AutoLockbox accommodates bank transfers that use the Zengin file format, the standard format for bank transfers in Japan. Usually, Receivables uses the customer number or invoice number to identify the customer who remitted the payment. However, the Zengin bank file format does not include this information. Therefore, AutoLockbox identifies customers by their alternate names, which is usually the customer's phonetic name spelled with Kana characters (or a shortened form of the full Kana name). You can enter an alternate customer name in the Alternate Name field of the Customers window.
Receivables stores the relationship between a customer and their alternate name in the Alternate Names table (AR_CUSTOMER_ALT_NAMES) so Zengin receipt data can be matched with the correct customer data. Specifically, the Alternate Names table contains the alternate name, the customer ID, the customer's site use ID (bill to location), and payment terms. Before receipts can be validated and posted as identified receipts, they must be matched with a customer from the Alternate Names table or from the Customers table (RA_CUSTOMERS).
Note: To use the Alternate Names table, the profile option AR: Alternate Name Search must be set to Yes. If it is set to No, Receivables does not display the Alternate Name Search field in the Lockbox Processing window.
During the import process, you can choose to use the Alternate Names table to automatically match receipts with customers or you can import the data and then match the receipts manually in the Maintain Transmission Data window. When submitting the import step of AutoLockbox, enter one of the following options in the Alternate Name Search field:
Manual Matching - When the import process is complete, AutoLockbox assigns each receipt a status of Manual and you must use the Lockbox Transmission Data window to match them with customers. When you match a receipt with a customer, Receivables changes the receipt status to Confirmed.
Automatic Matching - If you choose the Automatic Matching option and a single, exact match is found in the Alternate Names table, AutoLockbox assigns this receipt a status of Verify. If no match is found, the receipt status is None. If multiple matches are found, AutoLockbox assigns a receipt status of Multiple (see Note below). Use the Lockbox Transmission Data window to manually match records with a status of None and Multiple and to confirm records with a status of Verify.
None - Choosing the None option is the same as setting the profile option AR: Alternate Name Search to No (in this case, Receivables does not search the Alternate Names table for customers or receipts).
Note: An alternate name occurs more than once in the Alternate Name table if, for example, the same alternate name is used by more than one customer.
See Importing Zengin Format Data Using AutoLockbox for more information.