Complementary Demo Guide Lockbox Payment Process SAP Business ByDesign SAP Business ByDesign Global August 15, 2014 SAP Cloud Reference Systems
Table of Content 1 About this Document... 3 1.1 Purpose... 3 1.2 Demo Business Context... 3 1.3 Prerequisites... 3 2 Master and Transactional Data... 3 3 Demo Steps... 4 3.1 Prepare and create Lockbox File... 4 3.1.1 House Bank information... 4 3.1.2 Check Storage information... 5 3.1.3 Customer information... 5 3.1.4 Customer Invoices / Open Items information... 7 3.2 Process Lockbox File in SAP Business ByDesign... 8 3.2.1 Prepare / Create Lockbox File... 8 3.2.2 File Upload / File Processing in Business ByDesign... 9 3.2.3 Payment Pre-Processing in Business ByDesign... 10 July 9, 2014 2
1 About this Document 1.1 Purpose This guide shows you how to prepare and demo the Lockbox Payment Process for Business ByDesign. 1.2 Demo Business Context You are an accounts receivables accountant / accountant and responsible for receivables payments in your company. You also receive customer payments via the lockbox process from your bank. Your task is to process the Lockbox Payment File made available by the bank or provider within SAP Business ByDesign and clear the paid invoices automatically. 1.3 Prerequisites We assume that there are open customer invoices available and ready to pay. If not please create some customer invoices for this process/demo. We also assume that all necessary master data is already available. Please check the How-To Implement document. Please click here to download the Excel-spreadsheet for BAI2 file creation. 2 Master and Transactional Data You need the following information to process the payment and to fill and then create the Lockbox file (BAI2): Description Standard / Example Value Space for your individual data House Bank - Bank Account 1100062588 House Bank - Routing Number 64203513 Lockbox Number 989898 Customer CP100120 Customer Bank Account 12345679 Customer Bank Routing Number 026011358 Customer - Invoice Number(s) Customer Invoice Amounts Example: 1INV-64-2013 1INV-68-2013 1INV-71-2013 Example: 131,100.00 USD 111,350.00 USD 24,000.00 USD July 9, 2014 3
3 Demo Steps 3.1 Prepare and create Lockbox File 3.1.1 House Bank information Work Center / View Liquidity Management Master Data My Banks My Bank Select the bank and click on Edit General Note down the House Bank Routing Number. Go to Bank Accounts tab. Note down the House Bank Account Number. July 9, 2014 4
3.1.2 Check Storage information Work Center / View Liquidity Management Master Data Check Storages Check Storage Select the Check Storage Named Lockbox. And click Edit. Note down the Lockbox Number. 3.1.3 Customer information Work Center / View Receivables Customer Customer Accounts Customer Accounts Select the customer and double-click the customer name. Click on View All. Switch to Financial Data July 9, 2014 5
Bank Data tab. Note down the National Bank Code and Bank Account Number of the customer. July 9, 2014 6
3.1.4 Customer Invoices / Open Items information Work Center / View Receivables Customer Customer Accounts Customer Accounts Select the customer and click View. Note down some of the open invoices (invoice number and amount). July 9, 2014 7
3.2 Process Lockbox File in SAP Business ByDesign 3.2.1 Prepare / Create Lockbox File Using the Excel spreadsheet and the included macro you can create a Lockbox BAI2 file which can be uploaded to the SAP Business ByDesign solution. BAI2 LockBox File Generator Check / Add / Change the header data for the file. Open the Excel spreadsheet. Click on Enable Content to activate and enable the included macro. Path Example path: C:\Users\D042507\Desktop\Lo ckbox Enter the path to the location where you wish to store the file. BAI2 Base File Name BAI2_LB You can decide which naming you like to have for the file creation. House Bank Routing No 64203513 House Bank Account No 1100062588 Lockbox Number 989898 Deposit Date 131017 (YYMMDD) Add Transaction details Check Number e.g. 10010 Enter any number as check number. If you like to simulate a check with multiple invoices paid enter in each line the same check number! Customer Bank Routing 026011358 Customer Bank Account Number Invoice Number 12345679 e.g. 1INV-64-2013 Amount Paid e.g. 131100,00 If you wish to simulate an under- or over-payment, enter the reduced/heightened amount. To create the file, click on July 9, 2014 8
You receive a success message that the file has been created.. 3.2.2 File Upload / File Processing in Business ByDesign Work Center / View Liquidity Management File Management Inbound Files Inbound Files File Type Bank ID Lockbox 1000002 - Bank of Cleveland Click on New Inbound File. Click Add File (Attachments Area) Click Browse, navigate to your file, select the file and click Open. Click Add. Finan Click on Start File Upload. July 9, 2014 9
Click Close. Refresh the table for the inbound files. Check the status of the upload (Finished). Using the Display Log you can get more information about the uploaded file. 3.2.3 Payment Pre-Processing in Business ByDesign Work Center / View Payment Management Deposits Lockbox Batches You can see the created Lockbox Batch in the list. Clicking on Assigned Checks in the Details area, you get information about what checks are assigned. July 9, 2014 10
Work Center / View Receivables Payment Clearing Payment Clearing - Show: Open Payment Clearings Based on the company s clearing strategy, the accountant has to manually process the clearing or has to clarify differences. With Show Clearing you get the information about the current clearing proposal done by the system. Click on Edit Check the clearing proposal if everything is fine / or after clean up differences click Clear to start the clearing process of the open items. Click Close to return to the Payment Clearing table. After refreshing the screen (and changing the show filter in the table) you will see that the status changed to completed. With Actions Send to Payment Allocation the current clearing proposal will send to Payment Allocation (process the clearing action). Same Action like Edit Clear! Customer Accounts Go to Receivables Customer Accounts. Select the line with customer CP100120 and click on View. Change Show filter to Cleared Items. Search / Filter for the invoices and you will see that the invoices are cleared. July 9, 2014 11
By clicking on the clearing number you will get more details about how the items were cleared. Click Close. July 9, 2014 12
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