Lockbox Functionality in SAP ________________ _________________________ _________________ ________________ ________________ ______________ ______
Lockbox Functionality in SAP Overview SAP Lockbox A company company can create ‘lockbox’ ‘lockbox’ accounts at a bank that are are used as payment collection collection accounts for customer receivables. he company informs its customers customers that all payments should should be submitted to one of its established bank lockbox accounts at a desi!nated remittance address. A lockbox account is usually a desi!nated post office box "hich has the company name but the customer payments are actually received by the bank. SAP lockbox utili#ation utili#ation results in t"o primary business benefits$ funds collection and remittance information delivery. delivery. he ma%or benefits are that the company is able to reco!ni#e the funds more &uickly' &uickly' and the customer’s check is cashed in a more timely manner. manner. he bank collects the payments alon! "ith the customers’ remittance information "hich indicates the open items the customer is payin!. (ata entry clerks at the bank manually manually enter the information into into an electronic file for transmission to the company in !roups of checks called batches. hese electronic files are typically transferred ni!htly to the company "hich o"ns the lockbox. he files can be in one of t"o standard bankin! bankin! industry formats$ )A* )A* or )A*+. hey can also be transmitted via ,(* usin! the A-S* ./+ 0+1 for lockbox remittances. A combination combination of the t"o is not uncommon "here a )A* format is delivered "ithin an ,(* messa!e. 2ustomer identification is the primary task of the initial 3SAP4 data processin! of each lockbox payment. Findin! the correspondin! document clearin! information information is the the second task. Lockbox pro!rams 5F,)L)66 for )A* and )A*+ formats and 5F,)L)16 for ,(* format attempt to identify the customer first by 7*25 number 3A)A8bank account number combination4 and then by invoice number. *t is stron!ly recommended that companies maintain the bank details on their customer master records. he 7*25 numbers must be uni&ue across banks confi!ured "ithin SAP. SAP. Additionally' Additionally' the 7*25 and and customer account number number also need to uni&uely uni&uely identify a sin!le sin!le customer "ithin the system. system. *f a customer is identified identified by the document number but the bank details do not correspond to the 7*25 number' they can be added via the optional batch input session. his allo"s the SAP system to ‘learn’ customer bank accounts via repeated use of the lockbox service. Processin! statistics in future lockbox remittances remittances "ill !reatly improve "ith repeated use of this option.
BAI / BAI2 Formats he standards for lockbox transmission files are d efined by the )ank Administration *nstitute *nstitute 3)A*4. )A* and )A*+ are the t"o defined lockbox transmission formats' ho"ever' ho"ever' )A* is considered outdated by the )A* or!ani#ation or!ani#ation and is no lon!er supported. 7any banks still offer offer )A* format. 5efer to note //09:6 //09:6 for contact information on the )A* institute from "hich formal documentation can be purchased. )anks "hich offer lockbox lockbox services fre&uently supply supply documentation on the formats they provide. )A* and )A*+ formats differ primarily primarily in their level of information detail. )A* does not subtotal the incomin! check line items by invoice invoice reference. ;ne check total amount contains all all invoices listed underneath it. 2onse&uently' 2onse&uently' in )A* format files' the entire check must match the total amount for all invoices listed listed or be "ithin confi!ured payment difference difference tolerances. *f it does not match or fall "ithin tolerance limits' the entire check "ill enter into SAP as$ _____________________________________________________________________________ _______________________________________________________________________ ______ //8++8/0 /6$1+ A7 =oe Lincoln
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Lockbox Functionality in SAP ________________ _________________________ _________________ ________________ ________________ ______________ ______ /. an >;n Account? Account? postin! postin! @ the the payment payment and invoice invoice totals totals do not match match or +. an >nproces >nprocessed? sed? postin! postin! @ no no customer customer account account or docume document nt could could be identified identified from the transmission via 7*25 or invoice identification he accounts receivable department "ill have to perform manual application to clear items "hich have received either of the statuses above. above. his is accomplished in in the lockbox postBprocessin! described belo". )A*+ splits the check total into separate invoice references and correspondin! payment amounts per invoice. ,ach record type 9 contains only one invoice. invoice. *t can also contain contain deduction amounts as "ell as the external reason code for the the deduction. Cithin a payment tar!eted tar!eted for multiple invoices' )A*+ format files can achieve a processin! status of >Partially Applied? Applied? "hich means that some of the items "ithin a check have been matched and cleared' and other invoices "ere not identified so their payment portion "ill be placed >;n Account?. Account?. As a result' the hit rate or application rate percenta!e is hi!her "hen usin! )A*+ format than "hen usin! )A* format. he decision of "hich format to use 3!iven that your bank is able to supply )A*4' is dictated by a costBbenefit analysis. he )A*+ format is more more detailed so it costs more for the the lockbox bank to enter and deliver the data. he )A* format is is cheaper' but may may not offer a suitable hit rate. rate. he )A*+ format is recommended for lar!e volume' multiple invoice payments and scenarios "here deductions and short payments are taken. he )A* format is is probably ade&uate if only a small portion of customer payments are are received via lockbox transmission. transmission. *n !eneral' a hi!h percenta!e of checks achievin! a status of at least ‘onBaccount’ is tar!eted to reduce the intervention by postBprocessin! analysts and achieve an acceptable ‘cash application’ rate.
