Set Up the Configurable Lockbox feature

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Set Up the Configurable Lockbox feature

Prerequisites

  • You must have installed the Configurable Lockbox feature. Configurable Lockbox uses OAuth to authenticate to your Zuora tenant.
    For more information, see Install Zuora Collect Features

After installing Configurable Lockbox, you must complete the following steps to configure a lockbox file format. You can have multiple lockbox file formats in one instance of Configurable Lockbox.

  1. Configure the basic settings of a bank file format.
  2. Map lockbox file headers to Zuora payment fields
  3. Configure payment options
  4. Optional: Configure additional payment fields
  5. Configure additional app settings

Step 1: Configure Basic Settings of a Bank File Format

  1. Bank File Name - Specify a name to identify the lockbox file format being created. 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 a lockbox sample file to be uploaded. The sample file can be an actual lockbox file.

  3. Process Option - Select the process option for the uploaded lockbox file.

    • Account Only - Payments will be made based on the account information in the lockbox file.

    • Invoice Only - Payments will be made based on the invoice information in the lockbox file.

    • Account and Invoice - Payments will be made based on both the account and the invoice information in the lockbox file.

      If payments cannot be processed based on the invoice information (for example, the invoice number is incorrect), payments will still be processed based on the account information and processing rules.
  4. File Format - Identify the format of the file being uploaded. Additional fields may be required depending on the format selected. 

    File Format Settings
    Comma Separated Values (CSV)
    • Header Row Number - Identify the line number of the header row in the 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 the uploaded document
    Bank Administration Institute 2 (BAI2)
    • Select Summary or Transaction
    • Type Code List - Enter the list of type codes to be processed from bank file. Must be separated by a 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 the selected file.
    • Ends at - Identify the character number that corresponds to where the information ends in the 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 the selected file.
    • Ends at - Identify the character number that corresponds to where the information ends in the selected file.
    • Add an additional row by selecting the + sign. Rows can be added if additional information is needed for mapping purposes.

     

  5. Select Next.

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

bank_file_settings.png

Step 2: Map Lockbox File Headers to Zuora Payment Fields

  1. Optional: If Invoice Only is selected as the process option, you can select which Zuora payment field to use to identify invoice numbers.

  2. Select 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.

CL_Configuration_2.png

Step 3: Configure 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. Click 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. Click CL_Configuration_Plus.png to add a new custom field. Multiple fields can be added.

  6. Click CL_Configuration_Minus.png to remove a field.

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

CL_Configuration_3.png

Step 4: Configure Payment Options

Payment options will differ depending on the process option selected (Account Only, Invoice Only, or Account and Invoice).

Process Option: Account Only

  1. Select Account Payment Option

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

    • Cash
    • Check
    • Wire Transfer
    • Other
  3. Enable 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. Zuora recommends that lenient matching is enabled.
    Lenient matching follows these rules:

    • Invoice and account numbers cannot have more than 8 digits. Otherwise, the file will be rejected.

    • If an invoice or account number includes less than 8 digits, the system will add in necessary 0s in front of the number so that all invoice or account numbers have 8 digits.
      For example, an invoice in the lockbox file is listed as 1234, lenient matching will recognize the invoice as INV00001234.

  4. Select Invoice Settlement

    Must be enabled if the feature is supported.

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

  5. Click Finish.

lockbox_account_only_options.png

Process Option: Invoice Only

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

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

    • Reject Lockbox Record - Payment will not be accepted by the system.
    • Process Lockbox Record - Payment will be processed by the 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. Enable 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. Zuora recommends that lenient matching is enabled.
    Lenient matching follows these rules:

    • Invoice and account numbers cannot have more than 8 digits. Otherwise, the file will be rejected.

    • If an invoice or account number includes less than 8 digits, the system will add in necessary 0s in front of the number so that all invoice or account numbers have 8 digits.

    • For example, an invoice in the lockbox file is listed as 1234, lenient matching will recognize the invoice as INV00001234.

  6. Enable Invoice Settlement

    Must be enabled if the feature is supported.

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

  7. Click Finish.

lockbox_invoice_only_options.png

Process Option: Account and Invoice

When this processing option is selected, payments will be processed based on both invoice rules and account rules. If payments cannot be processed based on the invoice information (for example, the invoice number is incorrect), payments will still be processed based on the account information and processing rules.

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

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

    • Reject Lockbox Record - Payment will not be accepted by the system.
    • Process Lockbox Record - Payment will be processed by the system with an outstanding balance remaining on customer’s account.
  3. Select Account Overpayment Option

    • Pay as Credit Balance on Account - Invoice payment will be processed and the remaining balance will become a credit on customer’s account.

    • Reject Lockbox Record - Payment will not be accepted by the system.

  4. Identify Payment Method

    • Cash
    • Check
    • Wire Transfer
    • Other
  5. Optional: Enable Process by Invoice First.
    When this option is enabled, the payment will be made against the invoice first and then against the account.
  6. Enable Invoice Settlement.

    Must be enabled if the feature is supported.

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

  7. Click Finish.

lockbox_account_invoice_options.png

Step 5: Configure Additional App Settings

After the initial configuration is completed for a lockbox, you can configure payment field mapping, automated job credentials and schedule, and notification settings.

CL_Configuration_6.png

  • Lockbox Mapping - Optionally, adjust the mapping relationships that are configured in Step 2. 

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

    Complete Login details:

    • URL - Enter the URL of the SFTP server for storing lockbox files.
    • Username - Enter the username to authenticate to the server.
    • Password - Enter the password for the user.
    • Path - Identify the location of the lockbox files.
    • Delete After - Select whether lockbox file should be deleted after being obtained.

    SFTP will continue to run until the folder is empty.

Click Save.

CL_Configuration_7.png

Complete the Schedule details:

  • Timezone - Select the same time zone as 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 - Specify emails to receive notification of completed run. The To line is required.

CL_Configuration_9.png

CL_Configuration_10.png

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