Receivables validates the data you receive from the bank to ensure that the entire file was received, there are no duplicate receipts within a batch, and that customers and invoices are valid.
AutoLockbox also validates all of your data for compatibility with Receivables. AutoLockbox validates your data by ensuring that the columns in AR_PAYMENTS_INTERFACE_ALL reference the appropriate values and columns in Receivables.
Duplicate receipts have the same receipt number, amount, currency, and customer number. AutoLockbox does not allow duplicate receipts within the same batch source for the same customer. This is the same validation Receivables performs when you manually enter receipts using the Receipts window.
Note: If proper controls are not in place, it is possible to reimport and reapply receipts that AutoLockbox has already processed. We recommend that you establish standard operating procedures to ensure that users do not process the same bank file more than once using AutoLockbox.
Invoice numbers are only required to be unique within a batch source. A customer can have duplicate invoice numbers as long as they belong to different batch sources; however, AutoLockbox cannot automatically apply a payment to these invoices.
If a customer has more than one invoice in the system with the same number, then AutoLockbox cannot determine to which invoice to apply the payment. The receipt will either be left as Unapplied (if the customer number or MICR number is provided) or Unidentified (if the customer number or MICR number is not provided).
However, you can manually apply a receipt(s) to these invoices in:
The Applications window, if you have already submitted Post QuickCash
The QuickCash window, if you have not yet submitted Post QuickCash
AutoLockbox completes the following validations:
Transmission Level Validation: AutoLockbox validates your lockbox transmission to ensure that transmission information corresponds to your transmission format. The following attributes are validated:
Transmission format contains receipt records
Lockbox number is part of the transmission format or you specify it when you submit AutoLockbox from the Submit Lockbox window
GL date is in an open accounting period
Total transmission record count and amount that you supply must match the actual receipt count and amount that is determined by AutoLockbox (If the transmission format includes the transmission header or trailer, Lockbox counts all records in this transmission. The validated count includes all receipts and detail records transferred to the interim table.)
Origination number is valid if it is provided
Lockbox Level Validation: AutoLockbox validates your lockbox records to ensure that lockbox information corresponds to your transmission format. The following attributes are validated:
Lockbox number is included in the Lockbox Header or the Lockbox Trailer if these records are present, and the lockbox number is valid
Lockbox batch count is correct if it is provided
Lockbox amount is correct if it is provided
Lockbox record count is correct if it is provided
Origination number is valid if it is provided
No duplicate lockbox numbers
Batch Level Validation: AutoLockbox validates your batch records to ensure that batch information corresponds to your transmission format. The following attributes are validated:
Batch name exists on batch records
Batch name is unique within the transmission
Batch amount is correct
Batch record count is correct
Lockbox number exists on batch records if this number is part of the transmission format
Receipt Level Validation: AutoLockbox validates your receipt records to ensure that receipt information corresponds to your transmission format. The following attributes are validated:
Remittance amount is specified
Check number is specified
Item number is specified and is unique within a batch, a lockbox, or the transmission, depending on the transmission format
Lockbox number is specified (if this number is not part of the Lockbox Header or the Lockbox Trailer of the transmission format) and batches are not imported
Batch name is specified (if either Batch Headers or Batch Trailers are part of the transmission format)
Account number is specified (if Transit Routing Number is part of the transmission format)
Invoice 1-8 are either valid or are left blank
Attention: If you are using matching numbers and a receipt record indicates that multiple transactions will be paid by this receipt, Lockbox assumes that all of the transactions are the same type (e.g. invoices, sales orders, purchase orders, etc.). For example, if the first 2 transactions are invoices, Lockbox will successfully match them with this receipt. However, if the next transaction is not an invoice, Lockbox will either import the remaining receipt amount as unidentified or reject the entire receipt (depending your Lockbox definition).
If Lockbox imports the remaining receipt amount as unapplied, then Receivables retains the invalid matching numbers in the Application Notes field. See: Receipts Field Reference.
Installment 1-8 are either valid installment numbers or are left blank
Invoice, debit memo, credit memo, deposit, on-account credit, or chargeback number derived from the matching number does not belong to a guarantee or receipt
Transaction number is entered where an application amount is specified
Sum of all of the Amount Applied columns for a receipt does not exceed the remittance amount
Customer number is valid (refer to Customer Validation below)
Customer number and MICR number both reference the same customer (if both are provided)
Receipt date is specified
Receipt method is valid
Currency is valid (refer to Currency Validation below)
Line Level Validation: AutoLockbox validates your line level cash application records to ensure that the line level cash application information corresponds to your transmission format. The following attributes are validated:
Transaction and line numbers match
There is no over application at line level
The invoice application amount tallies with the total of application amount for the invoice lines
The invoice does not have installments
Overflow Level Validation: AutoLockbox validates your overflow records to ensure that overflow information corresponds to your transmission format. The following attributes are validated:
Batch name is specified (if either Batch Headers or Batch Trailers are part of the transmission format)
Lockbox number is specified (if either the Batch Header or the Batch Trailer are not specified and the transmission format includes lockbox number)
Item number is specified and matches a receipt record
Overflow indicator is specified (unless it is the last overflow record)
Overflow sequence is specified
Invoice 1-8 are valid invoice numbers (these numbers are optional, and can be left blank)
Attention: If you are using matching numbers and a receipt record indicates that multiple transactions will be paid by this receipt, Lockbox assumes that all of the transactions are the same type (e.g. invoices, sales orders, purchase orders, etc.). For example, if the first 2 transactions are invoices, Lockbox will successfully match them with this receipt. However, if the next transaction is not an invoice, Lockbox will either import the remaining receipt amount as unidentified or reject the entire receipt (depending your Lockbox definition).
If Lockbox imports the remaining receipt amount as unapplied, then Receivables retains the invalid matching numbers in the Application Notes field. See: Receipts Field Reference.
Installment 1-8 are either valid installment numbers or are left blank
Transaction number derived is entered where an application amount is specified
Customer Validation: AutoLockbox can either validate your customer data based on the following attributes, or mark the receipt as 'Unidentified' if no match is found:
Customer number is valid
MICR number is valid
Bill-to customer is from an AutoAssociated invoice (if AutoAssociate is enabled)
Currency Validation: Receivables lets you process receipts in multiple currencies. If you pass the currency code, exchange rate type, and receipt date, AutoLockbox will try to determine the exchange rate. If it is unable to determine the exchange rate, the receipt will fail validation.
Receivables also supports cross currency deposits. This implies that receipts in your lockbox can be either in the same currency as that of the bank account, or in any other currency, provided the bank account is in your functional currency and its Multiple Currency Receipts field is set to Yes (Bank Accounts window, Receivables Options tabbed region).