However I have found very little post regarding post processing aspects of Lockbox. Hence I have excluded lockbox configuration part. After the file processing, the the lockbox status will fall under one of following categories: Applied: This status is maintained when customer is identified and all the document numbers for that customer are also identified. On-Account: It means that customer is identified but no document numbers have been found. Hence, the full amount of check is posted on customer account for further processing with payment advice.
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In order to facilitate internal control and to streamline processing, many companies utilize a lockbox service at a bank. Lockbox Process A customer orders products from a company. The company sends the products to the customer. The company invoices the customer.
On the invoice, the vendor includes a voucher. The voucher includes the invoice number and customer number. The customer mails their check with the voucher to the bank that the lockbox is setup with. The bank deposits the cash. The bank sends the company a file with all of the captured payment information.
The company uses the payment file from the bank in order to apply payments against the customer invoices. Any errors during step 6 must be manually researched and resolved.
It is the BAI2 format for lockboxes. SAP thankfully gives us the layout for the file, but not a lot of detail about what is going on. The lockbox file if a fixed width text file. Even if the field is not being used, spaces should be added to the field. All of the meat of the file is in record types 5, 6, and 4. Record type 5 contains the lockbox information, record type 6 contains the check information as well as any invoice numbers that are being cleared.
Record type 4 is an overflow of record type 6 and is used for adding additional invoices if they do not all fit in record type 6. An example of the layout from the SCN wiki is below. You can see that the record type is the first digit of each line. This workbook details what each field does in each record type. Some banks are able to actually send the file in the correct format.
SAP Lockbox Configuration The first step in the configuration is to set the control parameters for lockbox processing. This step is usually already done by default in most ECC 6. Have a look at the help text for each for more in depth discussion. The next screen has the setup for each individual lockbox. Additional parameters such as GL accounts to use for the bank and clearing accounts, document types, and posting keys can be selected.
If you choose to code this activity to a house bank account that you setup in FI12, then it can be connected here. That should give us enough configuration to process a lockbox file. There are other configuration items such as reason codes in AR, default profit centers in the GL, house banks in cash accounting, and disputes in FSCM Dispute Management that integrate here as well, but these are a separate topic and will make a long post even longer.
The procedure and format should match what is configured in our first config screen. This screen is used for post processing and fixing errors. Keys to Success in SAP Lockbox Processing There are a few critical points in the process to ensure that lockbox cash application has a high hit rate.
Bank Integration: The bank who is providing the lockbox file must be on board with providing enough information. Similarly, the treasury department must be willing to pay the fees to capture the information Cross CoCd Payments: If the lockbox belongs to one company code and the payments are being received in another, then enhancing a user exit will be necessary.
This approach requires enhancement. Routine error handling: All lockbox issues and unapplied cash should be examined on a daily basis. If these problems back up, it can make for an ugly close at month end. Hopefully this information gives you a decent sense of how to configure lockbox for SAP.
Feel free to leave comments or questions.
Lockbox post processing in SAP
In order to facilitate internal control and to streamline processing, many companies utilize a lockbox service at a bank. Lockbox Process A customer orders products from a company. The company sends the products to the customer. The company invoices the customer. On the invoice, the vendor includes a voucher. The voucher includes the invoice number and customer number.
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. 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. 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. 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.