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Wholesale Lockbox Remittance Processing

BAI File Specification

Wells Fargo Bank January 2007


TM-2012

2007 Wells Fargo Bank, N.A. All rights reserved. Member FDIC.

CONTENTS

Introduction File Structure File Record Specifications Table Key Type 1 Record Immediate Address Header Type 2 Record Service Type 5 Record Lockbox Header Type 6 Record Detail Type 4 Record Overflow Type 7 Record Batch Total Type 8 Record Service Total Type 9 Record Destination Trailer Sample File

4 5 8 8 8 9 9 10 11 12 13 13 14

Introduction
Our Automated Lockbox System allows you to efficiently post customer remittances to your accounts receivable system by providing lockbox transaction information in a data file. This specification describes the structure and content of data files based on the industry-standard BAI 2 (Bank Administration Institute version 2) format. When receiving data files from the Automated Lockbox System:

There is typically one transmission per deposit date. Multiple transmissions are available, if needed. A file contains all acceptable remittances processed and deposited to your account for that deposit date. Remittances are grouped by lockbox for transmission. Within each lockbox group, remittances are sub-grouped into one or more batches with item and dollar totals at the batch level. Within each batch, remittances are uniquely identified by a transmission sequence number. Remittance data includes the information from the MICR line on the check, the remittance amount, and invoice information.

WHOLESALE LOCKBOX BAI FILE SPECIFICATION

File Structure
Wholesale Lockbox BAI-format files are composed of the following record types. Type 1 Immediate address header record marks the beginning of a file and identifies both the source (Wells Fargo) and the destination (your company) of the data. Service record identifies the purpose, content, and physical characteristics of the data. Lockbox header record provides information that is common to all items for the lockbox. Detail record contains the data associated with a check. There is one detail record per remittance. Overflow record contains invoice information related to the check. Batch total record marks the end of a batch. Used for balance and control purposes. Service total record marks the end of all batches for a lockbox. Used for balance and control purposes. Destination trailer record marks the end of a file and includes the total number of records transmitted.

Type 2 Type 5 Type 6 Type 4 Type 7 Type 8 Type 9

Each Wholesale Lockbox BAI-format file is structured as shown in the following diagram.
Type 1 immediate address header record Type 2 service record
a b c d

Type 5 lockbox header record Type 6 detail record Type 4 overflow record

Type 7 batch total record Type 8 service total record Type 9 destination trailer record

Each file begins with a type 1 and type 2 record and ends with a type 9 record. Each lockbox reported in the file begins with a type 5 record and ends with a type 8 record. Within each lockbox section are one or more batches. The end of each batch is marked with a type 7 record. Information for each check and remittance is contained in a type 6 record and one or more type 4 records.

FILE STRUCTURE

Example 1

The following is an example of a file with:


One lockbox ( ). One batch ( ). Three items. The first two items ( and ) have one type 4 record each, and the third item ( ) has two type 4 records.
Type 1 immediate address header record Type 2 service record Type 5 lockbox header record Type 6 detail record
c a b d

Type 4 overflow record Type 6 detail record Type 4 overflow record

Type 6 detail record Type 4 overflow record Type 4 overflow record Type 7 batch total record Type 8 service total record Type 9 destination trailer record
e

WHOLESALE LOCKBOX BAI FILE SPECIFICATION

Example 2

The following is an example of a file with two lockboxes.


The first lockbox ( ) includes two batches (

and

).

The second lockbox ( ) includes one batch ( ).


Type 1 immediate address header record Type 2 service record Type 5 lockbox header record Type 6 detail record Type 4 overflow record Type 6 detail record Type 4 overflow record Type 6 detail record Type 4 overflow record Type 7 batch total record Type 6 detail record Type 4 overflow record Type 6 detail record Type 4 overflow record Type 6 detail record Type 4 overflow record Type 7 batch total record Type 8 service total record Type 5 lockbox header record Type 6 detail record Type 4 overflow record Type 6 detail record
e

Type 4 overflow record Type 6 detail record Type 4 overflow record Type 7 batch total record Type 8 service total record Type 9 destination trailer record

FILE STRUCTURE

File Record Specifications


Table Key
Column Name No Field Pos Size Type Description Field number. Field name. Starting and ending positions of the field within the record. Number of characters in the field. Identifies the type of data in the field. AN Alphanumeric N Numeric Description of the field contents.

Description

Type 1 Record Immediate Address Header


This record is always the first record in the file.
No Field 1 2 3 4 5 6 7 Record type Priority code Destination Origin Date Time Reserved Pos 1 23 4 13 14 23 24 29 30 33 Size Type Description 1 2 10 10 6 4 N N AN AN N N Always 1. Always 00 (two zeros). Number identifying you as the receiver of the file (typically your lockbox DDA account number). Left-justified, space-filled. Wells Fargos routing/transit number. Left-justified, space-filled. Processing date (date that the data was entered into the system). Format YYMMDD. Processing time (time that the data was entered into the system) in Central Time. Military time (24-hour format) in format HHMM. Space-filled.

