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Lockbox process.................................................................................................... 1
FAQ..................................................................................................................... 2
Payment advice processing......................................................................................... 3
Configuration........................................................................................................ 3
Lock Box Configuration....................................................................................... 5
Automatic Posting from lockbox.........................................................................6
Customer Master Data........................................................................................ 8
Customer Invoice Posting................................................................................... 9
Lockbox file processing..................................................................................... 10
Notes............................................................................................................... 14
Payment methods in USA.................................................................................... 16
Tax process USA................................................................................................... 16
Lockbox process
Overview
A company can create accounts called 'lockbox' at its bank (or banks) that act as payment collection
accounts for customer payments. The company then informs their customers that all open item
payments for their accounts must be submitted to one of the established bank lockbox accounts. The
bank collects these payments along with the customers' remittance information that indicates what
open items the customer payments intend to clear. Data entry clerks at the bank manually enter the
information into an electronic file for transmission to the company to which the lockbox account
belongs. These files are typically transferred nightly to the various lockbox owners (companies). The
files adhere to one of two standard banking industry transmission formats: BAI, BAI2 (Bank
Administration Institute).
Advantages of Lockbox
Following are some of the advantages of using the lockbox:
Manual Handling of checks can be avoided
Checks can be processed in time.
Easy reconciliation
Clearing Errors can be avoided
Difference between BAI and BAI2
BAI and BAI2 formats differ in their level of information detail. BAI does not separate out the
incoming check line items by invoice subtotal reference. Instead, one check total amount simply has
all invoices listed underneath it. Thus, in BAI format files, the entire check amount must match
perfectly (or within configured payment difference tolerances) the total amount for all invoices listed.
Otherwise, the entire check will enter into SAP as:
an "On account" posting (if the payment and invoice totals don't match), or An "Unprocessed" posting
(if no customer account and documents could be identified from the transmission).
In these scenarios, your Accounts Receivable cash application clerks will have to perform manual
application to clear payments against open items on the proper accounts.
Conversely, BAI2 splits the check total into separate invoice references and associated payment
amounts. Thus, within a large batch, BAI2 format files will allow a "Partially applied" status in which
some identifiable payments within the check total will be matched and cleared, others will land on
account. As a result, your 'hit rate' percentage of payment-invoice matching from each transmission is
likely to be higher when using BAI2 rather than BAI formats.
FAQ
Post Processing
The post process function entails reviewing the status of the checks applied through the lock box
function. User must manually clear any checks that were on-account of customer or not applied to
customer account.
The Lockbox overview screen details the number of checks in each category. Depending on the status
of the check, the user determines what needs to occur to apply checks.
- On account: If the bank keyed in the correct invoice number, the Lockbox Import Program posts the
payment on account. In the post processing step, you access the payment advice and correct the
document number and upon saving the changes, the post process function clears the open item, deletes
the payment advice and sets the check status to apply.
- Partially Applied: Checks that are partially applied may require further processing. Ex: Check may
have paid 5 invoices, but one was incorrectly keyed. The first 4 invoices would clear. The payment
amount for the 5th invoice would be put on-account and would have to be post processed to clear.
- Unprocessed: Any payment that could not be identified either by customer MICR number (check) or
the document number would remain Unprocessed. Once the payment is researched and the customer
and invoice is identified, it would be applied during post processing.
Configuration
A.
Under the house bank create Bank account from FBZP transaction code.
After creation of House bank and Bank account under company code, it should look like this in FBZP
transaction code.
A.
T Code: OBAX
Num. of doc numbers in type 6: Field is only applicable for BAI record
Num. of doc numbers in type 4: Field is only applicable for BAI record
G/L account Postings: Activate this indicator to make postings to your cash account in the G/L for
deposits. Activating this field is recommended
Incoming Customer payments: Activate this indicator to make postings to A/R sub ledger in order
to clear customer accounts and create residual postings. Activating this field is recommended
Insert Bank Details: Applicable for batch input session name that updates bank details of master
records for customers who have either changed bank information or did not have bank information
maintained for them
G/L account posting type
1 - Creates posting to G/L account for every check in the file
2 - Creates one posting to the G/L account for entire lockbox file
3 - Creates one posting to the G/L account for entire batch
I.
