Complementary Demo Guide Lockbox Payment Process

October 23, 2017 1

Complementary Demo Guide

Lockbox Payment Process SAP Business ByDesign

SAP Business ByDesign

Global

Complementary Demo Guide Lockbox Payment Process

October 23, 2017 2

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 ................................................................................................................................. 5

3.1 Prepare and create Lockbox File .......................................................................................... 5

3.1.1 House Bank information ........................................................................................... 5

3.1.2 Check Storage information ....................................................................................... 6

3.1.3 Customer information ............................................................................................... 6

3.1.4 Customer Invoices / Open Items information ............................................................. 8

3.2 Process Lockbox File in SAP Business ByDesign ................................................................. 9

3.2.1 Prepare / Create Lockbox File .................................................................................. 9

3.2.2 File Upload / File Processing in Business ByDesign ................................................ 10

3.2.3 Payment Pre-Processing in Business ByDesign ..................................................... 11

Complementary Demo Guide Lockbox Payment Process

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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 find the Excel-spreadsheet for BAI2 file creation here:

Microsoft Excel

97-2003 Worksheet

Below is an example of a Lockbox file.

BAI2_LB_1604061457.TXT

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) Example:

Complementary Demo Guide Lockbox Payment Process

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1INV-64-2013

1INV-68-2013

1INV-71-2013

Customer Invoice Amounts Example:

131,100.00 USD

111,350.00 USD

24,000.00 USD

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3 Demo Steps

3.1 Prepare and create Lockbox File

3.1.1 House Bank information

Logon and Work Center Information

Logon ID / Role Financial01 CFO

Work Center / View Liquidity Management Master Data My Banks

Field Name Data to Enter Activity / Button / Comment

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.

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3.1.2 Check Storage information

Logon and Work Center Information

Logon ID / Role Financial01 CFO

Work Center / View Liquidity Management Master Data Check Storages

Field Name Data to Enter Activity / Button / Comment

Check Storage

Click on the Check Storage ID with the name Lockbox .

Note down the Lockbox Number.

3.1.3 Customer information

Logon and Work Center Information

Logon ID / Role Financial01 CFO

Work Center / View Receivables Customer Customer Accounts

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Field Name Data to Enter Activity / Button / Comment

Customer Accounts

Select the customer CP100120 and click the customer name.

Click on View All.

Switch to Financial Data Bank Data tab.

Note down the National Bank Code and Bank Account Number of the customer.

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3.1.4 Customer Invoices / Open Items information

Logon and Work Center Information

Logon ID / Role Financial01 CFO

Work Center / View Receivables Customer Customer Accounts

Field Name Data to Enter Activity / Button / Comment

Customer Accounts

Select the customer and click View.

Note down some of the open invoices (invoice number and amount).

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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.

Field Name Data to Enter Activity / Button / Comment

Open the Excel spreadsheet.

BAI2 LockBox File Generator

Click on Enable Content to

activate and enable the included macro.

Check / Add / Change the header data for the file.

Path Example path:

C:\Users\D042507\Desktop\Lockbox

Enter an existing 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.

Add Date/Time to File Creation date and time in YYMMDD format will be added to the file name before the extension. An underscore will be added between the base file name and the Date/Time.

File Name Extension Extension added to the end of the file name after the standard period.

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

12345679

Invoice Number e.g. 1INV-64-2013

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Field Name Data to Enter Activity / Button / Comment

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

.

You receive a success message that the file has been created.

3.2.2 File Upload / File Processing in Business ByDesign

Logon and Work Center Information

Logon ID / Role Financial01 CFO

Work Center / View Liquidity Management File Management Inbound Files

Field Name Data to Enter Activity / Button / Comment

Inbound Files

Click on New Inbound File.

File Type Lockbox

Bank ID 1000002 - Bank of Cleveland

Click Add File (Attachments

Area)

Click Browse, navigate to your

file, select the file and click Open.

Click Add.

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Field Name Data to Enter Activity / Button / Comment

Finan Click on Start File Upload.

Click Close.

Refresh the table for the

inbound files.

Check the status of the upload