Lockbox Functionality in SAP

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Lockbox Functionality in SAP
Overview
SAP Lockbox
A company can create lockbox accounts at a bank that are used as payment collection accounts
for customer receivables. he company informs its customers that all payments should be
submitted to one of its established bank lockbox accounts at a desi!nated remittance address. A
lockbox account is usually a desi!nated post office box "hich has the company name but the
customer payments are actually received by the bank.
SAP lockbox utili#ation results in t"o primary business benefits$ funds collection and remittance
information delivery. he ma%or benefits are that the company is able to reco!ni#e the funds
more &uickly' and the customers check is cashed in a more timely manner. he bank collects
the payments alon! "ith the customers remittance information "hich indicates the open items
the customer is payin!. (ata entry clerks at the bank manually enter the information into an
electronic file for transmission to the company in !roups of checks called batches.
hese electronic files are typically transferred ni!htly to the company "hich o"ns the lockbox.
he files can be in one of t"o standard bankin! industry formats$ )A* or )A*+. hey can also be
transmitted via ,(* usin! the A-S* ../+ 0+1 for lockbox remittances. A combination of the t"o is
not uncommon "here a )A* format is delivered "ithin an ,(* messa!e.
2ustomer identification is the primary task of the initial 3SAP4 data processin! of each lockbox
payment. Findin! the correspondin! document clearin! information is the second task. Lockbox
pro!rams 5F,)L)66 for )A* and )A*+ formats and 5F,)L)16 for ,(* format attempt to identify
the customer first by 7*25 number 3A)A8bank account number combination4 and then by invoice
number. *t is stron!ly recommended that companies maintain the bank details on their customer
master records. he 7*25 numbers must be uni&ue across banks confi!ured "ithin SAP.
Additionally' the 7*25 and customer account number also need to uni&uely identify a sin!le
customer "ithin the system. *f a customer is identified by the document number but the bank
details do not correspond to the 7*25 number' they can be added via the optional batch input
session. his allo"s the SAP system to learn customer bank accounts via repeated use of the
lockbox service. Processin! statistics in future lockbox remittances "ill !reatly improve "ith
repeated use of this option.
BAI / BAI2 Formats
he standards for lockbox transmission files are defined by the )ank Administration *nstitute
3)A*4. )A* and )A*+ are the t"o defined lockbox transmission formats' ho"ever' )A* is
considered outdated by the )A* or!ani#ation and is no lon!er supported. 7any banks still offer
)A* format. 5efer to note //09:6 for contact information on the )A* institute from "hich formal
documentation can be purchased. )anks "hich offer lockbox services fre&uently supply
documentation on the formats they provide.
)A* and )A*+ formats differ primarily in their level of information detail. )A* does not subtotal the
incomin! check line items by invoice reference. ;ne check total amount contains all invoices
listed underneath it. 2onse&uently' in )A* format files' the entire check must match the total
amount for all invoices listed or be "ithin confi!ured payment difference tolerances. *f it does not
match or fall "ithin tolerance limits' the entire check "ill enter into SAP as$
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Lockbox Functionality in SAP
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/. an ?;n Account@ postin! A the payment and invoice totals do not match or
+. an ?Bnprocessed@ postin! A no customer account or document could be identified
from the transmission via 7*25 or invoice identification
he accounts receivable department "ill have to perform manual application to clear items "hich
have received either of the statuses above. his is accomplished in the lockbox postCprocessin!
described belo".
)A*+ splits the check total into separate invoice references and correspondin! payment amounts
per invoice. ,ach record type 9 contains only one invoice. *t can also contain deduction amounts
as "ell as the external reason code for the deduction. Dithin a payment tar!eted for multiple
invoices' )A*+ format files can achieve a processin! status of ?Partially Applied@ "hich means
that some of the items "ithin a check have been matched and cleared' and other invoices "ere
not identified so their payment portion "ill be placed ?;n Account@. As a result' the hit rate or
application rate percenta!e is hi!her "hen usin! )A*+ format than "hen usin! )A* format.
he decision of "hich format to use 3!iven that your bank is able to supply )A*4' is dictated by a
costCbenefit analysis. he )A*+ format is more detailed so it costs more for the lockbox bank to
enter and deliver the data. he )A* format is cheaper' but may not offer a suitable hit rate. he
)A*+ format is recommended for lar!e volume' multiple invoice payments and scenarios "here
deductions and short payments are taken. he )A* format is probably ade&uate if only a small
portion of customer payments are received via lockbox transmission. *n !eneral' a hi!h
percenta!e of checks achievin! a status of at least onCaccount is tar!eted to reduce the
intervention by postCprocessin! analysts and achieve an acceptable cash application rate.