ANSI X!2 "2# $%&I' sin! ,(*' the bank file is brou!ht into the system usin! the F*-SA6/ F*-SA6/ *(;2 "ith the lo!ical messa!e type L;2D) and process code L;). his process is sli!htly different different to the )A*+ process "hich uploads the statement and posts it immediately. immediately. Cith ,(*' the *(;2 inserts the statements into the bank tables and then the postin! p pro!ram' ro!ram' 5F,)L)16' 5F,)L)16' is executed to post the statements. he information received in this format is identical to that "hich is received in )A*+ and is particularly effective in scenarios "here extremely lar!e remittance information is passed "ith a sin!le payment. As "ith all ,(* services deliverin! data to the SAP system' system' this format "ill re&uire a translation mechanism for mappin! the bank file in an A-S* format to the SAP *(;2 format. format. his translation is is done by an ,(* subsystem. Eou can find a list of vendors "hich offer this service in the 2omplementary Soft"are Soft"are Pro!ram (irectory. (irectory. Chile the intent of this process is to translate A-S* A-S* ./+ 0+1 files into the *(;2 format' you could also translate the )A*+ file into the *(;2 format. 2ompanies "hich "ant to use the *(;2 format for all external file transfer may choose to do this. Additional SAP confi!uration confi!uration not described in this document is re&uired if you "ish to use the ,(* process "ithin the SAP system.
Bene(its »
)etter control of customer check float time and customer credit mana!ement.
» Accelerated collection collection and deposit of checks benefits the payee payee and allo"s for better and more efficient cash mana!ement.
»
he automated lockbox system can reduce your o"n internal processin! costs by automatically updatin! your cash postin!s and cash application to the subled!er. Additionally your customer re&uirement re&uirement to maintain data data entry staff staff should be reduced.
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Lockbox Functionality in SAP _______________________________________________________
)om*onents o( t+e SAP Lockbox ! )ontrol Parameters $,ransaction OBA-' » Procedure »
he procedure for payment processin!. he system currently only supports the procedure L;2D);.
» 5ecord Format »
he standardi#ed record format of the file "hich you receive from the bank. he only supported formats are )A*' )A*+ and *(;2. For record format )A* only' you must also tell the system the len!th of the document and the maximum number of invoices "hich can be contained in record types 9 and . For the )A* format' record type contains the detail per check. *f there are more than 1 invoices bein! paid by a check' then a record type 9 is re&uired. 5ecord type 9 is the overflo" record. he )A* data needs to conform strictly to this format creatin! a ne" ‘overflo"’ record only "hen the prior record is filled "ith the number of entries indicated in the confi!uration. For the )A*+ and *(;2 formats' it is not necessary to specify this information.
» G8L Account Postin! ype »
Eou have t"o options "hen postin! to the GL. Eou can choose to post one line item per check in both the clearin! account and the GL bank account or you can choose to post one line item per check in the clearin! account and only one line item for the total lockbox amount in the bank account. his reduces the number of postin!s to the GL bank account. As of release 9.' you "ill also have the option to post one line item per batch. *n the case "here you have a file "ith three batches' each containin! <6 checks' you "ould have /<6 line items to the clearin! account and 1 line items to the GL bank account. *t is !enerally accepted to enable this compression on the GL account either at the bank or the batch level.