34 300 267 AN

WHOLESALE LOCKBOX BAI FILE SPECIFICATION

Type 2 Record Service


This record always follows the type 1 record.
No Field 1 2 3 4 5 6 7 8 9 Record type Ultimate network address Ultimate network origin Reference code Service type Record size Blocking factor Format code Reserved Pos 1 2 11 12 21 22 31 32 34 35 37 38 41 42 Size Type Description 1 10 10 10 3 3 4 1 N AN AN N N N N N Always 2. Same as field 3 (destination) in the type 1 record. Left-justified, space-filled. Same as field 4 (origin) in the type 1 record. Left-justified, space-filled. Zero-filled. Always 400. Always 300. Indicates the number of characters in a block of data. Always 0300. Always 1. Space-filled.

43 300 258 AN

Type 5 Record Lockbox Header


The file includes one type 5 record per lockbox. For the first lockbox in the file, the type 5 record follows the type 2 (service) record. For all other lockboxes, the type 5 record follows a type 8 (service total) record.
No Field 1 2 3 4 5 6 7 Record type Reserved Lockbox number Date Processing destination Processing origin Reserved Pos 1 27 8 14 15 20 21 30 31 40 Size Type Description 1 6 7 6 10 10 N N N N AN AN Always 5. Zero-filled. Right-justified, zero-filled. Processing date. Format YYMMDD Same as field 3 (destination) in the type 1 record. Left-justified, space-filled. Same as field 4 (origin) in the type 1 record. Left-justified, space-filled. Space-filled.

41 300 260 AN

FILE RECORD SPECIFICATIONS

Type 6 Record Detail


The file includes one type 6 record per transaction.
No Field 1 2 3 4 5 6 7 8 9 Record type Batch number Item number Pos 1 24 57 Size Type Description 1 3 3 10 9 10 10 30 4 7 6 30 30 6 9 3 30 30 11 N N N N AN AN AN AN AN N N AN AN N AN N AN AN N Always 6. Unique batch number. Right-justified, zero-filled. Sequential number which identifies each remittance within the batch. Rightjustified, zero-filled. Format $$$$$$$$. Right-justified, zero-filled, implied decimal. Routing/transit number from the MICR line of the check. If none, spacefilled. Account number from the MICR line of the check, excluding any embedded spaces or dashes. Left-justified, space-filled. If none, space-filled Left-justified, space-filled. Truncated if exceeds ten characters. Left-justified, space-filled. If none, space-filled. Space-filled. Assigned for scanning/image research purposes. Right-justified. If none, zero-filled. Format YYMMDD. Default is 111111. Left-justified, space-filled. If none, space-filled. Customer number or other identifier you use to identify the party submitting the check. Left-justified, space-filled. If none, space-filled. Format YYMMDD. Default is 111111. Left-justified. If none, space-filled. Right-justified. If none, zero-filled. Left-justified, space-filled. If none, space-filled. Left-justified, space-filled. If none, space-filled. Format $$$$$$$$$. Right-justified, zero-filled, implied decimal.

Remittance amount 8 17 Remittance RTN 18 26

Remittance account 27 36 number Check number Check level userdefined field 1 Filler 37 46 47 76 77 80 81 87 88 93

10 Vicor TID 11 Check date

12 Check level remitter 94 123 name 13 Check level remitter 124 153 account number 14 Postmark date 15 Remitter zip code. 154 159 160 168

16 Envelope sequence 169 171 number 17 Check level userdefined field 2 18 Check level userdefined field 3 19 Check level user defined dollar field 1 20 Reserved 172 201 202 231 232 242

243 300

58

AN

Space-filled.

10

WHOLESALE LOCKBOX BAI FILE SPECIFICATION

Type 4 Record Overflow


One or more type 4 records are used per transaction for invoice information related to the check. Type 4 records follow their associated type 6 (detail) records.
No Field 1 2 3 Record type Batch number Item number Pos 1 24 57 Size Type Description 1 3 3 N N N Always 4. Same as the batch number for the associated 6 record. Right-justified, zerofilled. Same as the item number for the associated 6 record. Sequential number which identifies a given remittance within the batch. Right-justified, zerofilled. Always 6. Sequence number of this record within all type 4 records for a transaction. Right-justified, zero-filled. 0 There are one ore more additional 4 records following this record. 9 This is the last 4 record for the transaction. Left-justified, space-filled. if none, default is N/A. Format $$$$$$$$. Right-justified, zero-filled, implied decimal. Left-justified, space-filled. If none, space-filled. Space-filled. Format YYMMDD. Default 111111. Format $$$$$$$$$. Right-justified, zero-filled, implied decimal. Format $$$$$$$$$. Right-justified, zero-filled, implied decimal. Customer number or other identifier you use to identify a customer in addition to the check remitter identified in the associated 6 record. Used when a single check is used for payments to multiple customer accounts. Left-justified, space-filled. If none, space-filled. Same as the envelope sequence number in the associated 6 record. Rightjustified. If none, zero-filled. Format $$$$$$$$$. Right-justified, zero-filled, implied decimal. Left-justified, space-filled. If none, space-filled Left-justified, space-filled. If none, space-filled Left-justified, space-filled. If none, space-filled Format $$$$$$$$$. Right-justified, zero-filled, implied decimal.