ANSI X!2 "2# $%&I'
Bsin! ,(*' the bank file is brou!ht into the system usin! the F*-SA6/ *(;2 "ith the lo!ical
messa!e type L;2E). and process code L;).. his process is sli!htly different to the )A*+
process "hich uploads the statement and posts it immediately. Dith ,(*' the *(;2 inserts the
statements into the bank tables and then the postin! pro!ram' 5F,)L)16' is executed to post
the statements. he information received in this format is identical to that "hich is received in
)A*+ and is particularly effective in scenarios "here extremely lar!e remittance information is
passed "ith a sin!le payment. As "ith all ,(* services deliverin! data to the SAP system' this
format "ill re&uire a translation mechanism for mappin! the bank file in an A-S* format to the
SAP *(;2 format. his translation is done by an ,(* subsystem. Fou can find a list of vendors
"hich offer this service in the 2omplementary Soft"are Pro!ram (irectory. Dhile the intent of
this process is to translate A-S* ../+ 0+1 files into the *(;2 format' you could also translate the
)A*+ file into the *(;2 format. 2ompanies "hich "ant to use the *(;2 format for all external file
transfer may choose to do this. Additional SAP confi!uration not described in this document is
re&uired if you "ish to use the ,(* process "ithin the SAP system.
Bene(its
)etter control of customer check float time and customer credit mana!ement.
Accelerated collection and deposit of checks benefits the payee and allo"s for better and
more efficient cash mana!ement.
he automated lockbox system can reduce your o"n internal processin! costs by
automatically updatin! your cash postin!s and cash application to the subled!er.
Additionally your customer re&uirement to maintain data entry staff should be reduced.
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Lockbox Functionality in SAP
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)om*onents o( t+e SAP Lockbox
! )ontrol Parameters $,ransaction OBA-'
Procedure
he procedure for payment processin!. he system currently only supports
the procedure L;2E);..
5ecord Format
he standardi#ed record format of the file "hich you receive from the bank.
he only supported formats are )A*' )A*+ and *(;2. For record format )A*
only' you must also tell the system the len!th of the document and the
maximum number of invoices "hich can be contained in record types 9 and <.
For the )A* format' record type < contains the detail per check. *f there are
more than 1 invoices bein! paid by a check' then a record type 9 is re&uired.
5ecord type 9 is the overflo" record. he )A* data needs to conform strictly to
this format creatin! a ne" overflo" record only "hen the prior record is filled
"ith the number of entries indicated in the confi!uration. For the )A*+ and
*(;2 formats' it is not necessary to specify this information.
G8L Account Postin! ype
Fou have t"o options "hen postin! to the GL. Fou can choose to post one
line item per check in both the clearin! account and the GL bank account or
you can choose to post one line item per check in the clearin! account and
only one line item for the total lockbox amount in the bank account. his
reduces the number of postin!s to the GL bank account. As of release 9.<'
you "ill also have the option to post one line item per batch. *n the case "here
you have a file "ith three batches' each containin! =6 checks' you "ould have
/=6 line items to the clearin! account and 1 line items to the GL bank account.
*t is !enerally accepted to enable this compression on the GL account either at
the bank or the batch level.
Partial Payments
he ?Partial Payments@ option is not recommended for customers "ith hi!h
volume. his box chan!es the default behavior of the pro!ram to post partial
payments rather than creatin! residual items. he result is an ?on account@
postin! "ith a reference to the ori!inal. his increases the number of open
items on the customer account since nothin! "as cleared. -ote that ne" SAP
customers are typically accustomed to partial payments in their vie" of the
lockbox cash application. 5esidual item creation and the clearin! of the initial
customer invoice offers similar processin! and capability alon! "ith the
reduction of open items on the customer account. Additionally' the link is
maintained bet"een the residual item created and the ori!inal customer
invoice from "hich it "as created.