» Partial Payments »
he >Partial Payments? option is not recommended for customers "ith h i!h volume. his box chan!es the default behavior of the pro!ram to post partial payments rather than creatin! residual items. he result is an >on account? postin! "ith a reference to the ori!inal. his increases the number of open items on the customer account since nothin! "as cleared. -ote that ne" SAP customers are typically accustomed to ‘partial payments’ in their vie" of the lockbox cash application. 5esidual item creation and the clearin! of the initial customer invoice offers similar processin! and capability alon! "ith the reduction of open items on the customer account. Additionally' the link is maintained bet"een the residual item created and the ori!inal customer invoice from "hich it "as created.
» *nsert )ank (etails »
he execution of the lockbox pro!ram allo"s you also to create a batch input session "hich "ill update your customer master records "ith bank account information' allo"in! the system to ‘learn’ customer bank information and improve processin! statistics.
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Lockbox Functionality in SAP _______________________________________________________ 2 Postin. &ata $,ransaction OBAX' » (estination 8 ;ri!in »
he (estination and ;ri!in can be almost anythin! and are a!reed upon "ith the lockbox bank as to their values. *n some cases one of them may be the A)A number of the lockbox bank and the destination may be a cash account to "hich lockbox remittances are eventually transferred. hey are both contained in record / of the file. he destination is in fields 9 to /1 and the ori!in is in fields /9 to +1.
» House )ank 8 Account *( »
*f the lockbox is receivin! payments "hich are of a currency other than the company code currency' then you have to create a house bank and account id for the lockbox account and specify the alternate currency in the house bank account. 2anadian companies may have a S dollar lockbox for example. -ote that lockbox accounts for each currency of receipt need to be confi!ured. Eou can not have multiple currencies in the same file.
» )ank 3G8L4 Account 8 )ank 2learin! Account 3A854 »
he automated lockbox postin! pro!ram uses a t"oBstep postin! process. *n step one' it posts to a GL account "hich is a bank account 3House )ank 8 Account *(4 and also to an A5 clearin! account commonly called an ‘unapplied cash’ account. *n step t"o' the pro!ram attempts to clear a customer open item. *f successful' it clears the customer open item and also the item in the clearin! account 3unapplied cash4 "hich "as posted in the first step. III *f you are usin! the cash mana!ement module' then the GL account in the >)ank 3G8L4 acct? field should contain a clearin! account for incomin! cash rather than the actual GL account for the bank.
# Lockbox Aresses (or 0ouse Banks $,ransaction OB!1' » Eou can store different addresses' such as P; box numbers' for the lockbox to "hich customers mail their payments. he billin! documents "ill then have the P; address rather than the bank street address. Eou must also maintain the lockbox field in the company code payment transaction screen in the customer master.
» Lockbox »
his is a : di!it desi!nation "hich you can define freely. *t is su!!ested that you use the same name as the account id at the house bank in order to avoid confusion.
» Lbox -o »
his is the number of the lockbox at your bank.
0ouse Bank / %&I Partner $,ransaction FI!2' 3 O*tional _____________________________________________________________________________ //8++8/0 /6$1+ A7 =oe Lincoln
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Lockbox Functionality in SAP _______________________________________________________ » (7, Section of the House )ank »
,(* Partner Profiles
» »
Partner -o. @ se the A)A number to desi!nate the partner number for the house bank.
Partner Profile
»
Header *nformation
»
Partner ype @ >)? for )ank
»
2lassification
» »
»
Partner Status @ >A? for active
Post Processin!$ Permitted A!ents @ he user entered in this area "ill receive messa!es in his or her inbox if there are problems "ith the import.
»
yp @ >S? for ser
»
Lan!. @ >,-? for ,n!lish
»
ser @ user id for the SAP system
*nbound Parameters
»
7essa!e ype @ >L;2D)? for Lockbox
»
*nbound ;ptions
»
Process 2ode @ >L;)? for lockbox
»
ri!!er *mmediately @ the inbound *(;2 is processed immediately
»
Post Processin!$ Permitted A!ents @ he user entered in this area "ill receive messa!es in his or her inbox if there are problems "ith the import.
»
yp @ >S? for ser
»
Lan!. @ >,-? for ,n!lish
»
ser @ user id for the SAP system
a 444%&I Port 3 an %&I *ort must be create in t+e system ,+is to*ic is not covere in t+is ocument 5 %xam*les o( *ossible user exits to increase +it rate » 2rossBcompany postin!s. he bank account is actually o"ned by one company but the customers are in another company. he cash portion of the postin! should be in one company code and the clearin! of the customer item "ill be in the other. _____________________________________________________________________________ //8++8/0 /6$1+ A7 =oe Lincoln
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Lockbox Functionality in SAP _______________________________________________________ Since the postin! rules for the lockbox are company code specific' you "ould need to have the user exit post the other side of the transaction to a GL in another company code.
