TX – BP Load LockBox Entries (101-tx-bp-005)

Load LockBox Entries Batch Process

Release 6.1.1912 | 6.0.1904 | 6.0.1903

Overview

This batch process will load a payment lockbox file from a third party to Govern.

Documentation

When available a link to documentation is located here.

Configuration

This Batch Process uses the standard BP configuration.

 

TECH NOTE: Process code: GWF_LOCKBOX

 

Load LockBox Entries batch process Parameters

Preload: Create a record in table AR_LOCKBOX_HEADER and load all records from selected file to table AR_LOCKBOX_DETAIL

  • Replace File: if the file already loaded, a message will show ” and won’t let you load the file. If you want to delete the previous file and reload it, you need to check this option.

Process From File: Preload the file to table and load the payments

  • Update Duplicate Bill in Mailing: after loading the payment, the field DUPLICATE_BILL will be updated to -1

Process Preload file(s): Load the payments from (Table: AR_LOCKBOX_DETAIL) from the selected batch number.

 

NOTE: The batch number is required.

 

File Validation Only: Select this option to go through all records from the file, simulate the load of payment and list all error(s).

 

Scheduler Configuration

To process a payment, the Accounts Receivable (AR) needs a department; when run in Govern the process will use the Profile department.

If the batch process is run through the Scheduler, there is no Department set. At the location indicated below, select a department configuration that the Lockbox will use when it is run in the Scheduler:

 

Applicable Business Rules

 

 

101-tx-bp-005

 

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AR – Lockbox Form

Accounts Receivable (AR) – Lockbox Form

Overview

The Govern OpenForms Lockbox is used to facilitate the data entry of multiple payments:

  • Payments can be processed from a Lockbox file received from a Lockbox service or bank.
  • Entered manually.
  • Scanned and processed from an image file.

Documentation

To view this information as a pdf, click on the following link:
ARLockbox.pdf

For information on processing A/R Lockbox files, see A/R Lockbox Batch Processes

For information about configuring the A/R Lockbox, see Setting Up the A/R Lockbox

The A/R Lockbox is useful because payments received through a government office are cyclical. It

  • Speeds up data entry time.
  • Speeds up time to deposit payments in the organization’s account.
  • Reduces data entry stress during heavy payment periods.

The Govern OpenForms A/R Lockbox solution includes:

  • The A/R Lockbox User Form

Integrates Deposit Management A/R Lockbox Header and A/R Lockbox Details information

  • The A/R Lockbox Batch Process

Provides options for Validating a File, Loading a File, Processing Payments Directly from a File, Processing Payments from a Preloaded File.

 

Read More...

Accessing the A/R Lockbox

To access the A/R Lockbox:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox form.
  3. Open the A/R Lockbox form.

Adding Lockbox Data Records

The Govern A/R Lockbox can be used for the following:

  • Creating new lockbox records.
  • Loading existing lockbox records.

Creating a New Lockbox Record

To create a new lockbox record:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox form.
  3. Open the A/R Lockbox form.
  4. Select the Deposit Management tab.
  5. Do one of the following:
  • Click New to create a new deposit number.
  • Select an existing deposit number on the left.

Creating a New Deposit Number for Lockbox Entries

Deposit Management is mandatory for all A/R systems in Govern OpenForms.This includes the Lockbox. The transactions and entries for this application are managed and accessed through Deposit Numbers. These deposit numbers can be created automatically or manually.
If they are created manually, the user can enter a number in the Depsoit Number field or override the number that is automatically generated.
To create a new Deposit Number:

  1. Open the Lockbox form in Govern and select the Deposit Management tab.
  2. Do one of the following:
  3. If your setup includes manual creation of Deposit Numbers, you can override the number that is automatically created and displayed in the Deposit Number field.
    Enter a new deposit number in this field.
  4. If your setup includes automatic creation of Deposit Numbers, a deposit number is automatically created based on the configuration in Accounts Receivable General Parameters form in GNA.
    Enter text to identify the deposit in the Description text box.
    The user name and creation date are automatically entered.
  5. The transaction type is always Payments.
  6. Click Save.

The Summary information is entered through the batch process. This is describe in the following section.