*nsert )ank (etails
he execution of the lockbox pro!ram allo"s you also to create a batch input
session "hich "ill update your customer master records "ith bank account
information' allo"in! the system to learn customer bank information and
improve processin! statistics.
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2 Postin. &ata $,ransaction OBAX'
(estination 8 ;ri!in
he (estination and ;ri!in can be almost anythin! and are a!reed upon "ith
the lockbox bank as to their values. *n some cases one of them may be the
A)A number of the lockbox bank and the destination may be a cash account
to "hich lockbox remittances are eventually transferred. hey are both
contained in record / of the file. he destination is in fields 9 to /1 and the
ori!in is in fields /9 to +1.
House )ank 8 Account *(
*f the lockbox is receivin! payments "hich are of a currency other than the
company code currency' then you have to create a house bank and account id
for the lockbox account and specify the alternate currency in the house bank
account. 2anadian companies may have a BS dollar lockbox for example.
-ote that lockbox accounts for each currency of receipt need to be confi!ured.
Fou can not have multiple currencies in the same file.
)ank 3G8L4 Account 8 )ank 2learin! Account 3A854
he automated lockbox postin! pro!ram uses a t"oCstep postin! process. *n
step one' it posts to a GL account "hich is a bank account 3House )ank 8
Account *(4 and also to an A5 clearin! account commonly called an
unapplied cash account. *n step t"o' the pro!ram attempts to clear a
customer open item. *f successful' it clears the customer open item and also
the item in the clearin! account 3unapplied cash4 "hich "as posted in the first
step. III *f you are usin! the cash mana!ement module' then the GL account
in the ?)ank 3G8L4 acct@ field should contain a clearin! account for incomin!
cash rather than the actual GL account for the bank.
# Lockbox A//resses (or 0ouse Banks $,ransaction
OB!1'
Fou can store different addresses' such as P; box numbers' for the lockbox to
"hich customers mail their payments. he billin! documents "ill then have the P;
address rather than the bank street address. Fou must also maintain the lockbox
field in the company code payment transaction screen in the customer master.
Lockbox
his is a : di!it desi!nation "hich you can define freely. *t is su!!ested that
you use the same name as the account id at the house bank in order to avoid
confusion.
Lbox -o
his is the number of the lockbox at your bank.
2 0ouse Bank / %&I Partner $,ransaction FI!2' 3 O*tional
(7, Section of the House )ank
,(* Partner Profiles
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Partner -o. A Bse the A)A number to desi!nate the partner number for the
house bank.
Partner Profile
Header *nformation
Partner ype A ?)@ for )ank
2lassification
Partner Status A ?A@ for active
Post Processin!$ Permitted A!ents A he user entered in this area "ill
receive messa!es in his or her inbox if there are problems "ith the
import.
yp A ?BS@ for Bser
Lan!. A ?,-@ for ,n!lish
Bser A user id for the SAP system
*nbound Parameters
7essa!e ype A ?L;2E).@ for Lockbox
*nbound ;ptions
Process 2ode A ?L;).@ for lockbox
ri!!er *mmediately A the inbound *(;2 is processed immediately
Post Processin!$ Permitted A!ents A he user entered in this area
"ill receive messa!es in his or her inbox if there are problems "ith
the import.
yp A ?BS@ for Bser
Lan!. A ?,-@ for ,n!lish
Bser A user id for the SAP system
2a 444%&I Port 3 an %&I *ort must be create/ in t+e
system ,+is to*ic is not covere/ in t+is /ocument
5 %xam*les o( *ossible user exits to increase +it rate
2rossCcompany postin!s. he bank account is actually o"ned by one company but
the customers are in another company. he cash portion of the postin! should be
in one company code and the clearin! of the customer item "ill be in the other.
Since the postin! rules for the lockbox are company code specific' you "ould need
to have the user exit post the other side of the transaction to a GL in another
company code.
Alternate field search. he lockbox pro!rams searches for document numbers
3),L-54 and reference document numbers 3.)L-54 to clear open items. Dith
many customers' the billin! document number is placed in the allocation field "hen
the A5 invoice is created. Fou could create a user exit "hich searches the
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allocation field in addition to the document and reference document fields. Post
processin! of the lockbox file relies on the document number "hen creatin! the
payment advice. Fou could also have the user exit put the document number in
the payment advice rather than the value "hich is in the allocation field since the
system has already done the search for the allocation field.