» Alternate field search. he lockbox pro!rams searches for document numbers 3),L-54 and reference document numbers 3)L-54 to clear open items. Cith many customers' the billin! document number is placed in the allocation field "hen the A5 invoice is created. Eou could create a user exit "hich searches the allocation field in addition to the document and reference document fields. Post processin! of the lockbox file relies on the document number "hen creatin! the payment advice. Eou could also have the user exit put the document number in the payment advice rather than the value "hich is in the allocation field since the system has already done the search for the allocation field.
6 %xecute Pro.ram 7F%BLB11 $BAI8 BAI2' or 7F%BLB#1 $%&I' » File Specifications 35F,)L)664 »
*f you "ant to store the file in the system' you should check the box. *f the file is either on the c drive of your P2 or on a disk' you "ill need to check the box for P2 upload and !ive the path name.
» Lockbox (ata 35F,)L)164 »
he statements brou!ht in to the system via ,(* are processed "ith this transaction. ,nter the ori!in' destination' lockbox' and statement date.
» Processin! Parameters »
*nvoice numbers
»
»
Eou can tell the system "hich field to search for the invoice numbers. Eour choices are document number' reference document numbers' or both. he order of the search can be specified.
,nhanced *nvoice number check
»
his parameter ensures that invoices on a line item in the statement are only cleared from the same customer account. *f the invoice number is transposed' for example' it could erroneously clear an invoice on another customer account.
» Al!orithm$ checks "ith and "ithout advice »
Eou can tell the system to post on account those payments "hich are not able to clear an open item. *f you choose the option to distribute by date' then the system "ill collect all payments "hich are on the customer account and try to clear the open items' be!innin! "ith the oldest item.
» Account Assi!nments »
he pro!ram can assi!n the value date to the postin!s based on the file date. *f you enter a profit center or business area' the pro!ram "ill assi!n it to every document in the led!er and subled!er.
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Lockbox Functionality in SAP _______________________________________________________ » ;utput 2ontrol »
Eou can' and typically do' print the postin! lo! from the pro!ram run.
9 Post Processin. $,ransaction FLB!' » ,nter specific data for the lockbox selection or select the Lockbox ;vervie" button to vie" all existin! bank files. After enterin! or selectin! the file' you see the status of the checks by batch number. 2hecks are cate!ori#ed as follo"s$
» Applied$ he customer "as identified and the check has cleared all document numbers provided.
» »
Partially Applied$ he customer "as identified and the check has cleared some of the documents. he remainin! amount is posted on account for further manual processin!.
» »
o process$ choose the check and then press the post button. 2learin! is done via standard SAP processin!.
;nBAccount$ he customer "as identified but none of the documents could be found. he full amount of the check is posted on the customer account for further processin! "ith via payment advice.
»
»
-o further processin! is necessary. Eou can not look at the payment advice because the system automatically deletes it.
For this status' you must first chan!e the payment advice. Select the check and you can insert or delete clearin! information. Eou can also classify deductions "ith reason codes. After the chan!es' the advice must balance to #ero. Save the advice and then post it.
nidentified$ he customer "as not identified. hese are truly ‘unapplied cash’ and indicate inade&uate customer identification either by 7*25 8 Account number in the lockbox data or via invoice remittance information. he check remains in the unapplied payment clearin! account. he payment advice is used to clear the item once the customer is identified.
»
his is similar to the onBaccount status. Eou must first identify the customer in the payment advice before makin! other chan!es.
" ,est Lockbox :eneration Pro.rams 7F%BLB,2 an 7F%BLB,# hese pro!rams "ill !enerate customer open items and a lockbox file for processin!. tili#e pro!ram 5F,)DAJ to delete loaded test data. 5efer to the online support system on this pro!ram for further information and extreme caution on its usa!e.
» File -ame »
he pro!ram produces a )A*+ 3or *(;24 file "hich is stored in -*. Eou can use any name you "ish. ;nce the file is displayed on screen' a menu command allo"s P2 do"nload of it "hich facilitates repeated usa!e of the file "ith minor modification.
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Lockbox Functionality in SAP _______________________________________________________ » 2ustomer fields 3 Fields4 »
Eou must enter customer numbers in the first four fields in order for the pro!ram to "ork. Eou can use the same customer number in all four fields if you "ish. Eou can !enerate complex parentBchild relationships "hich test the ‘"orklist’ confi!uration via multiple customer entry.
