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These steps can be submitted individually or at the same time from the submit Lockbox
Processing window.
Responsibility: Receivables Manager
Navigation: Interfaces > Lockbox
After you run Post QuickCash, Receivables treats the receipts like any other receipts, you
can reverse and reapply them and apply any unapplied, unidentified, or on-account
amounts.
Responsibility: Receivables Manager
Navigation: Setup > Receipts > Receipt Classes
Define Lockbox
Bank Tab
Responsibility: Receivables Manager
Navigation: Setup > Receipts > Lockboxes > Lockboxes > Bank Tab
Define Lockboxes to use the Receivables Autolockbox program
Select an operating unit.
Enter the lockbox Number provided by your bank.
Enter the receipt Batch Source for this lockbox. You must enter a batch source that
uses automatic numbering. Receivables enters the bank name and account, address,
contact person, and accounting flexfield information associated with this batch source.
Enter the Bank Origination Number provided by your bank. This number uniquely
identifies the bank branch that sends you lockbox information.
1. Always: Always verify that the date for the transaction or other matched item is the
same as the date specified in this transmission.
2. Duplicates Only: Only verify that the matching date and the specified date are the
same if duplicate matching number were found and Lockbox needs to determine which
is correct.
3. Never: Ignore the specified date. This is the default value.
Responsibility: Receivables Manager
Navigation: Setup > Receipts > Lockboxes > Transmission Formats
Responsibility: Receivables Manager
Navigation: Setup > Receipts > AutoCash Rule Sets
This rule marks any remaining receipt amount ‘Unapplied’ or places it on-
account, depending on the value you entered in the Remaining Remittance
Amount field for
this AutoCash Rule set .
Clear the Account: Post QuickCash uses this rule only if your customer’s
account balance exactly matches the amount of the receipt. If the receipt
amount does not
exactly match this customer’s account balance, Post QuickCash uses the next
rule in the set. This rule calculates your customer’s account balance by using the
Receivables then adds the balance for each debit item to determine the
customer’s total account balance. The ‘Clear the Account’ rule uses this equation
for each invoice, chargeback, debit memo, credit memo, and application of an
Unapplied or On-Account receipt to a debit item.
Note: The discount amount for each item depends upon the payment terms of
the item and the value of the Discounts field for this AutoCash Rule Set. The
number of Discount Grace Days in this customer’s credit profile, along with the
payment terms assigned to their outstanding invoices, determine the actual due
dates of each debit item.
Clear Past Due Invoices: This rule is similar to the Clear the Account rule
because it applies the receipt to your customer’s debit and credit items only if
the total of these items exactly matches the amount of this receipt. However,
this rule only applies the receipt to items that are currently past due.
A debit item is considered past due if its due date is earlier than the receipt
deposit date. This rule considers credit items (i.e. any pre-existing, unapplied
receipt or credit memo) to be past due if the deposit date of the receipt is either
the same as or later than the deposit date of this pre-existing receipt or credit
memo. In this case, this rule uses a pre-existing receipt or credit memo before
the current receipt for your AutoCash receipt applications.
If this AutoCash Rule Set’s open balance calculation does not include late
charges or disputed items, and this customer has past due items that are in
dispute or items with balances that include late charges, this rule will not close
these items. This rule ignores the value of the Apply Partial Receipts option.
Clear Past Due Invoices Grouped by Payment Term: This rule is similar
to the Clear Past Due Invoices rule, but it first groups past due invoices by their
payment term, and then uses the oldest transaction due date within the group
as the group due date. When using this rule, Receivables can only apply the
receipt if the receipt amount exactly matches the sum of your customer’s credit
memos and past due invoices.
A debit item is considered past due if the invoice due date is earlier than the
deposit date of the receipt you are applying. For credit memos, Receivables uses
the credit memo date to determine whether to include these amounts in the
customer’s account balance.
Credit memos do not have payment terms, so they are included in each group.
Match Payment with Invoice: This rule applies the receipt to a single
invoice, debit memo, or chargeback that has a remaining amount due exactly
equal to the receipt
amount. This rule uses the values that you enter for this AutoCash Rule Set’s
open balance calculation to determine the remaining amount due of this
customer’s debit items. For example, if Finance Charges is No for this rule set
and the amount of this receipt is equal to the amount due for a debit item minus
its late charges, this rule applies the receipt to that debit item.
If this rule cannot find a debit item that matches the receipt amount, Post
Running Lockbox
Responsibility: Receivables Manager
Navigation: Interfaces > Lockbox
If the Reject Entire Receipt box is checked and AutoLockbox encounters an invalid
transaction number, the receipt that Lockbox cannot fully apply will remain in the
AR_PAYMENTS_INTERFACE_ALL table. In this case, you need to edit the invalid
record(s) in the Lockbox Transmission Data window, then submit the Validation step
again for the receipt.
Use the Lockbox Transmission Data window to delete and edit transmission data imported
into Receivables from your bank using Lockbox.
You can correct your lockbox data in this window for receipts that fail validation, then
resubmit the validation step to import these receipts.
Use the Lockbox Execution report to help you determine which transmission records you
need to correct to ensure that your validation processes succeed.
If you are updating information, be sure to update only those fields that have data
corresponding to the transmission format used to submit the import process.
Note: The Lockbox Transmission Data window is a Folder window.
You can customize the appearance of this window by selecting options from the Folder
menu. For example, you may choose to add the Alternate Name and Customer Name
fields to your default folder.
1. Enter or query the lockbox transmission. Within each transmission, Receivables
displays the lockbox and batch records first, followed by the receipts and overflow
records. The lockbox import program assigns a date to transmission records that you
import into Receivables and displays transmissions by date when you query them in
this window.
2. To review error messages, place the cursor in the Status field, then choose Edit Field
from the Edit menu. This field is set by the validation process.