6 %xecute Pro.ram 7F%BLB11 $BAI8 BAI2' or 7F%BLB#1
$%&I'
File Specifications 35F,)L)664
*f you "ant to store the file in the system' you should check the box. *f the file
is either on the c drive of your P2 or on a disk' you "ill need to check the box
for P2 upload and !ive the path name.
Lockbox (ata 35F,)L)164
he statements brou!ht in to the system via ,(* are processed "ith this
transaction. ,nter the ori!in' destination' lockbox' and statement date.
Processin! Parameters
*nvoice numbers
Fou can tell the system "hich field to search for the invoice numbers.
Four choices are document number' reference document numbers' or
both. he order of the search can be specified.
,nhanced *nvoice number check
his parameter ensures that invoices on a line item in the statement are
only cleared from the same customer account. *f the invoice number is
transposed' for example' it could erroneously clear an invoice on another
customer account.
Al!orithm$ checks "ith and "ithout advice
Fou can tell the system to post on account those payments "hich are not
able to clear an open item. *f you choose the option to distribute by date'
then the system "ill collect all payments "hich are on the customer
account and try to clear the open items' be!innin! "ith the oldest item.
Account Assi!nments
he pro!ram can assi!n the value date to the postin!s based on the file date.
*f you enter a profit center or business area' the pro!ram "ill assi!n it to every
document in the led!er and subled!er.
;utput 2ontrol
Fou can' and typically do' print the postin! lo! from the pro!ram run.
9 Post Processin. $,ransaction FLB!'
,nter specific data for the lockbox selection or select the Lockbox ;vervie" button
to vie" all existin! bank files. After enterin! or selectin! the file' you see the status
of the checks by batch number. 2hecks are cate!ori#ed as follo"s$
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Applied$ he customer "as identified and the check has cleared all document
numbers provided.
-o further processin! is necessary. Fou can not look at the payment
advice because the system automatically deletes it.
Partially Applied$ he customer "as identified and the check has cleared some
of the documents. he remainin! amount is posted on account for further
manual processin!.
o process$ choose the check and then press the post button. 2learin! is
done via standard SAP processin!.
;nCAccount$ he customer "as identified but none of the documents could be
found. he full amount of the check is posted on the customer account for
further processin! "ith via payment advice.
For this status' you must first chan!e the payment advice. Select the check
and you can insert or delete clearin! information. Fou can also classify
deductions "ith reason codes. After the chan!es' the advice must balance
to #ero. Save the advice and then post it.
Bnidentified$ he customer "as not identified. hese are truly unapplied cash
and indicate inade&uate customer identification either by 7*25 8 Account
number in the lockbox data or via invoice remittance information. he check
remains in the unapplied payment clearin! account. he payment advice is
used to clear the item once the customer is identified.
his is similar to the onCaccount status. Fou must first identify the customer
in the payment advice before makin! other chan!es.
" ,est Lockbox :eneration Pro.rams 7F%BLB,2 an/
7F%BLB,#
hese pro!rams "ill !enerate customer open items and a lockbox file for
processin!. Btili#e pro!ram 5F,)EAJ< to delete loaded test data. 5efer
to the online support system on this pro!ram for further information and
extreme caution on its usa!e.
File -ame
he pro!ram produces a )A*+ 3or *(;24 file "hich is stored in B-*.. Fou can
use any name you "ish. ;nce the file is displayed on screen' a menu
command allo"s P2 do"nload of it "hich facilitates repeated usa!e of the file
"ith minor modification.
2ustomer fields 3< Fields4
Fou must enter customer numbers in the first four fields in order for the
pro!ram to "ork. Fou can use the same customer number in all four fields if
you "ish. Fou can !enerate complex parentCchild relationships "hich test the
"orklist confi!uration via multiple customer entry.
(ummy Account
his is the offsettin! account to the customer invoices and credit memos that
the pro!ram creates.
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(eduction 3K/66 each *nvoice4
*f you place an ?.@ here the pro!ram "ill !enerate a file in "hich all the
amounts paid in the invoices differ by K/66 from the actual invoice amount. *n
other "ords' the customer is payin! K/66 less on each invoice.
(eduction not related to invoice
*f you insert an amount here' the pro!ram !enerates line items on the file for
that amount "hich do not have a document number associated to them.
