This section provides a brief description of some of the fields in the Submit Lockbox Processing, Lockbox Transmission Data, and Lockbox Control windows. To open the Lockbox Control window, navigate to the Lockbox Transmission Data window, then choose Control.
Alternate Name Search: (Submit Lockbox Processing window) Indicates whether you can transfer bank information in the Zengin file format into Receivables (Zengin is the standard file format for bank transfers in Japan). Instead of using a customer number or invoice number to identify which customer remitted payment, the Zengin format uses "alternate names" to match customers with receipts. An alternate name is usually the customer's phonetic name spelled with Japanese Kana characters. Your choices are:
Automatic
Manual
None
Bank Origination Number: (Lockbox Control window) The bank origination number of the bank that transmitted this lockbox file. Receivables determines the Bank Origination number from the remittance bank account you entered in the Lockboxes window.
Control File: (Submit Lockbox Processing window) Receivables uses SQL *Loader to load information from your operating system files into the Receivables database. The control file is used by SQL *Loader to map the data in the bank file to tables and columns in the Oracle database. You need to create a control file for each bank file that uses a different transmission format. For SQL *Loader to load your bank file properly, each logical record that your bank sends to you must end with a carriage return. If each record does not end with a carriage return, SQL *Loader displays an error message when you submit AutoLockbox.
Suggestion: If you are using Receivables Multiple Organizations Support feature, we recommend that you create a different control file for each of your organizations. Each control file should populate the default org_id column for that organization in the ar_payments_interface table. Additionally, if your existing control files use the date format 'YY' for the year, we recommend that you change this to 'RR'.
Attention: You must store the control file in your $AR_TOP/bin directory with an extension of .ctl. When you enter a control file name in the Submit Lockbox Processing window, you do not need to enter the path or the extension of the control file. For example, if your control file is in $AR_TOP/bin and is named bankabc.ctl, you just need to enter bankabc in the control file field to submit the file successfully.
Data File: (Submit Lockbox Processing window) The path name and the filename of the bank file you are transferring into Receivables. This is the file that contains payment data you receive from the bank. Receivables lets you store the file in any directory.
Destination Account: (Lockbox Control window) The bank account into which this receipt was deposited.
Item Number: (Lockbox Transmission Data window) The item number associated with this receipt. If you have multiple receipts in a batch, you might include this in your transmission format to order receipts in a batch.
Attention: The item number is also used to associate an overflow record with the receipt record. Each overflow record must have the same item number as the parent receipt record.
Lockbox Batch Count: (Lockbox Control window) The total number of bank batches associated with this lockbox.
Lockbox Receipt Count: (Lockbox Control window) The total number of receipts associated with this lockbox. This count does not include overflow receipts, headers, or trailers.
Overflow Sequence: (Lockbox Transmission Data window) A type of bank file record that stores additional receipt information that could not fit on the receipt record. Each Overflow record must have a receipt record as a parent. Typically, an Overflow record will store additional invoice numbers and the amount of the receipt to apply to each invoice. If there are multiple overflow records for a receipt record, each overflow record will have an overflow sequence.
Record Count: (Lockbox Control window) The total number of records in this lockbox transmission.
Record Identifier: (Lockbox Transmission Data window) A record identifier consists of at most two characters which Receivables uses to identify each record type. For example, Receivables can identify a receipt record in BAI bank files because this record always starts with the character '6'. You define valid record identifiers in the Transmission Formats window.
Transaction Code: (Submit Lockbox Processing window) The transaction code that AutoLockbox uses as the default code for all payment and application records in a lockbox transmission. AutoLockbox uses transaction codes to manage receivables accounting in a manner that is consistent with federal regulations. This feature is available only in public sector installations.
After the bank file is imported, you can optionally update transaction codes in the Lockbox Transmission Data window.
Attention: To view the Transaction Code field in the Submit Lockbox Processing window and in the Lockbox Transmission Data window, enable the Enable Transaction Code profile option. See: Profile Options in Oracle General Ledger.
Transmission Format: (Submit Lockbox Processing window) A transmission format defines what data your bank is sending in the bank file, and how that data is organized so Receivables can successfully import this data. You must work with your bank to determine the content of your transmission format. Your transmission format must match each bank control file that you create, so the number of control files that you use must correspond to the number of transmission formats that you define. Receivables provides several sample format files in the $AR_TOP/bin directory. You can modify these transmission formats or create new ones.