» (ummy Account »
his is the offsettin! account to the customer invoices and credit memos that the pro!ram creates.
» (eduction 3K/66 each *nvoice4 »
*f you place an >? here the pro!ram "ill !enerate a file in "hich all the amounts paid in the invoices differ by K/66 from the actual invoice amount. *n other "ords' the customer is payin! K/66 less on each invoice.
» (eduction not related to invoice »
*f you insert an amount here' the pro!ram !enerates line items on the file for that amount "hich do not have a document number associated to them.
» 2redit 7emo »
*f you place an >? here' the pro!ram creates credit memos on the customer account "hich are half of the invoice amounts. -o credit memo appears on the file.
» 2redit 7emo "ith -umber »
*f you place and >? here' the pro!ram !enerates credit memos "ith numbers and puts them in the file also.
» 2heck (ifference » »
*f you place an >? here' the pro!ram !enerates line items "hich total more than the check amount.
5un the Lockbox import pro!ram' usin! the filename "hich you chose for the test tool. Since the file is in the -* directory' make sure the >?P2 upload? box is not checked.
Basic Ste*s in )on(i.urin. t+e Lockbox »
7aintain 2ontrol Parameters
»
7aintain Postin! (ata
»
2reate Lockbox Addresses for House )anks
»
;ptional$
»
For ,(* processin!$ 2reate ,(* Port' ,(* Partner "ith *nbound Parameters
»
2reate user exit.
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Lockbox Functionality in SAP _______________________________________________________ ;enu Pat+s he menu paths for settin! up the lockbox$
»
Financial Accountin! )ank Accountin! )usiness olume ransactions Lockbox (efine 2ontrol Parameters or ransaction 2ode ;)AE.
Payment
»
Financial Accountin! )ank Accountin! )usiness olume ransactions Lockbox (efine Postin! (ata or ransaction 2ode ;)A.
Payment
»
Financial Accountin! )ank Accountin! Accounts at House )anks or ransaction 2ode ;)/6.
)ank Accounts
(efine Lockbox
»
Financial Accountin! or ransaction 2ode F*/+.
)ank Accounts
(efine House )anks
)ank Accountin!
/. Financial Accountin! )ank Accountin! )usiness olume Payment ransactions Lockbox (efine 2ontrol Parameters +. Press the >-e" ,ntries? button.
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Lockbox Functionality in SAP _______________________________________________________ 1. *nsert >L;2D);? as the procedure and either >)A*?' >)A*+?' >*(;2? as the record format. 9. For >)A*? record format' enter the document number len!th' and the number of documents in the and 9 records.
#
<. 2heck the boxes >G8L Account Postin!s? and >*ncomin! 2ustomer Payments?. . 2hoose "hether you "ish to update the !eneral led!er "ith one postin! per check or one postin! per lockbox file in the >G8L account postin! type? field. As of release 9.' you also have the option to post per batch.
5 9
6 "
:. Eou can also choose "hether to update the customer master records "ith bank details by clickin! on the >*nsert bank details? box and fillin! in a name for the batch input session. 0. he >Partial Payments? option is not recommended for customers "ith hi!h volume. J. Press the save icon. /6. Financial Accountin! )ank Accountin! )usiness olume Payment ransactions Lockbox (efine Postin! (ata //. Press the >-e" ,ntries? button.
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Lockbox Functionality in SAP _______________________________________________________ /+. ,nter the (estination and ;ri!in information from the file "hich you received from the bank. /1. ,nter the company code. /9. *f the lockbox account has a currency other than the currency of the company code' you must maintain it as a house bank and and account id and enter that information here. ;ther"ise' you can leave it blank. /<. ,nter the >)ank 3G8L4 acct? and >)ank clear.acct3A854? as descrbed above.
!2 !# ! !5
!6
/. 7aintain the postin! parameters. he most common settin!s are indicated in the screen print to the ri!ht.
/:. Financial Accountin! )ank Accountin! )ank Accounts (efine Lockbox Accounts at House )anks /0. Press the >-e" ,ntries? button.
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Lockbox Functionality in SAP _______________________________________________________ /J. ,nter the company code' freely defined Lockbox 3recommended to use the account id from the house bank4' house bank' and Lbox no from the bank. !<
+6. Financial Accountin! )ank Accountin! )ank Accounts (efine House )anks +/. 2hoose the appropriate house bank from the list.
22
++. Press the (7, button.
