Set Up the Configurable Lockbox Feature

Knowledge Center > Collect > Setup and Administration > Set Up the Configurable Lockbox Feature

Set Up the Configurable Lockbox Feature

Prerequisites

After installing Configurable Lockbox, you must use the following steps to set up the app:

  1. Configure bank file format
  2. Identify Zuora payment fields
  3. Assign Configurable Lockbox payment options
  4. Configure additional app settings

Complete One-time Configuration for Bank-specific Lockbox File

  1. Bank File Name - Name the lockbox file being created, choose a name that can be easily located later. It is recommended the name correspond to the bank from which the lockbox files are obtained.

    For example, BoA, Wells Fargo, First Union, etc.

  2. Sample File - Select lockbox sample file to be uploaded, sample file can be an actual lockbox file

  3. File Format - Identify the type of file being uploaded. Additional fields may be required depending on format selected

    Comma Separated Values (CSV):

    • Header Row Number - Identify the line number of the header row in uploaded document
    • CSV file values separated by a semicolon will not be accepted.

    Excel:

    • Header Row Number - Identify the line number of the header row in uploaded document

    Bank Administration Institute 2 (BAI2):

    • Select Summary or Transaction
    • Type Code List - Enter list of type codes to be processed from bank file. Must be separated by comma with no spaces. Codes not listed, will not be processed

    Fixed Width Text - Single-Record Type:

    • Column header - Define the field that will be defined in the selected sample file and file format: Invoice Number, Account Number
    • Starts from - Identify the character number that corresponds to where the information starts in selected file
    • Ends at - Identify the character number that corresponds to where the information end in selected file
    • Add an additional row by selecting the + sign. Rows can be added if additional information is needed for mapping purposes

    Fixed Width Text - Multi-Record Type:

    • Column header - Define the field that will be defined in the selected sample file and file format: Invoice Number, Account Number
    • Starts from - Identify the character number that corresponds to where the information starts in selected file
    • Ends at - Identify the character number that corresponds to where the information end in selected file
    • Add an additional row by selecting the + sign. Rows can be added if additional information is needed for mapping purposes
  4. Select Next.

Empty rows below the header row in the sample file will prohibit sample values from being properly displayed.

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Identify Zuora Payment Fields

  1. From the dropdown menu, select the Zuora Payment Fields to determine whether you want to pay at the Account or Invoice level: Account Number, Invoice Number

  2. Indicate the auto-populated Lockbox File Headers from the uploaded file (Step 1) that best correlate to the Zuora Payment Fields.

    A selection must be made for all fields.

    The Sample Row From File will auto-populate with information from the uploaded file for an example and to ensure accuracy.

  3. Select Next.

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Select Additional Payment Fields

Additional Zuora payment fields, or custom fields, can be added to customize the lockbox file for tracking purposes. This step is optional and can be left blank if further fields are not needed.

  1. Select the CL_Configuration_Plus.png to add a new custom field.

  2. Select the Zuora Payment Field, auto-populated from tenant, that best correlates to the information to be tracked.

    Select Comment from the Zuora Payment Field to manually add tracking field. Multiple comments can be added, but only the last one from the list will be tracked.

    See How do I use custom fields? for more information.

  3. Choose the Lockbox File Header from the dropdown menu that correlates to the Zuora Payment Field. A Default Value can be added, but will nullify any Lockbox File Header selected.

  4. The Sample Row From File will auto-populate with information from the uploaded file for an example and to ensure accuracy.

  5. Select the to add a new custom field. Multiple fields can be added.

  6. To remove a field, select the CL_Configuration_Minus.png key.

  7. Select Next when there are no further fields to be added.

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Assign Payment Options

Payment options will differ depending on whether the Zuora Payment Field was selected as Account or Invoice Number.

Zuora Payment Field: Account Number

  1. Select Account Payment Option

    • Pay as Credit Balance on Account - Invoice payment will be processed and remaining balance will become a credit on customer’s account
    • Reject Lockbox Record - Payment will not be accepted by system
  2. Identify Payment Method

    • Cash
    • Check
    • Wire Transfer
    • Other
  3. Select Lenient Matching

    Lenient matching helps avoid unnecessary error reports by matching lockbox invoice and account numbers to Zuora fields without using standard or exact numbers

    Invoice and Account numbers cannot exceed a length of 8 characters

    Best practice is to enable lenient matching

    For example, invoice on Lockbox file is listed as 1234, lenient matching will recognize the invoice as INV00001234

  4. Select to use AR Settlement

    Must be enabled if feature is supported

    See Invoice Settlement for more information. This feature was previously called Advanced AR Settlement.

  5. Click Finish.

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Zuora Payment Field: Invoice Number

  1. Select Overpayment Behavior - Payment amount is greater than invoice amount

    • Reject Lockbox Record - Payment will not be accepted by system
    • Pay as Credit Balance on Account - Invoice payment will be processed and remaining balance will become a credit on customer’s account
    • Find Next Oldest Invoice (if none, create credit) - Current invoice will be paid and remaining balance will be applied to most recent outstanding invoice. If there is no outstanding invoice, balance will be placed on account as a credit.
  2. Select Underpayment Behavior - Payment amount is less than invoice amount

    • Reject Lockbox Record - Payment will not be accepted by system
    • Process Lockbox Record - Payment will be processed by system with an outstanding balance remaining on customer’s account
  3. Identify Invoice Number Prefix - Input prefix used in invoice numbering

    For example, company Z identifies their invoices by company specific invoice numbering of ZCODE11223344 or ZCODE00001234. Invoice Number Prefix: ZCODE

  4. Identify Payment Method

    • Cash
    • Check
    • Wire Transfer
    • Other
  5. Select Lenient Matching

    Lenient matching helps avoid unnecessary error reports by matching lockbox invoice and account numbers to Zuora fields without using standard or exact numbers

    Invoice and Account numbers cannot exceed a length of 8 characters

    Best practice is to enable lenient matching

    For example, invoice on Lockbox file is listed as 1234, lenient matching will recognize the invoice as INV00001234

  6. Select to use AR Settlement

    Must be enabled if feature is supported

    See Invoice Settlement for more information. This feature was previously called Advanced AR Settlement.

  7. Click Finish.

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Configure App Run Settings

Before any runs are completed, configure run settings by selecting Configure in the left hand corner.

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  • Lockbox Mapping - Adjust any mapping settings

  • SFTP File Upload Settings - Schedule Configurable Lockbox to acquire files from bank

    Complete Login details:

    • URL - Enter URL of file being acquired
    • Username - Enter username of lockbox file being acquired
    • Password - Enter password for username
    • Path - Identify where file will be saved
    • Delete After - Select whether lockbox file should be deleted after being obtained

    SFTP will continue to run files until folder is empty

Click Save.

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Complete Schedule details:

  • Timezone - Select the same time zone as set for the tenant to avoid payment errors

  • Select to begin schedule builder - Identify time frame of run schedule

    Yearly, Monthly, Weekly, Daily, Hourly, Minutes

    Complete specific time frame details. Start times are in military time.

For example, company Z will perform a monthly lockbox run at the beginning of the third day of the month.

  • Select to begin schedule builder: Monthly

  • Complete Specific Details for Monthly builder:

    • Select Day 3 (input data) of every 1 (input data) month(s)
    • Start Time: 00:01

CL_Configuration_8.png

Job Completion Notifications - Identify emails to receive notification of completed run. The To line is required.

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