The file may not actually come from a bank, but could be given by the customer (typically very large customers). File Layout

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Madison Clark
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1 Lockbox Specs Contents 1 What is Lockbox? 2 File Layout 3 Spooler Cash Receipts screen 3.1 The Data Layout fields 3.2 The TEST hotkey 4 Example Lockbox File 5 Another example Lockbox file What is Lockbox? EFT Lockbox (also known as Batch Cash Receipts) is a program which allows a distributor a method to upload a file into Eclipse to apply cash receipts in batches, instead of manually keying all of the payments. Their bank provides the file which details the check amount, the invoice # & remit amounts, and their customers bank info. The program then parses the file and creates cash applications for the various accounts & invoices. This provides a report and is put in the Auto Cash Receipts Queue for review/edits. The bank may have their own format or may ask for our format. Note: We have no format we require, as we can define the file layout, but there is an example format below. The file may not actually come from a bank, but could be given by the customer (typically very large customers). File Layout The Spooler Cash Receipts program only parses record-types 6 (header) and 4 (detailed record); any other record-types will be ignored. The program looks for a record 6, the main header record which has the Bank Acct#, ABA # (both used to find a matching customer) and total remit amount. Following the record type 6 you can have one or more record type 4 s. Record 4 s will have the amount and one or two invoices this amount is applied to. You can then have multiple record 4 s listed and the total remit amount of the record 4 s should total the remit amount in record 6.

This screen is reached by first uploading a Lockbox file to the Spooler (Shift F2), put curser on file then "Process", select "Spooler Cash Receipts", then "Begin".

2 Specs of the "6" record: Specs of the "4" record: The fields are mapped in the Spooler Cash Receipts screen. Spooler Cash Receipts screen The Spooler Cash Receipts screen is used to both process the file and to define the file layout. This screen is reached by first uploading a Lockbox file to the Spooler (Shift F2), put curser on file then "Process", select "Spooler Cash Receipts", then "Begin". For the initial Lockbox setup/install you will have to enter New in the Work ID field to create the mapping for the specific bank (this can be recalled for subsequent Lockbox files). Enter Work ID Enter Description Enter the Cash Receipt posting branch Enter the Bank name Date will be today's date Enter the data layout according to the bank's file (see the Data Layout Fields below) Alt-R (Rec Layout) to set Record Type to "Blocked"

3 Screenshot of Spooler Cash Receipts: The Spooler Cash Receipts screen will update the WORK.MISC UDCR~xxxxxx record. "xxxxxx" corresponds to the Work ID shown in the screenshot. Screenshot of UDCR record: ]

4 The Data Layout fields The Data Format column is the type of data from either the 4 or 6 records. The Start column is that Data's starting field position within the record, and the Lngth column is the number of characters of that Data. 1. Rec Type - is used to identify the position if the record is a type 4 or 6 (always starts on 1 with length of 1) 2. Batch Type 6 data 3. Check Amount Type 6 data Note: The data block should not contain decimal points in the amount. A negative amount should have the dash at the beginning of the block. 4. Check Serial# - Type 6 data 5. Telephone not used 6. Invoice #1 Type 4 data 7. Zip Code no used data 8. Customer Name not used 9. Bank Account# - Type 6 data (if this is not supplied the processor can still find the Customer by the Invoice#) 10. Customer ABA# - Type 6 data (if this is not supplied the processor can still find the Customer by the Invoice#) 11. Invoice #2 Type 4 data (if the bank is only sending one invoice per "4" record then leave this field blank; in most cases you would probably only have one invoice listed). 12. Remit Amount data Type 4 data (not shown in screenshot, but is available by arrowing down past Invoice #2) Note: The data block should not contain decimal points in the amount. A negative amount should have the dash at the beginning of the block. Alt-R (Rec-Layout), Record Type = Blocked The TEST hotkey The TEST hotkey available in Spooler Cash Receipts can be used to test the file layout entered above with the imported file. After the File Layout is entered per your best knowledge, select Alt-T This processes the file to produce a sample report, as shown in the screenshot below:

Example Lockbox File Below is an example Lockbox file. Note that it includes 1, 2, and 5 records; these will be ignored by the processor (EFT.PARSE.FLATFILE).

5 Example Lockbox File Below is an example Lockbox file. Note that it includes 1, 2, and 5 records; these will be ignored by the processor (EFT.PARSE.FLATFILE). Also, this example does not match with the standard format shown in the above spreadsheets, which is OK, as the Spooler Cash Receipts "Work ID" would have been edited to match this file layout S S S S S S S S S

Another example Lockbox file Here is another Lockbox file: 60003000000000227000000000000000000000008357 400030036010S001722187.00100000000-000000415 400030036010S001719369.

6 Another example Lockbox file Here is another Lockbox file: S S S Paying for these 3 invoices: S Total S Total S Total 6.50

7 And the resulting report: ACR Daily Balancing Report Page ^##### Batch Number: Batch Total : Deposit Date: Transaction Count: Batch Source: Applied Total : Batch Date : Source Name : Unposted Total : 0.00 GL Date : 05/21/2012 Customer... Cust#... ABA#... Check #... Check Amt... Invoice #... Amount Due.. Amount Paid. Avail Disc Tax... Freight... Handling.. Inv Balance. Disc Allowed UNAPP... Status Troy Fisher BT/ST S Troy Fisher BT/ST S Troy Fisher OPELIKA S Totals Posted Amt Unposted Amt 0.00 ============== 22.70

Note the three invoices showing cash applied from check 8357 for $22.

YOUR WAREHOUSE Version 6.0

YOUR WAREHOUSE Version 6.0 Version 6.0 A COMPLETE SOFTWARE SOLUTION FOR DISTRIBUTORS COPYRIGHT 2002 All Rights Reserved. This software and associated documentation may be used only under license from Island Business Group, Inc.