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Benefits
Better control of customer check float time and customer credit management. Accelerated collection and deposit of checks benefits the payee and allows for better and more efficient cash management. The automated lockbox system can reduce your own internal processing costs by automatically updating your cash postings and cash application to the subledger. Additionally your customer requirement to maintain data entry staff should be reduced.
Record Format
Partial Payments
Lbox No
Inbound Parameters Message Type LOCKBX for Lockbox Inbound Options Process Code LOBX for lockbox Trigger Immediately the inbound IDOC is processed immediately Post Processing: Permitted Agents The user entered in this area will receive messages in his or her inbox if there are problems with the import. Typ US for User Lang. EN for English User user id for the SAP system
4a. ***EDI Port an EDI port must be created in the system. This topic is not covered in this document. 5. Examples of possible user exits to increase hit rate.
Cross-company postings. The bank account is actually owned by one company but the customers are in another company. The cash portion of the posting should be in one company code and the clearing of the customer item will be in the other. Since the posting rules for the lockbox are company code specific, you would need to have the user exit post the other side of the transaction to a GL in another company code. Alternate field search. The lockbox programs searches for document numbers (BELNR) and reference document numbers (XBLNR) to clear open items. With many customers, the billing document number is placed in the allocation field when the AR invoice is created. You could create a user exit which searches the allocation field in addition to the document and reference document fields. Post _____________________________________________________________________________ 07/27/12 16:49 A7/P7 Joe Lincoln Page: 5 of 24
Processing Parameters
Account Assignments The program can assign the value date to the postings based on the file date. If you enter a profit center or business area, the program will assign it to every document in the ledger and subledger. You can, and typically do, print the posting log from the program run.
Output Control
On-Account: The customer was identified but none of the documents could be found. The full amount of the check is posted on the customer account for further processing with via payment advice. For this status, you must first change the payment advice. Select the check and you can insert or delete clearing information. You can also classify deductions with reason codes. After the changes, the advice must balance to zero. Save the advice and then post it.
Unidentified: The customer was not identified. These are truly unapplied cash and indicate inadequate customer identification either by MICR / Account number in the lockbox data or via invoice remittance information. The check remains in the unapplied payment clearing account. The payment advice is used to clear the item once the customer is identified. This is similar to the on-account status. You must first identify the customer in the payment advice before making other changes.
Dummy Account
Credit Memo
Check Difference
Run the Lockbox import program, using the filename which you chose for the test tool. Since the file is in the UNIX directory, make sure the PC upload box is not checked.
Menu Paths
The menu paths for setting up the lockbox: Financial Accounting Bank Accounting Business Volume Transactions Lockbox Define Control Parameters or Transaction Code OBAY. Financial Accounting Bank Accounting Business Volume Transactions Lockbox Define Posting Data or Transaction Code OBAX. Financial Accounting Bank Accounting Accounts at House Banks or Transaction Code OB10. Bank Accounts Payment
Payment
Define Lockbox
1. Financial Accounting Bank Accounting Business Volume Payment Transactions Lockbox Define Control Parameters 2. Press the New Entries button.
3. Insert LOCKBOX as the procedure and either BAI, BAI2, IDOC as the record format. 4. For BAI record format, enter the document number length, and the number of documents in the 6 and 4 records. 5. Check the boxes G/L Account Postings and Incoming Customer Payments. 6. Choose whether you wish to update the general ledger with one posting per check or one posting per lockbox file in the G/L account posting type field. As of release 4.6, you also have the option to post per batch. 7. You can also choose whether to update the customer master records with bank details by clicking on the Insert bank details box and filling in a name for the batch input session. 8. The Partial Payments option is not recommended for customers with high volume. _____________________________________________________________________________ 07/27/12 16:49 A7/P7 Joe Lincoln Page: 9 of 24 7 5 8 3 4 6
12.Enter the Destination and Origin information from the file which you received from the bank. 13.Enter the company code. 14.If 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. Otherwise, you can leave it blank. 15.Enter the Bank (G/L) acct and Bank clear.acct(A/R) as descrbed above. 16.Maintain the posting parameters. The most common settings are indicated in the screen print to the right. 12 13 14 15
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19.Enter the company code, freely defined Lockbox (recommended to use the account id from the house bank), house bank, and Lbox no from the bank. 19
