDI template, complete the following steps:

  1. Navigate to the File-Based Data Import for Financials guide.

  2. In the Table of Contents, click Receivables.

  3. Click Receivables Standard Receipt Import.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your lockbox data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Don't change the order of the columns in the template.

  • You can hide or skip the columns you don't use, but don't delete them.

This figure illustrates the lockbox process:

This figure illustrates how receipts are processed using lockbox. It shows the receipts being imported into the AR_PAYMENTS_INTERFACE table; the receipts being validated and passed to the AR_INTERIM_CASH_RECEIPTS and AR_INTERIM_LINES tables; then the validated receipts being posted to the applicable Receivables tables.

Import

Run the Process Receipts Through Lockbox Import process for the lockbox transmission with the Submit Import parameter set to Yes and the Submit Validation parameter set to No. The process reads and formats data from the bank file into the AR_PAYMENTS_INTERFACE_ALL table using the data uploaded from the Receivables Standard Receipt Import FBDI template.

Lockbox uses the transmission format that you specify in the Process Receipts Through Lockbox Import process submission to ensure that data is correctly transferred from the bank file into the AR_PAYMENTS_INTERFACE_ALL table. The transmission format contains information that includes the customer account number, bank account number, the amount of each receipt to apply, and transaction numbers to which to apply each receipt.

Validate

Run the Process Receipts Through Lockbox Import process for the same lockbox transmission with the Submit Validation parameter set to Yes and the Submit Import parameter set to No. The validation process includes these checks:

  • No duplicate entries exist.

  • Customer and receipt information is valid.

  • Amounts to apply don't exceed the receipt amount.

  • Columns in the AR_PAYMENTS_INTERFACE_ALL table reference the correct values and columns in Receivables.

  • If the receipt and transaction currencies are different, Lockbox also requires specific application information to determine the conversion rate between the two currencies.

The Process Receipts Through Lockbox Import process transfers the receipts that pass validation to the AR_INTERIM_CASH_RECEIPTS_ALL and AR_INTERIM_CASH_RCPT_LINES_ALL interface tables. At this point, you can optionally review receipts and change their applications before posting.

Use the Process Receipts Through Lockbox Execution Report to review all pass and fail validations for a lockbox transmission. Records that fail validation remain in the AR_PAYMENTS_INTERFACE_ALL table until you manually correct the import errors or purge unwanted records by reviewing the corresponding FBDI template in the Manage Lockbox Transmission page.

Post

Run the Process Receipts Through Lockbox process for the same lockbox transmission with the Submit Import and Submit Validation parameters set to No and the Submit Post Receipts parameter set to Yes. The process posts the lockbox receipt batches that have passed import and validation.

When you process a lockbox receipt batch, Receivables matches receipts to transactions and applies the receipts automatically. In cases where receipts aren't applied automatically, Receivables generates a list of recommended transactions for receipt application to complete the process manually.

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