Lockbox Batch Details

This screen is a grid showing the details of a lockbox batch. It would display each payment item from a lockbox batch, including the amount, amounts applied, and status. Below each payment item are the payment item details, which are the applications of the payment to customers and invoices. These lines would show the customer and invoice IDs, the amount of the corresponding invoice in opentaps, the amount to apply, a cash discount if there is one, and the status of the line. It will also show the customer name, if the customer ID entered by the bank matches a party ID of a customer in opentaps.

On the screen, you can do one of three things:

1. Enter an amount to apply and cash discount to an invoice shown on the lockbox payment item detail (marked AL), if you wish to apply the lockbox payment to an invoice already created.
2. Add a new detail line, so that you can:
   • apply an amount and cash discount to an existing invoice.
   • apply an amount to a customer account.
3. Process the items that are marked as Ready

You are not allowed to modify any data supplied to you from the original bank lockbox file, including the amounts of the payments or the invoices and customers. Therefore, if the original bank customer ID does not match an opentaps party ID, simply skip it by not applying any of it to that line and add a new line with the correct invoice ID and party ID.

Finally, if you wish to apply a discount to reconcile the difference between the invoice amount and payment amount, enter it in the "Cash Discount" column. Note that you should enter a positive amount here for the cash discount, which reduces the amount of the invoice, and a negative amount here in the event that a customer has overpaid you. For example, enter "2" if you are giving the customer a cash discount of $2, but "-2" if the customer overpaid by $2. When you add a cash discount to a lockbox payment, if the cash discount is a positive amount which reduces the value of the invoice, then it is entered as an invoice adjustment of the opposite sign. If the cash discount is a negative amount, then it reduces the value of the payment, and it will be applied directly to the GL. The invoice would not be modified.

When you are finished applying details, click on the Process Items, this will create payments and payment applications accordingly. Only the lockbox items marked as Ready will be processed this way, and the amount processed will be subtracted from the outstanding amount of the batch.

Items applied to an invoice will create a Payment, and if a cash discount should be applied an invoice Adjustment will be made.

Items that are applied to a customer account only will only create a Payment from this customer.