4 5 6 7 8 9

Overflow type

1 2 1 15 10 30 14 6 11 11 30

N N N AN N AN AN AN N N AN

Overflow sequence 9 10 number Last indicator. Invoice number Invoice amount Invoice level userdefined field 1 11 12 26 27 36 37 66 67 80 81 86 87 97 98 108 109 138

10 Filler 11 Invoice date 12 Gross invoice amount 13 Discount invoice amount 14 Invoice remitter account number with lockbox customer

15 Envelope sequence 139 141 number 16 Invoice amount due 142 152 17 Invoice level userdefined field 2 18 Invoice level userdefined field 3 19 Invoice level userdefined field 4 20 Invoice level userdefined dollar field 1 153 182 183 212 213 242 243 253

3 11 30 30 30 11

N N AN AN AN N

FILE RECORD SPECIFICATIONS

11

No Field 21 Invoice level userdefined dollar field 2 22 Invoice level userdefined dollar field 3 23 Invoice level userdefined dollar field 4 24 Invoice level userdefined date field 25 Reserved

Pos 254 264

Size Type Description 11 N Format $$$$$$$$$. Right-justified, zero-filled, implied decimal.

265 275

11

Format $$$$$$$$$. Right-justified, zero-filled, implied decimal.

276 286

11

Format $$$$$$$$$. Right-justified, zero-filled, implied decimal.

287 292 293 300

6 8

AN AN

Format YYMMDD. Default 111111. Space-filled.

Type 7 Record Batch Total


A type 7 record marks the end of a batch and is used for balance and control purposes. A type 7 record follows the last type 6 (detail) or type 4 (overflow) record in the batch.
No Field 1 2 3 4 5 6 7 8 Record type Batch number Last item number Lockbox number Processing date Item count Pos 1 24 57 8 14 15 20 21 23 Size Type Description 1 3 3 7 6 3 10 N N N AN N N N Always 7. Same as the batch number used in the 6 records and 4 records within the batch. Right-justified, zero-filled. Right-justified, zero-filled. Same as the lockbox number in the associated type 5 record. Right-justified, zero-filled. Format YYMMDD. Number of remittances in the batch, which equals the number of 6 records in the batch. Right-justified, zero-filled. Remittance dollar total of the batch. Format $$$$$$$$. Right-justified, zerofilled, implied decimal. If none, space-filled.

Batch total amount 24 33 Batch summary data

34 300 267 AN

12

WHOLESALE LOCKBOX BAI FILE SPECIFICATION

Type 8 Record Service Total


A type 8 record follows the last type 7 (batch total) record for a lockbox.
No Field 1 2 3 4 5 6 7 8 9 Record type Last item number Lockbox number Processing date Item count Lockbox total amount Filler Batch count Pos 1 57 8 14 15 20 21 23 24 33 34 35 37 38 80 Size Type Description 1 3 3 7 6 3 10 1 3 44 N N N AN N N N AN N AN Always 8. Right-justified, zero-filled. Right-justified, zero-filled. Same as the lockbox number in the associated type 5 record. Right-justified, zero-filled. Format YYMMDD. Number of remittances for this lockbox, which equals the number of 6 records in the lockbox. Right-justified, zero-filled. Remittance dollar total for the lockbox. Format $$$$$$$$. Right-justified, zero-filled, implied decimal. Space-filled. Number of batches for the lockbox. Right-justified, zero-filled. Space-filled.

Last batch number 2 4

10 Reserved

Type 9 Record Destination Trailer


The type 9 record is the last record in the file.
No Field 1 2 3 Record type Record count Reserved Pos 1 27 8 80 Size Type Description 1 6 72 N N AN Always 9. Total number of records in the file, including this 9 record. Right-justified, zerofilled. Space-filled.

FILE RECORD SPECIFICATIONS

13

Sample File
1001234567890121000248 0611101648 21234567890121000248 000000000040008000801 500000077777770611101234567890121000248 6001001000000111112100024812345678902433440001Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678001Check User Defined Field 2 Check User Defined Field 3 00000000000 400100160194873201 0000001111Invoice User Defined Field 1 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 6001002000000222212100024812345678902433440002Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678002Check User Defined Field 2 Check User Defined Field 3 00000000000 400100260104873202 0000001111 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 400100260294873202 0000001111 0611010000000111100000001111 00000001111Invoice User Defined Field 2 Invoice User Defined Field 3 Invoice User Defined Field 4 00000000000000000000000000000000000000000000111111 6001003000000333312100024812345678902433440003Check User Defined Field 1 0000VID060401Remitter Name Account Number 060804012345678003Check User Defined Field 2 Check User Defined Field 3 00000000000 700100377777770611100030000006666 800100377777770611100030000036666 001 9000012

You can also click on the following icon to open the sample file in a text editor.

WholesaleLockbox_BAI_SampleFile.txt

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WHOLESALE LOCKBOX BAI FILE SPECIFICATION