23. Enter the Partner Number. Common practice is to use the ABA number. 24.Press the Partner Profile Button.
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26.Enter the Partner number (same as previous screen). 27. Enter Partner type B for Bank. 28. The partner status is A for active. 29. Enter the data for the user who will be receiving error messages in the inbox. 30.Press Save. 29 26 27 28
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54.Accounting Treasury Cash Management Incomings Lockbox Postprocess 55. Enter specific data to a lockbox import or select the Lbox overview button to display all files.
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Related Documents
Appendix A Tolerances and Reason Codes Note 100943 Creating Lists of Exits SD _ AR Line Item Enhancement Example SD _ AR Line Item Enhancement Example
Reason Codes
The 4 record in the BAI Lockbox file may contain an external reason code indicating the reason for the payment difference. This external reason code must be linked to an internal reason code which is used to charge off the payment differences to a separate account. This allows you to clear customer items completely rather than having items posted on account which need to be post processed. If the payment difference is within the tolerances set, the difference will be posted to the charge off account. The external reason codes are linked to internal reason codes per a conversion version. The conversion version is assigned to the customer master record on the payment transaction screen.
Components
1. Define Customer/Vendor Tolerances (Transaction OBA3)
Permitted Payment Differences This section refers to the total payment. In other words, you could be receiving one check which is paying 10 invoices. The total amount of differences for all ten invoices has to be within these tolerances. Example: Permitted Payment Differences Amount Gain Loss 100.00 100.00 Percent 5.0 % 5.0 %
It is possible that you could have 3 invoices which each are within tolerance and then be out of tolerance for the entire payment. Given the configuration above and 3 invoices for 1000 each. The payment received is for 880 (customer deducted 40 from each invoice). Each invoice is within tolerance because it is less than the 5 percent (50). Adding up the 3 invoices, however, we have a difference of 120. This is not within tolerance for payment differences because it is more than the 100 (amount). This is less than the 5 percent (150) but the program always uses the lower amount. In the example above, the percent was used because it was lower; in this example, the amount was lower.
This check box indicates whether the payment difference will be charged off to another GL account or charged back to the customer account as an open item. Checking the box means that you wish to charge it off to another account.
1. OBA3 Define Customer/Vendor Tolerances 2. Enter tolerances for permitted payment differences. 3. Enter tolerances for payment advices. 2
4. OBA4 Define Tolerance Groups for Employees 5. Enter tolerances for permitted payment differences. 5
6. OB57 Assign Users to Tolerance Groups 7. Assign users to tolerance groups if necessary.
10. OBXL Define Accounts for Reason Codes 11. Assign GL accounts per reason code which will be posted for payment differences. 11
12. OBCR Maintain Conversion Version for External Reason Codes 13. Create conversion versions which will be used to map external payment difference reason codes to internal reason codes.
16. FD02 Change Customer Master Record 17. Enter the tolerance group for the customer. 18. Enter the conversion version for the customer. 17
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Administrator Gerhard Hafner Component TR-CM-CM Basic Functions __________________________________________________________________ _____ Long text Symptom This note contains a list of all the tables and transaction codes that were used by the lockbox program. Additional key words FLB1, FLB2, FBE1, FBE2, FBE3, RFEBLB00, RFEBLB20, RFEBBU00 Cause and preconditions Solution Lockbox tables and transaction codes: o o o o FLB2 FLB1 Import Lockbox File (RFEBLB00) Postprocess Lockbox Data
Remittance advice tables and transaction codes o o o o FBE1 / FBE2 / FBE3 Create/change/display remittance advice OBBE / T053R: Reason codes OBXL / T030: Automatic posting (write off)
o OBA4 / T043T: Tolerance groups for users o OBA3 / T043G: Customer Tolerances o OBXH / T041A: Posting keys for clearing transactions Source code corrections __________________________________________________________________ _____ Valid releases R/3 standard 30C - 30F