OBAY
Destination: This field should contain the destination code the bank submits to you in your lockbox
file
Origin: This field should contain the your lockbox number (bank account) number at the bank
IMG Financial Accounting Bank Accounting Bank Accounts Define Lockboxes for House bank
Post one 600 amount customer invoice. Invoice will display in open state.
T code FB70
viewed for this program from SE38 transaction code. This program contains lot many user exits
whether one can add any additional business logic.
Two algorithms that are used are 001 and 003. If file contains checks that cannot be applied
against specific invoice but for which customer account is known, SAP posts them on the customer
account without reference to any specific invoice. Using algorithm 003, SAP distributes the check
across open invoices, beginning at the oldest invoice and working its way forward until the check
amount is fully distributed.
File Import:
A.
Menu Path: SAP Easy Access Accounting Financial Accounting Banks Lockbox
FLB2 Import.
Save the lockbox file attached with this document and modify the document number in file with open
customer invoice.
Select the one which contains data in file. For example if file contains 1123456 is second session
name will be 1123456. Right click on 1123456 and select Process Checks options.
Again view customer invoice it will be displayed as cleared from the payment received and posted via
lockbox
Notes
1) If you get below message, modify the following in file. Unique key for each lockbox file is its header
record i.e. Destination, Origin name, Date and time. Modify the seconds part and rerun the file.
Use Test Lockbox Generation Programs RFEBLBT2 to generate BA12 format and
RFEBLBT3 for IDOC format. These programs will generate customer open items and a lockbox file
for processing. Utilize program RFEBKA96 to delete loaded test data
3) Sample file of BAI2 program can also be generated from SAP directly on execution of programs
Same can be downloaded and uploaded with just modification of document number else copy from
below location
100MANGDESTINMANGORIGIN130903123557
20000000000000000000000
56660011123557130903MANGDESTINMANGORIGIN
666600200000600000110003900345205865100000002
466600360191800000023 00000000600000000000
766600411235571309030010000060000
8666005112355713090300010000060000
9000000
Tax procedure: For this purpose, we need to create a new tax procedure based on SAP country
templates with Vertex tax conditions. Tax procedure assigned to country for output and input tax.
Initially we asked users taking the orders to enter a suitable city for that zip code that was the one
stored in Vertex for that zip-code and in the same county as the 'missing' city. However, we ran into
problems with this because we had shipments going to the wrong place when the same street name
existed in both cities!
We then implemented a workaround via user exit and z-table to pass the actual city name to Vertex,
for such instances and adding entries to this table as and when users reported new instances. This was
manageable for a while, but over time, we are seeing more and more entries being added to the table
as our company begins collecting taxes in more states.
Recently we ran a listing of such missing cities in the Vertex database using a zip-code database we
subscribe to for our Dealer location calculation and found almost 7000 missing cities that USPS
considers Acceptable. We also found more than 100 cities that USPS terms as the Actual cities for
those zip codes.
We also discovered that the Vertex Q series only stores first 25 characters of the city name, even
though SAP allows up to 40 characters and there are a number of cities in US / Canada whose city
name exceeds 25 characters.
We have sent this list to both Vertex and SAP. We had conference calls with Vertex , including
personnel from their Research department and Product Development and while sympathizing with
our problems and admitting that there is a gap in the core functionality, they have refused to add any
of the cities in the list provided and also refused to add any expansion of the functionality to
accommodate these cities. Instead, they are asking us to implement an address verification software
(3rdparty) that will sit between SAP ECC and Vertex and provide Zip+4 codes that may find a hit in
the Vertex Q series database. They do not have a solution using this approach that they can demo and
have been very vague as to what kind of custom development will be needed to interface this
additional software to either SAP or Vertex. Alternately, they want us to implement their O series
product which would involve additional acquisition costs and would be a full implementation
project, since there is no automated upgrade path from Q series to O series. We would need to use
their consulting services to accomplish this as well.
We have not heard back yet from SAP; our Rep tells us that the matter has been referred to Germany.
He has also started talking about the Business Objects Address Verification services, leading us to
believe that SAP will not be forcing Vertex to close the gap in functionality.
We cannot be the only ones facing these issues and we feel quite strongly that the Q series should
not be certified by SAP and Vertex should not be marketing this product for use with SAP.
I would like to invite those of you who have experienced the same problems and would like to hear
how you are handling this.