2redit 7emo
*f you place an ?.@ here' the pro!ram creates credit memos on the customer
account "hich are half of the invoice amounts. -o credit memo appears on the
file.
2redit 7emo "ith -umber
*f you place and ?.@ here' the pro!ram !enerates credit memos "ith numbers
and puts them in the file also.
2heck (ifference
*f you place an ?.@ here' the pro!ram !enerates line items "hich total more
than the check amount.
5un the Lockbox import pro!ram' usin! the filename "hich you chose for the test
tool. Since the file is in the B-*. directory' make sure the ?@P2 upload@ box is not
checked.
Basic Ste*s in )on(i.urin. t+e Lockbox
7aintain 2ontrol Parameters
7aintain Postin! (ata
2reate Lockbox Addresses for House )anks
;ptional$
For ,(* processin!$ 2reate ,(* Port' ,(* Partner "ith *nbound Parameters
2reate user exit.
;enu Pat+s
he menu paths for settin! up the lockbox$
Financial Accountin! )ank Accountin! )usiness Lolume Payment
ransactions Lockbox (efine 2ontrol Parameters
or
ransaction 2ode ;)AF.
Financial Accountin! )ank Accountin! )usiness Lolume Payment
ransactions Lockbox (efine Postin! (ata
or
ransaction 2ode ;)A..
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Financial Accountin! )ank Accountin! )ank Accounts (efine Lockbox
Accounts at House )anks
or
ransaction 2ode ;)/6.
Financial Accountin! )ank Accountin! )ank Accounts (efine House
)anks
or
ransaction 2ode F*/+.
/. Financial Accountin! )ank
Accountin! )usiness Lolume
Payment ransactions Lockbox
(efine 2ontrol Parameters
+. Press the ?-e" ,ntries@ button.
1. *nsert ?L;2E);.@ as the procedure
and either ?)A*@' ?)A*+@' ?*(;2@ as the
record format.
9. For ?)A*@ record format' enter the
document number len!th' and the
number of documents in the < and 9
records.
=. 2heck the boxes ?G8L Account
Postin!s@ and ?*ncomin! 2ustomer
Payments@.
<. 2hoose "hether you "ish to update the
!eneral led!er "ith one postin! per
check or one postin! per lockbox file in
the ?G8L account postin! type@ field. As
of release 9.<' you also have the option
to post per batch.
:. Fou can also choose "hether to update
the customer master records "ith bank
details by clickin! on the ?*nsert bank
details@ box and fillin! in a name for the
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Lockbox Functionality in SAP
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batch input session.
0. he ?Partial Payments@ option is not
recommended for customers "ith hi!h
volume.
J. Press the save icon.
/6. Financial Accountin! )ank
Accountin! )usiness Lolume
Payment ransactions Lockbox
(efine Postin! (ata
//. Press the ?-e" ,ntries@ button.
/+. ,nter the (estination and ;ri!in
information from the file "hich you
received from the bank.
/1. ,nter the company code.
/9. *f the lockbox account has a currency
other than the currency of the company
code' you must maintain it as a house
bank and and account id and enter that
information here. ;ther"ise' you can
leave it blank.
/=. ,nter the ?)ank 3G8L4 acct@ and ?)ank
clear.acct3A854@ as descrbed above.
/<. 7aintain the postin! parameters. he
most common settin!s are indicated in
the screen print to the ri!ht.
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Lockbox Functionality in SAP
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/:. Financial Accountin! )ank
Accountin! )ank Accounts
(efine Lockbox Accounts at House
)anks
/0. Press the ?-e" ,ntries@ button.
/J. ,nter the company code' freely defined
Lockbox 3recommended to use the
account id from the house bank4' house
bank' and Lbox no from the bank.
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+6. Financial Accountin! )ank
Accountin! )ank Accounts
(efine House )anks
+/. 2hoose the appropriate house bank
from the list.
++. Press the (7, button.
+1. ,nter the Partner -umber. 2ommon
practice is to use the A)A number.
+9. Press the Partner Profile )utton.
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Lockbox Functionality in SAP
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+=. Press the -e" ,ntries )utton.
+<. ,nter the Partner number 3same as
previous screen4.
+:. ,nter Partner type ) for )ank.
+0. he partner status is A for active.
+J. ,nter the data for the user "ho "ill be
receivin! error messa!es in the inbox.