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Lockbox Functionality in SAP _______________________________________________________ +1. ,nter the Partner -umber. 2ommon practice is to use the A)A number. +9. Press the Partner Profile )utton.
2#
2
+<. Press the -e" ,ntries )utton.
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Lockbox Functionality in SAP _______________________________________________________ +. ,nter the Partner number 3same as previous screen4. +:. ,nter Partner type ) for )ank.
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+0. he partner status is A for active.
29
+J. ,nter the data for the user "ho "ill be receivin! error messa!es in the inbox.
2"
16. Press Save.
2<
1/. Go back one menu. 1+. Hi!hli!ht your ne" entry and press the *nbound Parameters ma!nifyin! !lass. 11. Press the -e" ,ntries button. 19. Leave Partn.funct.' 7essa!e 2ode' and 7essa!e function blank.
#5
1<. ,nter >L;2D)? for the messa!e type. #9
1. ,nter >L;)? for the process code.
#6
1:. 2heck the Syntax check box. 10. 2hoose the ri!!er immediately radio button. 1J. ,nter the data for the user "ho "ill be receivin! error messa!es in the inbox. 96. Press Save.
#"
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Lockbox Functionality in SAP _______________________________________________________ 9/. Accountin! reasury 2ash 7ana!ement *ncomin!s Lockbox *mport 35F,)L)664 9+. 2heck then >*mport into bank data stora!e? to update the appropriate tables "hich store bank file data.
2
# 5
91. 2lick on >P2 upload? if you are uploadin! the file from your P2. 99. ,nter the path of the file you are !oin! to import.
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6 9 <
9<. he procedure is >L;2D);?. 9. he *nput record format is >)A*?' >)A*+?' or >*(;2?.
51 5!
9:. 2hoose the search rule for the invoice numbers from the drop do"n menu. 90. 2heck the >,nhanced invoice check? box if you "ish to use it. 9J. 2hoose the al!orithms for checks "ith and "ithout advice. <6. 2lick on >Assi!n value date? if you "ant the postin!s to have an associated value date.
5#
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Lockbox Functionality in SAP _______________________________________________________ <9. Accountin! reasury 7ana!ement *ncomin!s Lockbox Postprocess
2ash
<<. ,nter specific data to a lockbox import or select the Lbox overvie" button to display all files.
55
<. ransaction S,10. Pro!ram name 5F,)L)+. <:. he function of each of the fields is explained in the previous section.
7elate &ocuments Appendix A @ olerances and 5eason 2odes -ote /66J91 2reatin! Lists of ,xits S( _ A5 Line *tem ,nhancement ,xample S( _ A5 Line *tem ,nhancement ,xample
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Lockbox Functionality in SAP _______________________________________________________
A**enix A 3 ,olerances an 7eason )oes
Overview ,olerances he use of tolerances is re&uired by the system for clearin! purposes. olerances can be set up for users and for 2ustomer8endor payments. Eou can set up blank tolerance !roups for customers' vendors' and users so that ne"ly created customers and vendors "ill automatically be assi!ned this tolerance !roup. he system re&uires at least one tolerance !roup per company code. *f you set up a blank tolerance !roup' then you don’t have to maintain that field in the customer and vendor master records. Eou can also set up a blank tolerance !roup for users. his "ay you don’t have to assi!n each user to a tolerance !roup. sers "ho are not specifically assi!ned to a tolerance !roup in transaction ;)<: are automatically assi!ned to the blank tolerance !roup. )oth sets of tolerances "ork to!ether "hen clearin! open items throu!h the lockbox processin!. he stricter of the rules "ill al"ays control "hether the item is cleared or not.
7eason )oes he >9? record in the )A* Lockbox file may contain an external reason code indicatin! the reason for the payment difference. his external reason code must be linked to an internal reason code "hich is used to char!e off the payment differences to a separate account. his allo"s you to clear customer items completely rather than havin! items posted on account "hich need to be post processed. *f the payment difference is "ithin the tolerances set' the difference "ill be posted to the char!e off account. he external reason codes are linked to internal reason codes per a conversion version. he conversion version is assi!ned to the customer master record on the payment transaction screen.
)om*onents ! &e(ine )ustomer/=enor ,olerances $,ransaction OBA#' »
Permitted Payment (ifferences
» his section refers to the total payment. *n other "ords' you could be receivin! one check "hich is payin! /6 invoices. he total amount of differences for all ten invoices has to be "ithin these tolerances.
