The A/R Lockbox contains one business model with two business entities:

• Business Model: AR_Lockbox
• Business Entities. AR_Lockbox_Header and AR_Lockbox_Detail

You can configure the following:

• On the Model: Allow use in the Govern Query Tool.
• On the Entities: Set rules for Auditing and Central Notes

Setting the Default User Registry Parameters in GNA

The following defaults are defined in the User Registry Manager in GNA for the Lockbox user form in Govern. They can be configured for the Lockbox user form in Govern. These are defined in the User Registry Manager.

• Effective Date
• Entry Date
• Installment
• Payment Type
• Transaction Type

To configure the default settings:

1. Launch GNA.
2. Select Parameters > User Registry Editor.
3. Select Lockbox from the Registry Filter.
4. Enter a date in the Default Effective Date parameter. This appears on the Lockbox Details tab of the Lockbox form in Govern.
   The Effective Date is the date that the payment becomes effective.
5. Enter a date in the Default Entry Date parameter. This date appears in the Entry Date field on the Lockbox Details tab of the Lockbox form in Govern, when you click New.
   The Entry Date is the date that the payment is entered.
6. Select an installment number from the Installment drop-down list. The installment appears on the user form. Installments are used with Real Property Tax. They are defined in the VT_SYSTEM INSTALL table. Setting the installment type for the period in which the payments are entered, speeds up the data entry process.
7. Select a payment type from the Payment Type drop-down list. Payment types include: ACH, American Express, Collection Agency, Debit, Discover, eCheck Personal, Lockbox, MasterCard, Pinless Debit, and Visa.
8. Select a transaction type from the Transaction Type drop-down list. Typically, this is Payment.
9. Click Save.

Users have access to these settings from the Lockbox user form in Govern, if they have the required security permissions. See Setting Security for the Lockbox.

Defining the A/R Subsystem Priorities

Define the order in which payments received through the Lockbox, and by other means, are distributed. This is set on the A/R Subsystem Priorities.
Payments are distributed according to the following rules:

• Payments are made first to the subsystems with the Ignore Year option selected, according to Priority Number. The subsystem with the highest priority number is paid first.
• Payments are then made to subsystems with the Ignore Year option deselected, according to Priority Number. The subsystem with the highest priority number is paid first.
• If two subsystems have the same priority number, and the Ignore Year is the same, payments are made in alphabetical order.

To access the A/R Subsystem Priorities form:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable > A/R Subsystem Priorities.
3. Enter a number in the Priority field beside each subsystem for which payments are received through the lockbox. This number corresponds to the order in which payments are made on billed items. The highest number represents the highest priority (AR_Master.PRIORITY).
4. Select Ignore Year to give the subsystem priority. Otherwise, payments are made on all outstanding bills according to year; i.e., all bills from 2015 are paid before the bills from 2016 if this option is deselected.
5. Click Save.

Click Exit to close the form. A confirmation message appears if there are any unsaved modifications. Click Yes to save your new data or No to close the form without saving.

Setting Up Deposit Management

Deposit Management is required for all A/R transactions including those received through the Lockbox. Deposit numbers can be created manually or automatically. In both cases, they are managed through the Deposit Management entity, which is part of the Lockbox form in Govern.

Full details of setting up Deposit Management are provided in the Accounts Receivable documentation.

Setting Up A/R General Parameters for the Subsystems

Review the Accounts Receivable General Parameters to ensure that the rules for minimum payments are correctly setup.
To review the A/R General Parameters:

1. Launch GNA.
2. Select Application Configurations > Accounts Receivable > General Parameters.
3. Verify the Minimum Balance to Compute Charges parameter.
4. Scroll through the settings for each subsystem under Related Subsystem Parameters.
5. Verify the setting for Allow Payments < Late Charges Due for each subsystem.By default, payments that are less than the late charges due cannot be entered on the user forms. A message appears and the payment cannot be saved.
6. Verify the Minimum Collection Amount for each subsystem for which it appears.

Defining the Lockbox Batch Process

To define the A/R Lockbox batch process:

1. Launch GNA.
2. Select Editors > Batch Process Definition Editor.
3. Click New.
4. Select A/R Lockbox from the Process drop-down list.
5. Set up the parameters as defined in the Batch Processing documentation.

Setting Security for the Lockbox

In the Govern Security Manager (GSM), you can define security permissions for the GNA administrative forms used for the Lockbox. However, this security applies to the entire form. For example, the security definitions for the User Registry Manager apply to the entire form, not just the Lockbox options.

The User Registry Lockbox parameters are also available in Govern via an action button. You can provide security for this action button through the OpenForms Designer.

To define this security:

1. Launch the Govern Security Manager (GSM).
2. Select Applications > Govern > Profiles.
3. Select the Profile containing the A/R Lockbox form and Batch Process.
4. Select Batch Processes > A/R Lockbox.
5. Right-click on the A/R Lockbox batch process.
6. Click Edit to set up permissions.
7. Click Exclusions to define exceptions to the permissions.
8. Click OpenForms.
9. Select the A/R Lockbox form.
10. Repeat steps 5 through 7.
11. Click Save.

Customizing the Layout

You can make the following changes to the Lockbox user form through the OpenForms Designer (OFD):

• Customize the form by renaming and repositioning the fields as required by your organization.
• Customize the Browse screen and the Record Description, if required.
• Set the security for the Lockbox user form in Govern.

To set up the security:

1. Launch the Govern OpenForms Designer (OFD).
2. Open the A/R Lockbox form.
3. Select the Security icon to shift to Security Mode.
4. Select a Security Type, Profile, and Role or user.
5. Select the User Registry action button.
6. Define the security permissions.
7. Click Save.
8. Repeat steps 4 to 7 for all required combinations of Security Type, Profile, and Role or user.
9. Repeat steps 4 to 7 for all required combinations of Security Type, Profile, and Role or user, but select the Quick Save and Insert action button.