16. Press Save.
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Lockbox Functionality in SAP
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1/. Go back one menu.
1+. Hi!hli!ht your ne" entry and press the
*nbound Parameters ma!nifyin! !lass.
11. Press the -e" ,ntries button.
19. Leave Partn.funct.' 7essa!e 2ode' and
7essa!e function blank.
1=. ,nter ?L;2E).@ for the messa!e type.
1<. ,nter ?L;).@ for the process code.
1:. 2heck the Syntax check box.
10. 2hoose the ri!!er immediately radio
button.
1J. ,nter the data for the user "ho "ill be
receivin! error messa!es in the inbox.
96. Press Save.
9/. Accountin! reasury 2ash
7ana!ement *ncomin!s
Lockbox *mport 35F,)L)664
9+. 2heck then ?*mport into bank data
stora!e@ to update the appropriate
tables "hich store bank file data.
91. 2lick on ?P2 upload@ if you are
uploadin! the file from your P2.
99. ,nter the path of the file you are !oin!
to import.
9=. he procedure is ?L;2E);.@.
9<. he *nput record format is ?)A*@' ?)A*+@'
or ?*(;2@.
9:. 2hoose the search rule for the invoice
numbers from the drop do"n menu.
90. 2heck the ?,nhanced invoice check@
box if you "ish to use it.
9J. 2hoose the al!orithms for checks "ith
and "ithout advice.
=6. 2lick on ?Assi!n value date@ if you "ant
the postin!s to have an associated
value date.
=/. ,nter a business area and 8 or profit
center if you "ish.
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#6
#9
#"
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22
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25
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Lockbox Functionality in SAP
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=+. Accountin! reasury 2ash
7ana!ement *ncomin!s
Lockbox Post 35F,)L)164
=1. his pro!ram is used for the ,(*
Process. ,(* files are imported into the
system and stored in the bank buffers.
his pro!ram is then run to post. Follo"
the su!!estions above except that you
enter the destination' ori!in' and
statement date rather than the lockbox
procedure.
=9. Accountin! reasury 2ash
7ana!ement *ncomin!s
Lockbox Postprocess
==. ,nter specific data to a lockbox import
or select the Lbox overvie" button to
display all files.
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6<8+/8/9 +1$96 A<8P< Pa!e$ /= of +=
>oe Lincoln
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Lockbox Functionality in SAP
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=<. ransaction S,10. Pro!ram name
5F,)L)+.
=:. he function of each of the fields is
explained in the previous section.
7elate/ &ocuments
Appendix A A olerances and 5eason 2odes
-ote /66J91 2reatin! Lists of ,xits
S( _ A5 Line *tem ,nhancement ,xample
S( _ A5 Line *tem ,nhancement ,xample
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Lockbox Functionality in SAP
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A**en/ix A 3 ,olerances an/ 7eason )o/es
Overview
,olerances
he use of tolerances is re&uired by the system for clearin! purposes. olerances can be set up
for users and for 2ustomer8Lendor payments. Fou can set up blank tolerance !roups for
customers' vendors' and users so that ne"ly created customers and vendors "ill automatically
be assi!ned this tolerance !roup. he system re&uires at least one tolerance !roup per company
code. *f you set up a blank tolerance !roup' then you dont have to maintain that field in the
customer and vendor master records. Fou can also set up a blank tolerance !roup for users.
his "ay you dont have to assi!n each user to a tolerance !roup. Bsers "ho are not specifically
assi!ned to a tolerance !roup in transaction ;)=: are automatically assi!ned to the blank
tolerance !roup. )oth sets of tolerances "ork to!ether "hen clearin! open items throu!h the
lockbox processin!. he stricter of the rules "ill al"ays control "hether the item is cleared or not.
7eason )o/es
he ?9@ record in the )A* Lockbox file may contain an external reason code indicatin! the reason
for the payment difference. his external reason code must be linked to an internal reason code
"hich is used to char!e off the payment differences to a separate account. his allo"s you to
clear customer items completely rather than havin! items posted on account "hich need to be
post processed. *f the payment difference is "ithin the tolerances set' the difference "ill be
posted to the char!e off account. he external reason codes are linked to internal reason codes
per a conversion version. he conversion version is assi!ned to the customer master record on
the payment transaction screen.
