Importing lockbox payments

After you set up your records to receive payments using your bank’s lockbox, use these instructions run the import process that uses the transactions from the electronic transmission to automatically update your customer and GL account records, or create a batch file that can be updated later.

Note:  When you run the Customer Entry Lockbox Import Report in update mode, ensure no one is posting cash in Customer Cash Receipt Entry.
  1. Verify that the lockbox flat file has been received. Make note of the name of the system directory in which it is located.
  2. Select Customer > Entry > ARE Reports > Accounts Receivable - Lockbox Import.
  3. Run a one-time report, or create a stored report.
  4. Specify report and printing information, and then click Next.
  5. In the Lockbox File Directory field, specify the system directory in which the lockbox flat file is located. Leave blank to use the location defined in SA Company Setup for EDI incoming documents.
  6. The default lockbox file name is lbx.in, but you can specify the name of the lockbox file that resides in the directory that you specified in the previous step.
  7. If you run the import in update mode, select Yes in the Post/Update Imported Transactions? field. If you specify No, go to step 9.
  8. Select Yes in the If Yes, Post Only Batches Ready? field to import/update only if all checks are ready to post. Select No to update all transactions regardless of the status.
  9. Select Yes in the If No, Force Batch Un-Suspended? to update all transactions to AR and GL. Select No to update only those import files that are within the write-off limits defined in SA Administrator Options-Customers-Cash Receipts.
  10. Specify the bank number to which the deposit is posted. The GL account set up in CR Bank Setup for this bank is updated with the check transactions in this import.
  11. Specify the fictitious customer number. This customer must be set up in Customer Setup before this report is run.
  12. Specify C to match check payments to invoices where the customer numbers do not match. Specify S to suspend any check transactions where the customer number associated with the check payment cannot be matched to the invoice number.
  13. Select Yes to Do Write Offs to apply the write-off limit set up in SA Administrator Options-Customers-Cash Receipts to each invoice or credit against which the check transaction is being applied. Select No to print the transaction as an exception on the Import Exception Report if the check amount does not match the invoice amount.
  14. Select Yes in the Apply Outside Write-Off Limit field to apply check payments that are matched to invoices, regardless of their amount. Any differences are posted as a new scheduled payment if there is a balance due, or unapplied cash if it is an overpayment. Select No to create an unapplied cash transaction for check payments that fall outside of the SA Administrator Options write-off limit. The transaction is suspended in the lockbox batch file if you are not running the import in update mode.
  15. Select Yes in the Create ARSL Records field to create Customer Lockbox Setup records if none exist for a verified customer in the lockbox transmission.
  16. Click Next, and then click Finish.
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