» ,xample$ Permitted Payment (ifferences Amount
Percent
Gain
/66.66
<.6 M
Loss
/66.66
<.6 M
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Lockbox Functionality in SAP _______________________________________________________ » he t"o fields amount and percent "ork in con%unction. Given the confi!uration above' and an invoice of /666. he < percent "ould be used since < percent of /666 is <6 "hich is lo"er than /66. he actual payment could be bet"een J<6 and /6<6 to be "ithin tolerance.
»
olerances for Payment Advices
» his section refers to each invoice. *n other "ords' each invoice is checked a!ainst these specifications. his section and the one described above "ork to!ether' further restrictin! the clearin! procedure.
»
he fields "ork in con%unction exactly as the other set.
»
,xample$
olerances for Payment Advices Amount
Percent
;utst.receiv.from
/66.66
<.6 M
;utst.payable from
/66.66
<.6 M
»
*t is possible that you could have 1 invoices "hich each are "ithin tolerance and then be out of tolerance for the entire payment. Given the confi!uration above and 1 invoices for /666 each. he payment received is for 006 3customer deducted 96 from each invoice4. ,ach invoice is "ithin tolerance because it is less than the < percent 3<64. Addin! up the 1 invoices' ho"ever' "e have a difference of /+6. his is not "ithin tolerance for >payment differences? because it is more than the /66 3amount4. his is less than the < percent 3/<64 but the pro!ram al"ays uses the lo"er amount. *n the example above' the percent "as used because it "as lo"erN in this example' the amount "as lo"er.
2 &e(ine ,olerance :rou*s (or %m*loyees $,ransaction OBA' »
Permitted Payment (ifferences
» his section refers to the total payment. *n other "ords' you could be receivin! one check "hich is payin! /6 invoices. he total amount of differences for all ten invoices has to be "ithin these tolerances. hese tolerances are used alon! "ith the tolerances from the customers and vendors to even further restrict the clearin! process.
» ,xample$ Permitted Payment (ifferences Amount
Percent
Gain
+66.66
/6.6 M
Loss
+66.66
/6.6 M
_____________________________________________________________________________ //8++8/0 /6$1+ A7 =oe Lincoln
Pa!e$ /0 of +<
Lockbox Functionality in SAP _______________________________________________________ » he t"o fields amount and percent "ork in con%unction. he lo"er limit is the one "hich takes affect. Given the confi!uration above and an invoice for 1666. he amount of +66 "ould be used since /6 percent of 1666 is 166 "hich is hi!her than +66. he actual payment could be bet"een +066 and 1+66 to be "ithin tolerance.
» olerances defined here "ork "ith tolerances defined for customers and vendors. A!ain' the strictest tolerance "ill be used in the clearin! procedure. Given the confi!uration above for both users and customers8vendors' the parameters in the customer8vendor tolerance confi!uration "ould be used since they are more restrictive than the confi!uration for the users.
# Assi.n >sers to ,olerance :rou*s $,ransaction OB59' »
*f you create a blank tolerance !roup in the step above' you can skip this step. sers "ill automatically be assi!ned to it. *f you "ish to have more than one tolerance !roup' you "ill have to assi!n users accordin!ly in this transaction.
&e(ine 7eason )oes $,ransaction OBB%' »
he 9 record in the )A* file may contain an external reason code "hich indicates the reason for the payment difference. Eou can have the pro!ram automatically char!e off the differences to other accounts.
»
2 @ 2har!e off (ifference
» his check box indicates "hether the payment difference "ill be char!ed off to another GL account or char!ed back to the customer account as an open item. 2heckin! the box means that you "ish to char!e it off to another account.
5 &e(ine Accounts (or 7eason )oes $ ,ransaction OBXL' »
For transaction O(*' you can define the char!e off accounts by reason code.
6 ;aintain )onversion =ersion (or %xternal 7eason )oes $,ransaction OB)7' »
(efine here the versions for convertin! external reason codes to internal reason codes.
9 Assi.n %xternal 7eason )oes to Internal 7eason )oes $,ransaction OB)S' »
*n this table you map internal reason codes to external reason codes by conversion version. *t is possible to map different external reason codes from different conversion versions to the same internal reason code.
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Lockbox Functionality in SAP _______________________________________________________ " )+an.e )ustomer ;aster 7ecor $ ,ransaction F&12' »
*n the company code data' payment transaction screen' enter the conversion version and tolerance !roup for each customer.