)om*onents
! &e(ine )ustomer/=en/or ,olerances $,ransaction
OBA#'
Permitted Payment (ifferences
his section refers to the total payment. *n other "ords' you could be receivin! one
check "hich is payin! /6 invoices. he total amount of differences for all ten
invoices has to be "ithin these tolerances.
,xample$
Permitted Payment (ifferences
Amount Percent
Gain /66.66 =.6 M
Loss /66.66 =.6 M
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6<8+/8/9 +1$96 A<8P< Pa!e$ /: of +=
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Lockbox Functionality in SAP
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he t"o fields amount and percent "ork in con%unction. Given the confi!uration
above' and an invoice of /666. he = percent "ould be used since = percent of
/666 is =6 "hich is lo"er than /66. he actual payment could be bet"een J=6
and /6=6 to be "ithin tolerance.
olerances for Payment Advices
his section refers to each invoice. *n other "ords' each invoice is checked a!ainst
these specifications. his section and the one described above "ork to!ether'
further restrictin! the clearin! procedure.
he fields "ork in con%unction exactly as the other set.
,xample$
olerances for Payment Advices
Amount Percent
;utst.re
ceiv.fro
m
/66.66 =.6 M
;utst.pa
yable
from
/66.66 =.6 M
*t is possible that you could have 1 invoices "hich each are "ithin tolerance
and then be out of tolerance for the entire payment. Given the confi!uration
above and 1 invoices for /666 each. he payment received is for 006
3customer deducted 96 from each invoice4. ,ach invoice is "ithin tolerance
because it is less than the = percent 3=64. Addin! up the 1 invoices' ho"ever'
"e have a difference of /+6. his is not "ithin tolerance for ?payment
differences@ because it is more than the /66 3amount4. his is less than the =
percent 3/=64 but the pro!ram al"ays uses the lo"er amount. *n the example
above' the percent "as used because it "as lo"erN in this example' the amount
"as lo"er.
2 &e(ine ,olerance :rou*s (or %m*loyees $,ransaction
OBA2'
Permitted Payment (ifferences
his section refers to the total payment. *n other "ords' you could be receivin! one
check "hich is payin! /6 invoices. he total amount of differences for all ten
invoices has to be "ithin these tolerances. hese tolerances are used alon! "ith
the tolerances from the customers and vendors to even further restrict the clearin!
process.
,xample$
Permitted Payment (ifferences
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Lockbox Functionality in SAP
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Amount Percent
Gain +66.66 /6.6 M
Loss +66.66 /6.6 M
he t"o fields amount and percent "ork in con%unction. he lo"er limit is the one
"hich takes affect. Given the confi!uration above and an invoice for 1666. he
amount of +66 "ould be used since /6 percent of 1666 is 166 "hich is hi!her than
+66. he actual payment could be bet"een +066 and 1+66 to be "ithin tolerance.
olerances defined here "ork "ith tolerances defined for customers and vendors.
A!ain' the strictest tolerance "ill be used in the clearin! procedure. Given the
confi!uration above for both users and customers8vendors' the parameters in the
customer8vendor tolerance confi!uration "ould be used since they are more
restrictive than the confi!uration for the users.
# Assi.n >sers to ,olerance :rou*s $,ransaction OB59'
*f you create a blank tolerance !roup in the step above' you can skip this step. Bsers "ill
automatically be assi!ned to it. *f you "ish to have more than one tolerance !roup' you
"ill have to assi!n users accordin!ly in this transaction.
2 &e(ine 7eason )o/es $,ransaction OBB%'
he 9 record in the )A* file may contain an external reason code "hich indicates the
reason for the payment difference. Fou can have the pro!ram automatically char!e off
the differences to other accounts.
2 A 2har!e off (ifference
his check box indicates "hether the payment difference "ill be char!ed off to
another GL account or char!ed back to the customer account as an open item.
2heckin! the box means that you "ish to char!e it off to another account.
5 &e(ine Accounts (or 7eason )o/es $ ,ransaction OBXL'
For transaction O(*' you can define the char!e off accounts by reason code.
6 ;aintain )onversion =ersion (or %xternal 7eason
)o/es $,ransaction OB)7'
(efine here the versions for convertin! external reason codes to internal reason codes.
9 Assi.n %xternal 7eason )o/es to Internal 7eason
)o/es $,ransaction OB)S'
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*n this table you map internal reason codes to external reason codes by conversion
version. *t is possible to map different external reason codes from different conversion
versions to the same internal reason code.
