Lockbox process
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The lockbox process allows companies to speed up the receipt of customer payments by having banks deposit checks directly into lockbox accounts. Banks then send electronic files to the company listing deposits against invoices. The company uploads these files in SAP to clear customer accounts and update balances. Companies may set up single or multiple lockboxes for improved processing time. SAP supports standard BAI and BAI2 lockbox file formats, requiring configuration to banks' formats. Lockbox configuration in SAP includes defining house banks, posting rules, and linking to the customer master for application of payments.
Lockbox process
- 1. Lockbox process The predominantway payments are made in US is by checks.Lockboxs help in speedydepositoffunds and clearance of customer accounts.Lockboxs are special depositoryaccounts setup at a bank to which customer remit their invoice payments. Banks daily than submitcompany’s an electronic file listing all deposits and invoices thatare paid against. Company’s than upload these files in SAP and update their balance and clear customers i.e.A/R accounts. Some company’s setup single lockboxwhereas others setup lockboxs at differentlocations thoughtthe country in order to decrease the time it takes to receive the customer payments. Figure 1: Lockbox Process Flow Lockbox File Formats SAP supports both US lockbox file formats – BAI & BAI2.Each bank has its own standard BAI and BAI2, hence configuration and testing needs to be done depending on bank file configuration. Hence if you are not comfortable with bank file formateither you can approach them to modify it depending on your requirementelse ABAP can help in writing a preprocessing program and make file fit with SAP standard format. Difference between BAI and BAI2
- 2. BAI2 is advised as because ithas greater probabilityof producing automatic matches in the processing and because it allows one to record deduction information and create proper residual postings. Relationship between EBS and Lockbox Assume on Day 1 companyreceives Lockbox file from bank and on Day 2 receives EBS file. Day 1 When the bank receives a check from customer with remittance information its sends itin Lockbox file. Lockbox file when processed will generate below accounting posting Dr Bank Clearing account - incoming Cr Lockbox Clearing Account Dr Lock box clearing account Cr Customer account(customer sub ledger) Day 2 when the check is cleared in bank, it appears in EBS. EBS when processed produces below accounting entry Dr Bank Main GL Cr Bank Clearing Account - incoming Lockbox Configuration
- 3. House Bank Configuration Create House banks A. Menu Path: Financial Accounting à General Ledger Accounting à Bank – RelatedAccounting à Bank Accounts à Define House Banks Transaction Code:FI12 Under the house bank create Bank accountfrom FBZP transaction code.
- 4. After creation of House bank and Bank accountunder companycode, it should look like this in FBZP transaction code. Lock Box Configuration A. Path: IMG àFinancial Accountingà Bank Accounting à Business Transactions à Payment Transactions à Lock box àDefine postingparameters T Code:OBAX
- 5. Select highlighted row and click on change item button. Document NumberLength: Field is only applicable for BAI record A. Num. of doc numbers in type 6: Field is only applicable for BAI record B. 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 accountin the G/L for deposits.Activating this field is recommended Incoming Customerpayments: 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 thatupdates bank details ofmaster 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 accountfor 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 Automatic Posting from lockbox
- 6. I. IMG à Financial Accountingà Bank Accounting àBusiness Transactions àPayment TransactionsàLock boxà Define postingdata 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 atthe bank IMG à Financial Accountingà Bank Accounting àBank Accounts à Define Lockboxes for House bank Click on first option
- 7. Customer Master Data Transaction Code:XD03 Maintain Bank details in customer master data which bank will send in lockbox file
- 8. . Customer Invoice Posting Postone 600 amountcustomer invoice.Invoice will displayin open state. T code FB70
- 9. Open the invoice Transaction code:FB03
- 10. T code:FBL5N (Customer Report) Below report shows customer item and it’s notcleared. Lockbox file processing SAP gives option of using one of the two standard algorithms for lockbox processing. A common misrepresentation is that one can create own algorithm which is not correct. We can only use the pen delivered by SAP. Program RFEBLB00 is the processing program. Documentation can be 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 thatare used are 001 and 003.If file contains checks thatcannotbe applied againstspecific invoice but for which customer accountis known, SAP posts them on the customer account without reference to any
- 11. specific invoice.Using algorithm 003,SAP distributes the check across open invoices,beginning atthe oldest invoice and working its way forward until the check amount is fully distributed. File Import: A. Menu Path: SAP Easy Access à Accounting àFinancial Accounting àBanks à Lockbox à FLB2 Import. Transaction Code: FLB2 Save the lockbox file attached with this document and modify the document number in file with open customer invoice. Click on green execute button.
- 12. Click on back button. Transaction Code:FLB1 Enter Lockbox details and click on execute button
- 13. Select the one which contains data in file. For example if file contains 1123456 is second session name will be 1123456.Rightclick on 1123456 and selectProcess Checks options.
- 14. Rightclick on Session name and click on Process option. Vendor Document Clearing Report Again view customer invoice it will be displayed as cleared from the paymentreceived and posted via lockbox Notes
- 15. 1) If you get below message,modifythe following in file.Unique key for each lockbox file is its header record i.e. Destination,Origin name,Date and time.Modify the seconds’ partand rerun the file. 1) Sap file generation Use TestLockbox Generation Programs RFEBLBT2 to generate BA12 format and RFEBLBT3 for IDOC format. These programs will generate customer open items and a lockboxfile for processing. Utilize program RFEBKA96 to delete loaded testdata 2) Sample File Understanding 100MANGDESTINMANGORIGIN130903123557 20000000000000000000000 56660011123557130903MANGDESTINMANGORIGIN 666600200000600000110003900345205865100000002 466600360191800000023 00000000600000000000 766600411235571309030010000060000 8666005112355713090300010000060000 9000000 File contentexplanation with help of differnet Color Codes 100000002 =Check Number 666 = Batch ID 1800000023 = FI customer Invoice 123557130903 = Date & time in Header (i.e. firstrecord) and Time & Date in below records. 600000 = Check/Invoice Amount depending on Row 110003900345205865 = Customer Master Record Bank details. 3) Sample file of BAI2 program can also be generated from SAP directly on execution of programs Same can be downloaded and uploaded with justmodification ofdocumentnumber else copyfrom below location 100MANGDESTINMANGORIGIN130903123557 20000000000000000000000