/. ;)A1 @ (efine 2ustomer8endor olerances +. ,nter tolerances for >permitted payment differences?. 2
1. ,nter tolerances for >payment advices?.
#
9. ;)A9 @ (efine olerance Groups for ,mployees <. ,nter tolerances for >permitted payment differences?. 5
. ;)<: @ Assi!n sers to olerance Groups :. Assi!n users to tolerance !roups if necessary.
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Lockbox Functionality in SAP _______________________________________________________ 0. ;)), @ (efine 5eason 2odes J. 2heck the >2har!e off? box for each reason code you create.
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/6. ;)L @ (efine Accounts for 5eason 2odes //. Assi!n GL accounts per reason code "hich "ill be posted for payment differences.
!!
/+. ;)25 @ 7aintain 2onversion ersion for ,xternal 5eason 2odes /1. 2reate conversion versions "hich "ill be used to map external payment difference reason codes to internal reason codes.
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Lockbox Functionality in SAP _______________________________________________________ /9. ;)2S @ Assi!n *nternal 5eason 2odes to ,xternal 5eason 2odes /<. Assi!n internal reason codes to external reason codes by conversion version.
/. F(6+ @ 2han!e 2ustomer 7aster 5ecord /:. ,nter the tolerance !roup for the customer. /0. ,nter the conversion version for the customer.
!9
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Lockbox Functionality in SAP _______________________________________________________
OSS Note 5#6 3 Lockbox ,ransactions R/3 note no.
45436
19.01.2000
Page 1
_______________________________________________________________________ Number Version Status Set b# 'anguage S%ort te)t
0045436 0001 from 19.07.1996 Reease! for "ustomer $er%ar! &afner on 19.07.1996 (N 'o"*bo) / +!,i"e- 'ist of a transa"tions tabes
+!ministrator omonent
$er%ar! &afner R asi" un"tions
_______________________________________________________________________ 'ong te)t S#mtom %is note "ontains a ist of a t%e tabes an! transa"tion "o!es t%at ere use! b# t%e o"*bo) rogram. +!!itiona *e# or!s '1 '2 (1 (2 (3 R('00 R('20 R(00 ause an! re"on!itions Soution 'o"*bo) tabes an! transa"tion "o!eso
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8mort 'o"*bo) ie R('00:
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Postro"ess 'o"*bo) ;ata
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<VS / 049+ Posting ;ata
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<V / 049 $enera Parameters
Remittan"e a!,i"e tabes an! transa"tion "o!es o
(1 / (2 / (3 reate/"%ange/!isa# remittan"e a!,i"e
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<( / 053R- Reason "o!es
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<> / 053$- Rem.+!,. t#es
+utomati" osting rite off:
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Lockbox Functionality in SAP _______________________________________________________ o <?/053;- Reason "o!es for "earing a""or!ing to a#.a!,i"e o <R / 053V- Reason "o!es "on,ersion ,ersions
o <S / 053(- Reason "o!es "on,ersion ao"ation e)terna interna o < / 053+- See"tion Rues o </053- See"tion se@uen"eao"ation e)terna interna: o <57 / 043-
+ssign ser oeran"e grou
o <+4 / 043- oeran"e grous for users o <+3 / 043$- ustomer oeran"es o <=& / 041+- Posting *e#s for "earing transa"tions
Sour"e "o!e "orre"tions _______________________________________________________________________ Vai! reeases R/3 stan!ar!
30 30
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Lockbox Functionality in SAP _______________________________________________________
>sin. t+e Lock Box Files in SAP FI I was trying to learn & experiment with using the lock box. However, I don't have any sample files that I can upload and see if it works. Does anyone have any sample bank files and any material that I can use. It would really help me undestand the procedure.
Lockbox is a process provided by a bank where the customer remits his payment to a PO Box at your bank, the bank deposits the check in your account and enters the remittance data from the customer. Then the bank sends the data to you electronically for you to import and apply in !P"!#. The structure that the bank uses is usually one of two formats. B!$ will provide you the customer information and the check amount but no invoice remittance data. %sually cheaper and works well for a business where customers are payin& only one invoice at a time. B!$"' offers remittance data but the bank char&es more for the service because they have to enter more info. Look at structures (LB)) to see the transfer data. *hen the bank sends the customer payment data you use Treasury function (LB' to import and then process the payments. This process attempts to determine where to apply the payment and will post directly a&ainst an invoice, an account to a customer or if it can+t even determine the customer it posts into a clearin& account confi&ured- to be resolved
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