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" )+an.e )ustomer ;aster 7ecor/ $ ,ransaction F&12'
*n the company code data' payment transaction screen' enter the conversion version and
tolerance !roup for each customer.
/. ;)A1 A (efine 2ustomer8Lendor
olerances
+. ,nter tolerances for ?permitted payment
differences@.
1. ,nter tolerances for ?payment advices@.
9. ;)A9 A (efine olerance Groups for
,mployees
=. ,nter tolerances for ?permitted payment
differences@.
<. ;)=: A Assi!n Bsers to olerance Groups
:. Assi!n users to tolerance !roups if
necessary.
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6<8+/8/9 +1$96 A<8P< Pa!e$ +/ of +=
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Lockbox Functionality in SAP
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0. ;)), A (efine 5eason 2odes
J. 2heck the ?2har!e off@ box for each reason
code you create.
/6. ;).L A (efine Accounts for 5eason
2odes
//. Assi!n GL accounts per reason code "hich
"ill be posted for payment differences.
/+. ;)25 A 7aintain 2onversion Lersion for
,xternal 5eason 2odes
/1. 2reate conversion versions "hich "ill be
used to map external payment difference
reason codes to internal reason codes.
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Lockbox Functionality in SAP
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/9. ;)2S A Assi!n *nternal 5eason 2odes to
,xternal 5eason 2odes
/=. Assi!n internal reason codes to external
reason codes by conversion version.
/<. F(6+ A 2han!e 2ustomer 7aster 5ecord
/:. ,nter the tolerance !roup for the customer.
/0. ,nter the conversion version for the
customer.
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Lockbox Functionality in SAP
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OSS Note 252#6 3 Lockbox ,ransactions
R/3 note no. 45436 19.01.2000 Page 1

_______________________________________________________________________
Number 0045436
Version 0001 from 19.07.1996
Status Reease! for "ustomer
Set b# $er%ar! &afner on 19.07.1996
'anguage (N
S%ort te)t 'o"*bo) / +!,i"e- 'ist of a transa"tions. tabes
+!ministrator $er%ar! &afner
/om0onent 1R2/32/3 4asi" 5un"tions

_______________________________________________________________________
'ong te)t
S#m0tom
1%is note "ontains a ist of a t%e tabes an! transa"tion "o!es t%at
6ere use! b# t%e o"*bo) 0rogram.
+!!itiona *e# 6or!s
5'41. 5'42. 54(1. 54(2. 54(3. R5(4'400. R5(4'420. R5(44700
/ause an! 0re"on!itions
2
Soution
'o"*bo) tabes an! transa"tion "o!es-
o 5'42 8m0ort 'o"*bo) 5ie 9R5(4'400:
o 5'41 Post0ro"ess 'o"*bo) ;ata
o <4VS / 1049+ Posting ;ata
o <4V7 / 10494 $enera Parameters
Remittan"e a!,i"e tabes an! transa"tion "o!es
o 54(1 / 54(2 / 54(3 /reate/"%ange/!is0a# remittan"e a!,i"e
o <44( / 1053R- Reason "o!es
o <4=' / 1030- +utomati" 0osting 96rite off:
o <4/> / 1053$- Rem.+!,. t#0es
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6<8+/8/9 +1$96 A<8P< Pa!e$ +9 of +=
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Lockbox Functionality in SAP
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o <4/?/1053;- Reason "o!es for "earing a""or!ing to 0a#.a!,i"e
o <4/R / 1053V- Reason "o!es "on,ersion ,ersions
o <4/S / 1053(- Reason "o!es "on,ersion 9ao"ation e)terna 2
interna
o <4/1 / 1053+- See"tion Rues
o <4/7/1053/- See"tion se@uen"e9ao"ation e)terna 2interna:
o <457 / 1043- +ssign 7ser 2 1oeran"e grou0
o <4+4 / 10431- 1oeran"e grou0s for users
o <4+3 / 1043$- /ustomer 1oeran"es
o <4=& / 1041+- Posting *e#s for "earing transa"tions
Sour"e "o!e "orre"tions

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Vai! reeases
R/3 stan!ar! 30/ 2 305
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6<8+/8/9 +1$96 A<8P< Pa!e$ += of +=
>oe Lincoln