Run AutoLockbox to submit your lockbox transmission processes and transfer payment information from your bank files into Receivables. Submit AutoLockbox from the Submit Lockbox Processing window.

Use AutoLockbox to import your invoice-related receipts. You must process non-invoice related receipts (such as investment income) through the Receipts window using a receipt type of 'Miscellaneous.'

You can import, validate, and run AutoLockbox all in one step, or perform the steps separately using the same window. For example, you can import data into Receivables and review it before validating it within Receivables. Upon examination and approval, you can submit the validation step and Receivables will automatically validate your data and create QuickCash receipt batches.

Receivables uses SQL*Loader to load information from your bank files into AutoLockbox tables. For SQL*Loader to load your bank file properly, each logical record that your bank sends to you must end with a carriage return; otherwise, SQL*Loader displays an error message when you initiate AutoLockbox.

If you are using Oracle Trade Management, then you can set up AutoLockbox to automatically initiate claim creation in Trade Management. See: How AutoLockbox Creates Claims.

Prerequisites

• Define AutoCash rule sets

• Define Lockboxes

• Define transmission formats

• Define receipt classes

• Define receipt sources

• Define system options

• Define profile options

• Define receipt methods

• Define sequential numbering (optional)

To run AutoLockbox:

1. Navigate to the Submit Lockbox Processing window.

2. If you are importing a new bank file, check the New Transmission check box, then enter a new Transmission Name. If you are resubmitting an existing lockbox transmission, you can select a name from the list of values.

3. To import a new bank file into Receivables, check the Submit Import check box, then enter your bank file's Data File, Control File, and Transmission Format information. When you run the import step, Receivables automatically generates the import section of the Lockbox Execution Report.

   Attention: You must enter the file extensions in the data file field. For example, /home/ar/lockbox/bofa9101.dat

4. In the Alternate Name Search field, select Manual or Automatic if you are importing a bank file with a Japanese Zengin character set. Otherwise, select None.

   The default value is None.

5. Optionally select a transaction code from the list of values in the Transaction Code field.

   Attention: To view the Transaction Code field in the Submit Lockbox Processing window, enable the Enable Transaction Code profile option. See: Profile Options in Oracle General Ledger. Additionally, you must check the Submit Import check box to activate this field.

   Receivables uses the transaction code that you select as the default transaction code for all payment and application records included in this lockbox transmission. After the import phase, you can review and update each transaction code in the Lockbox Transmission Data window. See: Maintaining Lockbox Transmission Data.

   This feature is available only in public sector installations.

6. To validate or re-validate imported data and create QuickCash receipt batches, perform the following:

   1. Check the Submit Validation check box.

      Attention: If you check the Submit Validation check box, you can view only the transaction codes that fail validation in the Lockbox Transmission Data window. Therefore, if you want to review all the transaction codes in the Lockbox Transmission Data window, do not check the Submit Validation check box until after the transaction codes are reviewed.

      Transaction codes are available only in public sector installations.

   2. Enter the Lockbox Number to validate. If this is not a new transmission, the default lockbox number is the number used for the original step of this transmission. If you specified Lockbox Number as a value to be imported from the bank file when you defined your transmission format, or if the transmission format shows that a number already exists, Receivables skips this field. You must enter a lockbox number if Submit Validation is Yes and the lockbox number is not specified in your bank file.

   3. To apply receipts to transactions belonging to unrelated customers, check the Allow Payment of Unrelated Invoices check box.

   4. Enter the date to post the receipt and batch records in this lockbox transmission to your general ledger in the GL Date field. If you defined your GL Date as 'Constant Date' in the Lockboxes window, you must enter a GL Date; if you specified a GL Date of 'Deposit Date' or 'Import Date', Receivables uses this as the GL date.

      Note: The GL Date is mandatory if the Lockbox Number is not entered.

   5. Enter a Report Format. When you submit the validation step, Receivables creates the Lockbox Processing Validation report. This report lets you review all records that pass and fail validation. Enter 'All' to include all records processed in this transmission. Enter 'Rejects Only' to include only records that failed validation. See: Lockbox Execution Report.

      Note: Use the Maintain Lockbox Transmission data window to review and edit records that fail validation. See: Maintaining Lockbox Transmission Data.

   6. To transfer only the lockbox batches in which all records pass the validation step to the QuickCash tables, check the Complete Batches Only check box. If you do not check this check box, Receivables will transfer any receipts within a batch that pass validation, even if others are rejected.

7. If the Post Partial Amount as Unapplied box is checked, Lockbox will import a receipt that is listed to be applied to several invoices, even if one or more of the invoices are invalid and Lockbox could not apply to them. In this case, Lockbox transfers the receipt into QuickCash with an unapplied amount, and you can then manually apply payment to a valid invoice(s) using the Applications window.

   Note: When AutoLockbox imports a receipt with an unapplied amount into QuickCash, Receivables retains the invalid matching numbers in the Application Notes field in the Receipt History window. You can also display the Application Notes field in the Receipts Summary or QuickCash windows by choosing Show Field from the Folder menu.

   If the Reject Entire Receipt box is checked and AutoLockbox encounters an invalid transaction number, the receipt that Lockbox cannot fully apply will remain in the AR_PAYMENTS_INTERFACE_ALL table. In this case, you need to edit the invalid record(s) in the Lockbox Transmission Data window, then submit the Validation step again for the receipt.

8. To apply receipts in this transmission and update your customer's receivable balance, check the Submit Post QuickCash box. Do not check this box if you want to review and edit your receipt batches in the QuickCash window before applying them to your customer's open debit items. See: Reviewing Receipts in a Lockbox Transmission.

   Note: You can also submit Post QuickCash from the Receipt Batches window. See: Post QuickCash.

9. Save your work. Receivables displays the Request ID of your concurrent process and generates the Lockbox Execution report. See: Lockbox Execution Report.

   The request ID assigned when you first import a new bank file is associated with this lockbox transmission throughout all steps. Use this request ID to check the status of a transmission in the View Transmission History window.

Reviewing Receipts in a Lockbox Transmission

After you successfully import and validate your receipts using Lockbox, you can review them in the QuickCash window. Use the Transmission region in the Receipt Batches window to query all receipt batches that were included in one transmission and to update or delete any receipt information.

You can review Lockbox receipts before or after you run Post QuickCash. If you submitted Post QuickCash for this lockbox transmission, you can review these receipts only in the Receipts or the Adjustments window. See: Running AutoLockbox.

You can review receipts that failed the validation step in the Lockbox Transmission Data window. See: Maintaining Lockbox Transmission Data.

To review validated receipts in a lockbox transmission:

1. Navigate to the Receipt Batches or the Receipt Batches Summary window.

2. Query the batch. You can query by Transmission, Lockbox, or Batch Name.

3. Choose Receipts.