Entering New Lockbox Detail Information

The Lockbox Detail information is associated with a barcode. The first step is to provide the barcode for this form. This can be entered manually or through a search.
To create a new Lockbox Detail record:

  1. Click New.
  2. Select By Barcode (A/R) in the Search window.
  3. Enter a barcode in the Barcode (A/R) field.
  4. Click the ellipsis button beside the Payer Name field and select click one of the following:
    Search to search the database for an existing name or payer account.
    New Name to create a new Name Account for the current record. This is created when you click Save.
    New Payer Name to create a new payer account. This must be created after you click Save.
  5. Enter the amount of the transaction in the Amount field.
  6. Enter a date in the Effective Date field. This is the date that the transaction becomes effective.Tip: To enter the current date, position your cursor in the field and click [Ctrl+T] on your keyboard.
  7. Overwrite the date in the Entry Date field if required. By default, this field displays the current date.
  8. Make a selection from the Payment Type drop-down list. Payment Types are saved in the VTSYSTEM Table: CCTYPE.
  9. Select the Installment; such as, first, second, third, fourth installment or total (Table: VTSYSTEM_INSTALL).

The following are selected as applicable under Transaction Status when the batch process is complete.

  • Load: The transaction is loaded to the database and saved to the tables AR_Lockbox_Detail and AR_Lockbox_Header.
  • Modified: The transaction was modified on the Lockbox user form after it was loaded to the Govern Accounts Receivable A/R tables.Note: Once the batch process is run on the file or on the database tables, the transactions cannot be modified or deleted.
  • Processed: The batch process was run on the transaction and it was saved to Govern Accounts Receivable A/R.
  • Process Preload file(s): Apply payment from Lockbox tables loaded previously in Lockbox table with the selected Batch number not processed from the combo

 

Cash Collection Payment Types (VTSYSTEM_CCTYPE)

The Cash Collection Payment Type options include the following:

American Express, Cash, Credit or Debit Card, Certified check Change, Check, Discover Card, Electronic Fund Transfer,
Master Card, Money Order, Other 1, 2, 3, 4, 5; Payment in Lieu of taxes, Visa, Web ACH, Web Credit Card, Web Debit Card, Web eCheck, Web HPG, Web iCart

 

 

101-ar-frm-036

 

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AR – Lockbox Batch Processes

Accounts Receivable (A/R) Lockbox Batch Processes

Overview

The A/R Lockbox batch processes are used for processing multiple payments. These payments can be received in a file from a Lockbox service or can be entered manually or through a scan in the A/R Lockbox form in Govern.

For more information about lockbox user data entry, see the A/R Lockbox user form.

For more information about configuring the A/R Lockbox, see Setting Up the A/R Lockbox.

Documentation

To see this information as a pdf, click on the following link:
LockboxBatch.pdf

The A/R Lockbox Batch Process form provides options for the following:

Read More...

  • Validating a File
  • Loading a File
  • Processing Payments Directly from a File
  • Processing Payments from a Preloaded File

To access A/R Lockbox Batch Process form:

  1. Launch Govern.
  2. Open a Profile that contains the A/R Lockbox batch process.
  3. Select the Batch Processes Explorer.
  4. Select the A/R Lockbox Batch Process.
  5. Select one of the following options:
  • Preload
  • Process from File
  • Process Preload File
  • File Validation Only

Running the Preload Batch Process

Run the Preload batch process in order to load a lockbox file to the Govern A/R_Lockbox_Header and Lockbox_Detail tables. Once the process is complete and the file is loaded to the database, it can be viewed on the A/R Lockbox form in Govern.

NOTE: This is the only one of the four Lockbox batch processing options that provides this functionality, viewing a file in the A/R Lockbox form.

The file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

Running the Process from File Batch Process

Run the Process from File batch process in order to load the payment data directly to the Govern A/R from a Lockbox file.

Like the Preload File process, the file can be compiled, by a Lockbox service at a bank, from deposited payments. It can also be compiled from entries made in the Lockbox form in Govern.
When you run this process, the file can no longer be viewed on the AR Lockbox form in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific locaction.
  4. Click the Duplicate Bill option to create copies of the bills for the name selected as the Primary Index in the Mailing Index.
  5. Click the Run button to run the process and load the file to the database tables.

Running the File Validation Only Batch Process

Run the File Validation Only batch process in order to ensure that the Lockbox file is valid. Payments are loaded to a log file but are not stored in the database. The file cannot be viewed in Govern.

To run this process:

  1. Click the ellipsis button in the File Name field.
  2. Select the Lockbox file from a computer or network drive.
  3. Click Archive to store the file in a specific location.
  4. Click the Run button to run the process and load the file to the database tables.

 

 

101-ar-bp-036

 

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