Benefits
Better control of customer check float time and customer credit management. Accelerated collection and deposit of checks benefits the payee and allows for better and more efficient cash management. The automated lockbox system can reduce your own internal processing costs by automatically updating your cash postings and cash application to the subledger. Additionally your customer requirement to maintain data entry staff should be reduced.
4a. ***EDI Port an EDI port must be created in the system. This topic is not covered in this document. 5. Examples of possible user exits to increase hit rate.
Cross-company postings. The bank account is actually owned by one company but the customers are in another company. The cash portion of the posting should be in one company code and the clearing of the customer item will be in the other. Since the posting rules for the lockbox are company code specific, you would need to have the user exit post the other side of the transaction to a GL in another company code. Alternate field search. The lockbox programs searches for document numbers (BELNR) and reference document numbers (XBLNR) to clear open items. With many customers, the billing document number is placed in the allocation field when the AR invoice is created. You could create a user exit which searches the allocation field in addition to the document and reference document fields. Post processing of the lockbox file relies on the document number when creating the payment advice. You could also have the user exit put the document number in the payment advice rather than the value which is in the allocation field since the system has already done the search for the allocation field.
Payment
Define Lockbox
Define House
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20. Financial Accounting Bank Accounting Bank Accounts Define House Banks 21. Choose the appropriate house bank from the list. 22. Press the DME button.
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31. Go back one menu. 32. Highlight your new entry and press the Inbound Parameters magnifying glass. 33. Press the New Entries button. 34. Leave Partn.funct., Message Code, and Message function blank. 35. Enter LOCKBX for the message type. 36. Enter LOBX for the process code. 37. Check the Syntax check box. 38. Choose the Trigger immediately radio button. 39. Enter the data for the user who will be receiving error messages in the inbox. 40. Press Save.
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56. Transaction SE38. Program name RFEBLBT2. 57. The function of each of the fields is explained in the previous section.
Related Documents
Appendix A Tolerances and Reason Codes User Exit Examples Note 45436 - Lockbox Specific Transactions and Tables OB55 - Worklist
Reason Codes
The 4 record in the BAI Lockbox file may contain an external reason code indicating the reason for the payment difference. This external reason code must be linked to an internal reason code which is used to charge off the payment differences to a separate account. This allows you to clear customer items completely rather than having items posted on account which need to be post processed. If the payment difference is within the tolerances set, the difference will be posted to the charge off account. The external reason codes are linked to internal reason codes per a conversion version. The conversion version is assigned to the customer master record on the payment transaction screen.
Components
1. Define Customer/Vendor Tolerances (Transaction OBA3)
Permitted Payment Differences This section refers to the total payment. In other words, you could be receiving one check which is paying 10 invoices. The total amount of differences for all ten invoices has to be within these tolerances. Example: Permitted Payment Differences Amount Gain Loss 100.00 100.00 Percent 5.0 % 5.0 %
The two fields amount and percent work in conjunction. Given the configuration above, and an invoice of 1000. The 5 percent would be used since 5 percent of
It is possible that you could have 3 invoices which each are within tolerance and then be out of tolerance for the entire payment. Given the configuration above and 3 invoices for 1000 each. The payment received is for 880 (customer deducted 40 from each invoice). Each invoice is within tolerance because it is less than the 5 percent (50). Adding up the 3 invoices, however, we have a difference of 120. This is not within tolerance for payment differences because it is more than the 100 (amount). This is less than the 5 percent (150) but the program always uses the lower amount. In the example above, the percent was used because it was lower; in this example, the amount was lower.
The two fields amount and percent work in conjunction. The lower limit is the one which takes affect. Given the configuration above and an invoice for 3000. The amount of 200 would be used since 10 percent of 3000 is 300 which is higher than 200. The actual payment could be between 2800 and 3200 to be within tolerance. Tolerances defined here work with tolerances defined for customers and vendors. Again, the strictest tolerance will be used in the clearing procedure. Given the configuration above for both users and customers/vendors, the parameters in the
5. Define Accounts for Reason Codes ( Transaction OBXL) For transaction ZDI, you can define the charge off accounts by reason code. 6. Maintain Conversion Version for External Reason Codes (Transaction OBCR)
Define here the versions for converting external reason codes to internal reason codes.
1. OBA3 Define Customer/Vendor Tolerances 2. Enter tolerances for permitted payment differences. 3. Enter tolerances for payment advices.
4. OBA4 Define Tolerance Groups for Employees 5. Enter tolerances for permitted payment differences. 5
6. OB57 Assign Users to Tolerance Groups 7. Assign users to tolerance groups if necessary.
10. OBXL Define Accounts for Reason Codes 11. Assign GL accounts per reason code which will be posted for payment differences.
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12. OBCR Maintain Conversion Version for External Reason Codes 13. Create conversion versions which will be used to map external payment difference reason codes to internal reason codes.
16. FD02 Change Customer Master Record 17. Enter the tolerance group for the customer. 18. Enter the conversion version for the customer.
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_______________________________________________________________________ Long text Symptom This note contains a list of all the tables and transaction codes that were used by the lockbox program. Additional key words FLB1, FLB2, FBE1, FBE2, FBE3, RFEBLB00, RFEBLB20, RFEBBU00 Cause and preconditions Solution Lockbox tables and transaction codes: o o o o FLB2 FLB1 Import Lockbox File (RFEBLB00) Postprocess Lockbox Data
Remittance advice tables and transaction codes o o o o FBE1 / FBE2 / FBE3 Create/change/display remittance advice OBBE / T053R: Reason codes OBXL / T030: Automatic posting (write off)
o OBCW/T053D: Reason codes for clearing according to pay.advice _____________________________________________________________________________ 09/24/13 3:43 AM Page: 22 of 23 Joe Lincoln
o OBA4 / T043T: Tolerance groups for users o OBA3 / T043G: Customer Tolerances o OBXH / T041A: Posting keys for clearing transactions Source code corrections _______________________________________________________________________ Valid releases R/3 standard 30C - 30F